School visitor management systems

Students should feel secure and comfortable each day when they go to school. They should be worrying about their grades and extracurricular activities, not potential dangers. Recent studies in the United States have shown a drop in criminal activity at schools, but any level of risk is a concern. Rather than letting their guard down, schools should continue seeking ways to improve their security.

A school visitor management system offers a way to minimize many of the threats schools face every day while also simplifying routine tasks. Whether you want to streamline your visitor check-ins, protect students from violence, or prevent property damage and theft, visitor management is vital to school safety and efficiency.

What is a school visitor management system? #

A visitor management system for schools is a digital solution that handles visitor check-ins and tracks anyone who enters school property. It makes it easier for schools to issue temporary passes and keeps them informed about who is on the premises at any given moment.

Core components #

Implementing a new visitor management system means letting go of paper sign-in sheets and embracing more up-to-date technologies and tools. Systems differ in their complexity, but they all rely on some form of software. This software processes registrations and check-ins, collecting information from visitors and storing it for later review.

A school visitor management system also generally includes a printer, which generates a temporary badge visitors can wear to identify themselves while on the premises. In addition, many feature a kiosk or mobile app visitors can use to check in and create their badges. Most apps also allow for pre-registration, so visitors can enter their personal details before they arrive.

Additional elements #

Visitor management systems are often paired with school access control. This combination not only allows schools to keep a record of who enters the building but also enables them to automate limitations on who can enter. An access control system checks user credentials against a database with a list of names and their entry authorizations. Some schools issue physical or mobile credentials to teachers and staff so they can enter the building at any time while visitors must request temporary permission to gain access.

A video surveillance system also complements visitor management. Placing cameras at entrances, in parking lots, and in hallways gives schools a way to see and record visitor activity.

Some systems, such as Kisi, offer access control, visitor management, and video surveillance in one unified system. These kinds of solutions allow for more seamless, multi-faceted security.

How they work #

When you install a visitor management system, you’ll have an opportunity to tie it to official data sources, such as sex offender registries, as well as custom databases. For example, you might create a database flagging visitors who shouldn’t have building access because of past behavior or custody issues. When someone arrives at the school and scans their ID, the system checks their information against that data to determine whether they should have visitor access.

Some systems require manual operation with support from a live staff person, such as a receptionist at the front desk. This person would scan the visitor’s ID and print the badge for them. Other schools use self-service kiosks and mobile apps, so visitors can scan their own IDs even if a staff person isn’t available. They can also scan their badge at the kiosk when leaving to confirm that they’re no longer on the property.

When you scan a visitor’s ID, the system also captures and stores their information in case you want to look at it later. It tells you who is present on the school premises, allows you to look back at previous visits, and generates reports to analyze visitor histories or trends.

If the system determines an individual isn’t permitted to enter the school, it can automatically alert administrators and security staff. This allows them to intervene, explain why the visitor can’t enter, and, if necessary, escort them from the building or contact the police.

Why every school needs effective visitor management #

Although schools should be a safe-haven for students, criminal activity is a long-standing concern. In the United States, 67% of public schools reported at least once incident of violent crime during the 2021 and 2022 school year, and 59% of schools reported nonviolent crime.

These are especially pressing security issues for schools:

• Theft: Modern schools often have extensive technology and equipment, including desktop computers, tablets, laptops, and projectors. Unauthorized visitors who steal these devices can cause thousands of dollars in losses while also putting private information at risk.
• Vandalism: Visitors with ill-intent might deface property, shatter windows, or break school equipment. Damaged property requires costly repairs or replacements and makes students feel less protected.
• Child abduction: Unauthorized individuals sometimes try to pick children up from their schools—and they often aren’t strangers. A parent or guardian who doesn’t have custodial rights and who has a history of violence toward the child or other family members can pose a serious threat to their safety.
• Violence: Perhaps the biggest fear for school communities is that someone will enter to commit violent acts against children, teachers, and staff. These individuals are sometimes former students and dismissed teachers, whose familiar faces make it easier to enter the building if strong visitor management isn’t in place.

These issues are concerns at all types of schools, including public and private elementary, middle, and high schools, as well as higher education institutions. For instance, many colleges use visitor management and access control for dorms and other buildings that aren’t open to the public.

Visitor management that fits your needs

Enhance visitor experience, maintain a secure environment, and ensure compliance with seamless visitor management.

Benefits of visitor management systems #

In the past, the standard protocol for school visitors was to enter a front office, speak to a staff member, and sign a log-in sheet. While that process is simple, an updated school visitor management system is a significant improvement in essentially every area.

Enhancing security #

A visitor management system can help address many of the security risks schools encounter. It can flag dangerous individuals with criminal histories and prevent them from entering the building. In addition, it can maintain an updated list of visitors who caused problems in the past and notify you if they’re trying to get back into the building.

Visitor management is particularly powerful when you combine it with other systems. For example, using a visitor management solution along with access control and video surveillance offers comprehensive security and in-depth information about activity occurring on the property.

Accurate tracking #

School administrators, staff, and security personnel should have an easy way to determine who is currently at the school and who was there in the past. A visitor management system gathers this data and allows you to review it at any time. This is essential for incident investigations by the school and law enforcement.

Because they’re bulky and easily damaged, paper sign-in sheets are more difficult to store and preserve. If you want access to information about every visitor at the school, the reliability and digital storage of a visitor management system is an important advantage.

Navigating custody issues #

Custody disputes are complex and can create high-stress situations for parents, their children, and school staff. With visitor management, the school can ensure only guardians with custody can pick up the child. This helps prevent the school from inadvertently violating court orders and placing students in unsafe hands.

Tasking already overworked school employees with manually checking these details each time a visitor arrives adds unnecessary pressure and leaves too much room for error. A visitor management system can verify these details in a matter of moments.

How to find the best school visitor management system #

The type of school visitor management system you need depends on a lot of factors. The ideal solution might differ based on the size of your school, how many visitors you expect, and how much of the check-in process you want to delegate to staff. Regardless of those points, most schools prefer systems with these key features:

• Visitor registration: Your visitor management system should have a user-friendly but thorough visitor registration process. Consider how you want visitors to enter their information and whether the system allows for customization of any registration forms.
• Real-time tracking: Knowing who is walking the halls is critical to school security, so find a system that allows you to see who’s on the property. For even more awareness of visitor activity, research what types of alerts or notifications the system provides.
• Badge printing: The system should be capable of immediately providing visitors with temporary badges. Think about what kinds of information you want to include on them—for instance, some systems can print badges with visitor photos while others are limited to text.
• Reporting: Evaluate the depth of data analysis and reporting. Look for a system with customizable reports based on different parameters, including dates, times, and specific visitor names.
• Remote access: Some systems also allow you to control visitor access remotely using a smartphone or mobile device. This makes it easier to update information and review reports even when you aren’t physically present at the school.
• Integrations: Finding a visitor management system that can integrate with other technologies on your property simplifies management as a whole. For example, your school might want a solution that can connect to your access control system, childcare management software, or video surveillance solution.
• Cost: Many schools have limited resources and have to keep their budgets top of mind. When weighing the value of your investment, remember to account for the money you’ll save by preventing property damage, theft, and liability issues.

If you’ve listed the pros and cons of various visitor management systems and are still unsure which is the right fit, try reaching out to schools in other districts. They can provide insights into the strengths and weaknesses of different options and give tips on how to make your system implementation as successful as possible.

Safeguard your school with Kisi #

Academics are the heart of the education system, but students gain a lot more than knowledge when they go to school. They build relationships, gain confidence, and explore their talents. None of those things are possible if they don’t have a safe environment. A school visitor management system helps create the safe spaces students need to grow.

Educational institutions at every level recognize Kisi as a flexible security system they can use for access control, surveillance, and visitor management. Schedule a demo to see how we can support your school community.