Pupil Protect Visitors
Know who is on site, and who shouldn’t be.
Visitors signs in visitors and anyone collecting a pupil at a reception kiosk, prints the right badge, checks every name against your watch list and pupils’ “no contact” contacts, 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 pupilVisitors give their name, organisation, who they’re visiting and their car registration. Collections are checked against contacts marked “no contact” on the pupil’s record.
- Your message, in your wordsFour or five short points, set once for every kiosk. Each sign-in records which version of your agreement the visitor accepted.
- The host knows they’re hereThe person they’re visiting is emailed when they sign in. For a red badge, the email says they must be escorted and to meet them at reception.
- Built for a shared screenThe kiosk clears itself after 30, 60 or 90 seconds without a tap, and asks first if anyone is still there. Signing out shows only a first name and initial.
- 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.
Coming soon: 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.
- Late arrivals and early leaversA late pupil will be signed in with the time and reason. Late marks won’t be written back to the MIS register: late pupils are in the register in Safeguard. Collections by a named adult are already checked at the kiosk today.
- 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 and a photo, then their badge prints when they type their 6-character code at the kiosk. Coming soon: scanning the code as a QR code.
- Missing from the single central recordExpected supply staff, volunteers and governors who aren’t on the single central record are flagged in “Needs action” before they arrive. Inspectors get an Ofsted ID check.
- Checks still happen at receptionReception records the check against the visit, such as “DBS seen”, which turns the badge green. A pre-registration photo is encrypted and kept for 7, 30 or 90 days, as you choose.
- Coming soon: documents and ID scanningContractors and supply staff will upload what you ask for before the day, such as insurance, a risk assessment or the agency’s confirmation, and reception will scan photo ID at the kiosk.
- 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 flaggedAnyone still signed in at 18:00 is flagged “Forgot to sign out” on the log, and you can add the time they left and who confirmed it.
- Coming soon: an end-of-day reminderReception will be reminded about anyone still signed in before the day ends.
- Exports without photosThe spreadsheet leaves out photos and car registrations, and every export is logged with the name of whoever made it.
| 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 you set up yourselfPair any tablet with a browser using a 6-digit code that runs out after 10 minutes. Badges print to any printer the tablet can use. Coming soon: a test badge with a sample name.
- Kiosks you can keep an eye onSee when each kiosk was last seen and its battery level, with a warning when it runs low. Restart or unpair a kiosk from the office.
- Photos that don’t hang aroundPhotos come from pre-registration, never the kiosk camera, and help reception and the roll call recognise people. Choose to keep them for 7, 30 or 90 days. Coming soon: automatic deletion at the end of that time.
The watch list: a quiet alert, never a scene at the desk
The DSL team 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 roles with permission can see the list, by default the DSL, deputy DSL and headteacher. 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. Roles set to get watch list alerts, by default the DSL, deputy DSL and headteacher, are told in the app and by email.
- 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.
- Refused entry goes on the record“Record refused entry” signs the person out and logs an urgent concern on the pupil’s Safeguard record. It can be corrected later but not removed.
- “No contact” contacts tooSign-ins are checked against contacts marked “no contact” on a pupil’s record as well as the watch list. You decide whether the kiosk holds a matching sign-in.
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.