Gate desk

Open Security → Gate desk from the sidebar. Gatekeepers can record movements and reports. Directors and Headteachers can also approve passes, review incidents and corrections, and configure gates. 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. The retention setting records the school's policy; it does not start an automatic deletion job.

Visitors

Use 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. 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 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

Request a pass with a departure window, destination and expected return. A Director or Headteacher approves it with pickup details and release conditions. Gatekeepers verify these 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

Staff movements record 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 in 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 in 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. The desk refreshes every 30 seconds and displays refresh failures. Counts describe recorded movements, not a verified live census.

On a phone

Use the register selector below the heading to switch between visitors, passes, staff movements and incidents. 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.