Gate desk

Open Security from the sidebar. Visitors, the arrival queue, student passes, staff movements, incidents, corrections and staff attendance are each their own page under Security, so a gatekeeper can jump straight to the one they need instead of switching tabs on a single desk. Gatekeepers can record movements and reports on every one of those pages. Directors and Headteachers can grant passes directly, approve gatekeeper requests, review incidents and corrections, and configure gates — Gates & settings is a separate page that only Directors and Headteachers can open at all; it does not appear in a gatekeeper's sidebar. Several gatekeepers can work at the same school.

Setup

A Director or Headteacher sets the school timezone and a finite record-retention period in Gates & settings, then adds gates. They can select an active gate as the default; gate fields open with that gate selected, but the gatekeeper can choose another gate for an individual record. Deactivating the default gate clears the default. The retention setting records the school's policy; it does not start an automatic deletion job.

Visitors

Use Security → Visitors → Record visitor arrival for manual check-in. Open an inside visitor record and choose Record departure when the whole party leaves. Separate parties need separate records. Open visits remain visible across days.

Management can enable or rotate a gate QR link from Gates & settings. Gatekeepers can display it and Download print page, then print the downloaded page using their browser. Rotation invalidates the old link; print the new code after rotating.

A visitor scan submits details to Security → Arrival queue. It does not record physical arrival. Match the visitor and reference, then choose Record physical arrival. Use No-show / duplicate with a reason for abandoned requests. Expired requests require manual check-in if the visitor later arrives.

Student passes

Gatekeepers use Request student pass with a departure window, destination and expected return; a Director or Headteacher then approves or rejects the request. Directors and Headteachers use Grant student pass instead, recording the pickup details, release conditions and decision note as they issue an approved pass directly. Gatekeepers verify the conditions and record departure during the approved window. Record return even when late. An expired or revoked pass cannot authorize departure. Only one approved or departed pass may exist per student.

Staff and incidents

Security → Staff movements records entry and exit. A second arrival requires a recorded checkout. An open visit can still be checked out after a staff profile becomes inactive.

Report factual incidents on Security → Incidents. Reports are preserved; add observations instead of rewriting them. Gatekeepers see operational summaries and their own original reports. Confidential notes and case review are restricted to management. Reporting an incident does not create a student sanction or notify guardians.

Corrections and connection failures

Request a correction from a visitor or staff movement record and supply the correct times and reason. Another authorized manager reviews it on Security → Corrections. Changes preserve audit history. Time inputs use the displayed device timezone; registers display the configured school timezone.

Wait for Recorded before treating an action as saved. Retry after a connection failure without changing the form to reuse the same request. Each page refreshes every 30 seconds and displays refresh failures. Counts describe recorded movements, not a verified live census.

On a phone

Visitors, arrivals, passes, staff movements, incidents and corrections are separate pages, so switch between them the same way you switch any dashboard section — from the sidebar menu. Records appear as cards; View record & actions opens the full-width detail panel. Expand Record visitor arrival (or the corresponding action) when adding a record. The register remains easy to reach without scrolling through an empty form.