Gate Security & Visitor Playbook

Gate Security & Visitor Playbook

You are the front line of campus safety. The Visitor Pass page lets you issue a pass to anyone coming in, check them in and out at the gate — with every scan logged — and revoke a pass the moment you need to. Every movement is recorded, and a pass can be tied to the specific learner a visitor is there to see, so the school always knows who is on campus and why.

Who you are & what you need

You are front-desk or gate-security staff. To use the Visitor Pass page you need the school_visitors permit; to issue passes and scan visitors in and out you also need school_visitors_create. The page itself only appears in the sidebar when the school has switched on the school_visitor_pass_enabled setting — if you don’t see Visitor Pass under the School menu, ask your administrator to enable it.

The visitor-pass lifecycle

A pass moves through a simple path. You issue it, the visitor checks in when they arrive, and you check them out when they leave.

Two other end states exist for passes that don’t complete that path: you can revoke a pass at any point while it is issued or active, and a pass can lapse to expired once its validity has passed.

SOP 1 — Issue a pass

Create the pass as the visitor arrives (or ahead of an expected visit). The system generates a unique pass code and records you as the host.

1. Open the Visitor Pass page and add a pass

   Go to School → Visitor Pass (school/visitors) and choose to add a new pass.

2. Fill in the visitor details

   Enter the visitor’s name and the details below.

   Field	Required?	What to enter
   Visitor name	Required	The full name of the person coming in.
   Purpose	Optional	Why they are here (e.g. parent conference, delivery, contractor).
   Learner being visited	Optional	The specific learner the visitor is there to see — tie the pass to a child whenever it applies.
   Valid date	Optional	The day the pass is good for. Defaults to today.
   Valid from / Valid to	Optional	A time window within the day, if you want to limit it.

3. Save to generate the pass

   On save, the system creates the pass with a generated pass code, records you as the host, and sets its status to Issued.

SOP 2 — Check a visitor in

When the visitor reaches the gate, check them in. This is the moment their presence on campus is recorded.

1. Find the issued pass

   In the Visitor Pass list, locate the visitor’s pass (you can filter by status). The check-in action is available on passes that are still Issued.

2. Check in

   Use the check-in action. The pass moves to Active and the entry is written to the visitor log.

SOP 3 — Check a visitor out

When the visitor leaves, check them out. A visitor who is still marked Active is, as far as the record is concerned, still on campus — so this step matters.

1. Find the active pass

   Locate the visitor’s Active pass in the list. The check-out action appears on active passes.

2. Check out

   Use the check-out action. The departure is written to the visitor log and the pass moves to Used — the visit is complete.

SOP 4 — Revoke a pass

If a pass should no longer be honored — it was issued in error, the visit is cancelled, or you need to stop entry — revoke it.

1. Find the pass

   You can revoke a pass while it is Issued or Active.

2. Revoke

   Use the revoke action. The pass moves to Revoked and must not be accepted at the gate.

Why the visitor pass is the child-safety front line

The gate is where the school’s duty of care meets the outside world. The Visitor Pass page turns that duty into a simple, reliable routine:

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