Reception
Digitise visitor sign-in and sign-out processes to strengthen safeguarding, real-time campus visibility, and compliance records.
Setup the Reception Form
Assign Permissions to Users
To grant Reception access to a staff member:
Click or hover over Reception in the side menu.
Click Settings.
Select the Permissions tab.
Click Add Staff.
Select the relevant:
Staff Member
User Role
Campus
All three fields are mandatory.
Click Save.
The selected staff member will now have access based on the assigned role and campus.
Add Additional Questions
To customise the information collected during sign-in:
Click or hover over Reception in the side menu.
Click Settings.
Select the Reception Form Section Fields tab.
In the Action column, click the pencil icon next to the section you wish to edit.
Scroll down and click Add Field.
Enter the required field details:
Field Type
Field Label
Column Width
Campuses (the field will only appear for selected campuses)
User Type (the field will only appear for selected user types)
You can also configure the following toggles:
Required – Makes the field mandatory
Display in Index – Displays the data on the Visitors page
Is Sign Out Field – Sets this field as the unique sign-out identifier
(Only one field can be set as the sign-out identifier across all user types.)
Click Save.
Feature
Custom fields allow schools to tailor sign-in requirements to safeguarding and compliance needs.
Set Up the Reception Form on an iPad
To enable the Reception Form for external sign-in:
Click or hover over Reception in the side menu.
Click Settings.
Select the Visitor Form tab.
Select the correct Campus Link.
This will open the Reception Form, which can be used by visitors, contractors, and staff to sign in on the iPad.
For best results, ensure the iPad remains connected to Wi-Fi and positioned securely at your reception desk.
Set Up Notifications
To configure automatic email notifications:
Click or hover over Reception in the side menu.
Click Settings.
Select the Notifications tab.
Click Add Notification.
Select the appropriate trigger field from the list.
Add the email notification content.
Click Save.
Notifications can be used to alert staff when specific visitors arrive or when certain conditions are met.
Signing In & Out
How Visitors, Contractors, and Staff Sign In
Click Sign In on the Reception Form.
Select the relevant user type:
Visitor
Staff
Contractor
Complete the required fields.
Click Submit.
Feature
The individual will now appear in the Visitors list as currently on campus.
How Visitors, Contractors, and Staff Sign Out
Click Sign In on the Reception Form.
Select the relevant user type:
Visitor
Staff
Contractor
Complete the required sign-out field.
Click Submit.
Feature
Sign-out times are recorded automatically.
Automatic Sign Out
Any user who has not signed out manually will be automatically signed out at the end of the day. The sign-out time will display as System auto sign out.
This ensures no open sign-ins remain overnight.
Manually Sign Out a User
If someone forgets to sign out:
Click or hover over Reception in the side menu.
Click Visitors.
In the far-right Action column, click the arrow icon next to the individual’s name.
Confirm the prompt to sign the user out.
Feature
Sign-out times are recorded automatically.
Monitoring the Campus
See Who Is On Campus
To view current sign-ins:
Click or hover over Reception in the side menu.
Click Visitors.
Use the Search Campus dropdown to filter by campus.
Tick Currently on campus to view individuals who are actively signed in.
Feature
Get real-time oversight of who is present onsite.
View Additional Visitor Information
To review full sign-in details:
Click or hover over Reception in the side menu.
Click Visitors.
In the far-right Action column, click the eye icon next to the individual’s name.
This will open the full Visitor Form, displaying all submitted information.
Best Practice Guide to Reception
To ensure your Reception module operates smoothly and supports safeguarding expectations, we recommend the following:
Review Permissions Regularly
Ensure only authorised staff have access to Reception settings and visitor records. Permissions should be reviewed at the start of each term or whenever staffing changes occur.
Keep the Visitor Form Clear and Focused
Only collect information that is necessary for safeguarding, compliance, or operational purposes. Overloading the form can slow down sign-in and create unnecessary friction.
Test the Sign-In Process Periodically
Conduct occasional checks to ensure the iPad form is functioning correctly, Wi-Fi connectivity is stable, and notifications are delivering as expected.
Monitor Daily Sign-Outs
Reception staff should review the Visitors list before the end of the day to confirm all individuals have signed out. While automatic sign-out provides a safeguard, manual confirmation supports stronger oversight.
Use Notifications Strategically
Configure notifications for high-priority scenarios only (e.g. specific visitor types or safeguarding-related triggers) to prevent alert fatigue.
Maintain Clear Visibility
Regularly review the “Currently on campus” filter to ensure real-time awareness of who is onsite — particularly during busy periods or events.
Align With School Safeguarding Policies
Ensure your Reception configuration reflects your school’s safeguarding and visitor management policies, including ID checks, contractor compliance, and emergency procedures.
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