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Front Office

Reception desk: visitors, gate passes, early pickup, calls, post, complaints and lost-and-found.

👥 Receptionist, security, office staff🖥️ 17 screens📝 13 forms

What it does

Visitor check-in, photo, badge
Pre-invited visitors with QR code
Watchlist alerts
Gate passes for students, staff, vehicles
Early pickup with authorised-person check
Phone call log and call-backs
Post register
Complaints with deadlines and escalation
Lost and found

Its screens

Each screen has its own page: what it is for, how to reach it, a picture, its buttons and its form.

Front Office dashboardThe front desk's daily home page.

Visit purposesThe reasons people give for visiting, such as a meeting or delivery.has a form

Entry pointsThe gates and doors where visitors are recorded.has a form

Call sourcesThe ways callers first reach the school, such as a website or a referral.has a form

Complaint typesThe complaint categories and how long each should take to resolve.has a form

WatchlistA list of people the school must be alerted about when they arrive.has a form

Visitor invitesVisitors booked in advance, with a code the gate can scan.has a form

VisitorsThe visitor book, showing who came in, why and when they left.has a form

Check in an invited visitorStarts a visit from a pre-booked invite, using its details.

Check out a visitorStarts a visit from a badge already issued to a regular visitor.

Screening alertsAlerts raised when a visitor matches a name or phone on the watchlist.

Gate passesPasses that let students, staff or vehicles leave or enter the site.has a form

Call logA log of phone calls coming into the school and their follow-ups.has a form

ComplaintsA register of complaints from families, with deadlines and updates.has a form

Postal receiptsA record of letters and parcels that arrive at the school.has a form

Postal dispatchesA record of letters and parcels the school sends out.has a form

Lost and foundA register of items found on site and whether they were claimed.has a form

Step by step

Check in a visitor

Open Visits and record the visitor, purpose and person to meet; take a photo and print a badge.
Pre-invited visitors scan their QR code to check in.
Watchlist matches raise an alert.

Let a student leave early

Create a Gate pass for the student.
The system checks that the collecting adult is authorised.

Questions

Are complaints tracked to resolution?
Yes, each complaint has a deadline and escalates when it is missed.