Pupil Protect Visitors
Know who is on site, and who shouldn’t be.
Visitors signs in visitors, staff and pupils at a reception kiosk, prints the right badge, checks every name against your watch list and gives you a roll call on your phone when the alarm goes.
For reception, office and site teams, and your designated safeguarding lead (DSL).
- 12:15[Social worker], meeting with the DSL
- 13:002 electricians, science block
Every adult on site is on the visitor log, the fire roll call and, where they need checks, the single central record.
A kiosk that does the safeguarding briefing for you
Visitors sign themselves in on a tablet at reception. Before their badge prints, they read your safeguarding message and see who your DSL is.
- Sign in, sign out, collect a pupilCollections are checked against restricted contacts on the pupil’s record.
- Your message, in your wordsFour or five short points, set once for every kiosk. Returning visitors agree again when it changes.
- Built for a shared screenThe kiosk clears itself after a minute without a tap, and asks first if anyone is still there.
- Wear your badge where it can be seen at all times.
- Red badge: stay with your escort at all times.
- Don’t use your phone to take photos on site.
- If a child tells you something worrying, or you’re concerned, tell the DSL straight away.
Staff and pupils sign in here too
One kiosk for everyone. Staff sign in and out as they arrive and leave, and pupils who arrive late or leave early are signed in and out at reception with a reason.
- An ID card, a QR code or a PINStaff tap their ID card on the reader, scan the QR code on their phone or type a short PIN. Regular visitors can do the same.
- Staff movements[Confirm: staff signing out for a meeting or lunch and back in, and whether reception can see who is off site.]
- Late arrivals and early leaversA late pupil is signed in with the time and reason. A pupil leaving early is collected by a named adult, checked against restricted contacts on their record. [Confirm whether late marks are written back to the MIS register.]
- On the roll callStaff who are signed in are on the fire roll call alongside visitors.
Expected visits, ready before they arrive
Add a visit and Visitors works out which checks are needed on arrival. Send a pre-registration link so the visitor adds their own details, photo and documents, then their badge prints when they scan the QR code at the kiosk.
- Documents before the dayContractors and supply staff upload what you ask for, such as insurance, a risk assessment or the agency’s confirmation. [How long uploaded documents are kept.]
- Checks still happen at receptionScan photo ID at the kiosk, and see the DBS certificate, recorded against the visit. [What is kept from a scanned ID.]
- Emails that say very littlePre-registration emails name the host and the time, never a pupil. Links stop working after the visit.
- Badges that mean somethingGreen for DBS seen and unescorted, red for escorted at all times, blue for supply and agency staff. The colour and the words always match.
A visitor log you can rely on
Every sign-in and sign-out, searchable by name, organisation, host and badge. Export it for a date range when you need to show who was on site.
- Forgotten sign-outs are flaggedReception is reminded at the end of the day about anyone still signed in. Anyone left after that is flagged on the log, and you can add the time they left.
| Name | Host | In | Out | Flags |
|---|---|---|---|---|
| [Governor] | Headteacher | 09:00 | 11:20 | |
| Ana, Hughes Roofing | Site team | 08:05 | 15:40 | |
| Grace, music service | Music | 09:10 | — | Forgot to sign out |
| [Parent] | Head of Year | 10:30 | 11:05 | Signed out by reception |
A fire roll call on your phone
When the alarm goes, open the roll call at the assembly point. Everyone signed in is listed with their badge colour. Tick people off as you see them, and the people still missing stay at the top.
- Kiosks and printers you set up yourselfPair a tablet with a one-time code that runs out after 10 minutes. Badge printers print a test badge with a sample name, never a real visitor.
- Photos that don’t hang aroundPhotos help reception and the roll call recognise people. They’re deleted after 30 days by default, and the visit stays in the log.
The watch list: a quiet alert, never a scene at the desk
The DSL or headteacher adds people who mustn’t be admitted or mustn’t collect a pupil. When someone signing in matches, the visitor sees an ordinary screen and reception is told exactly what to do.
The visitor sees
Reception sees
- Restricted to a few peopleOnly the DSL team, the headteacher and the office manager can see who is on the list. Every view and change is logged.
- Only what reception needsShort, practical steps. No allegations or case details: those stay on the linked record.
- Nothing tells the visitor whyNo badge prints. The DSL team is told on their phones, and the match is logged on the pupil’s record.
- Reviewed, never left to go staleEvery entry has a review date, at most six months away, or the end date of a court order. Entries are never removed automatically.
Works with the rest of Pupil Protect
Visitors is included in every plan. Turn it on when you’re ready. It shares one sign-in and the same pupil and staff records, so reception sees what it needs and nothing more.
See it with your own reception in mind.
A 30-minute demo shaped around your questions and how visitors sign in at your school today.