School Visitor Management Systems: How to Choose the Best One

Concerns around safety, unauthorized access, and the need for efficient visitor management are becoming more prevalent in schools today. Relying on manual visitor logbooks not only slows things down but also leaves staff and students vulnerable.

Without a proper VMS, it’s challenging to control who’s entering, why they are there, and whether they should be on school grounds at that moment. That’s where a school visitor management system steps in to simplify check-ins and tighten security.

With so many options available on the market, how can you choose the best fit? In this article, we’ll guide you through what exactly to search for, so you can pick a system that simplifies check-ins, improves security, and maintains the safety of your school’s community.

What is a Visitor Management System?

A visitor management system is software that allows a company to identify, track, and monitor visitors entering and leaving its building or premises. It uses a modern approach to maintain a secure environment for employees, customers, and visitors.

Traditionally, visitor management was done using paper-based sign-in sheets. However, this method can be manipulated, consumes time, leads to mistakes, and exposes the visitor logs to data breaches if not properly secured.

With modern electronic solutions, organizations can capture detailed visitor data, including name, purpose of visit, contact information, and arrival/departure time, so only approved visitors are inside the building.

Moreover, top guest management solutions include automated reception software such as a visitor badge system, digital signage, visitor management apps, video analytics, and a visitor check-in system. 

With these features, businesses can effectively manage their guests while offering them a stress-free experience.

Why Do Schools Need a Visitor Management System?

Schools are meant to be a safe space for learning, but in reality, but real-world issues (such as unauthorized visitors) often make that goal difficult to achieve. they face mounting security challenges and threats. In the 2021-2022 school year, 67% of U.S. public schools experienced at least one violent incident, while 59% experienced nonviolent crimes.

With safety being a top priority, it’s never been more critical to know exactly who is walking onto your school grounds and why. That’s where visitor management systems (VMS) come in to save the day. Beyond signing guests in, these security solutions provide a safer and more efficient environment for everyone.

Visitor management systems mandate guests to check in, wear ID badges, and pass basic screening. This way, schools can prevent unauthorized individuals from sneaking in, especially those who may pose a risk—former employees or estranged family members without custody rights.

In addition, these security solutions boost a school’s reputation. When parents walk into a school and see an advanced check-in system instead of a paper-based sign-in sheet, it shows the school takes security seriously. This kind of first impression can be a deciding factor for parents seeking where to enroll their kids. 

In administration, VMS relieves school admins from flipping through logbooks or second-guessing who visited. This eliminates the need for admins to flip through logbooks or try to remember who visited and when they did. The VMS securely stores guest data and this data is searchable when needed. 

It can also track contractor visits and generate fire drills. Plus, employees are instantly notified when their guests arrive, simplifying the entire process. They support schools in complying with data privacy and safety regulations. 

By integrating with the Disclosure and Barring Service (DBS), schools can ensure they are fulfilling their legal responsibilities. Ultimately, a visitor management system provides an extra layer of protection, saves time, and builds trust. It’s a must-have for schools seeking added safety.

Best Features of a School Visitor Management System

From contactless check-in to real-time notifications, below are the must-have features that make a real difference in a school visitor tracking system.

Contactless Check-In

Using their own devices, such as smartphones, contactless check-in enables guests to sign in by pre-registration or scanning a QR code. Guests who pre-register through their email receive QR codes. 

Then, they present their QR code on their phone screen to the check-in kiosk for access. This enhances productivity and hygiene by eliminating the need for shared physical touchpoints like paper-based visitor logbooks.

Custom Visitor Lists

The ability to create custom visitor lists is another highly valuable feature of a school visitor management system you should take advantage of. With this list, employees can quickly understand whether a particular guest is on the verified pickup list, a vendor delivering supplies, or an alternate teacher. 

Upon creating these lists, you can assign a person to one or more relevant categories once their ID is scanned. Then during future visits, after their ID is scanned, their profile will automatically appear alongside the list they belong to. This feature supports sorting visitors into clear categories.

In/Out Time Tracking

It’s essential for school administrators to know who is in their premises at all times. That’s why using a visitor management system is a smart move. With in/out tracking, schools can effortlessly monitor who is within their building, excluding students and staff. 

In/out tracking logs the exact times a visitor’s ID is scanned when they enter and leave the school. Once a visitor scans their ID at the entrance, the system logs their arrival time. There are two main options to do the “out” tracking: you can scan their ID again to check the visitor “out.” 

But if the ID is unavailable, you can manually check the visitor’s profile on the system’s history and update their status to “out.” Additionally, you can set automatic checkout times, so anyone still signed in at that particular time will be marked out by default.

Visitor Profile Sync

This capability enables schools to share visitor logs, custom lists, and visitor profiles effortlessly between campuses. As a result, sister schools within the same district can grant access to verified visitors without starting from scratch at each location. 

It is particularly helpful for families with kids attending different schools in the same district.

Third-Party Background Checks

Third-party background checks are a significant addition to any VMS because they go beyond basic ID scans to add extra protection to students’ safety. These checks can be incorporated into the ID scanning process and cross-referenced against registries and national databases. 

Sex offender checks are among the most popular uses for this feature in schools. The feature compares the guest’s credentials against those in the National Sex Offender Database. Then the system provides a photo if a match is detected so administrators can confirm the individual’s identity on-site.

Real-Time Notifications of Arrival

With real-time notifications, staff are instantly alerted when a guest arrives. This alert can be received through email, SMS/text messages, or internal messaging. Modern systems often contain information about who is visiting and how long they are staying. 

Plus, you can even customize them to send notifications when a visitor is not checked out on time. This facilitates timely communication and allows employees to prepare for their visitors promptly.

Limitations of Traditional (Paper-Based) Visitor Logs

While paper logs may appear simple, they have serious drawbacks. Let’s break down why these outdated approaches fall short in terms of school security and efficiency. 

Time-Consuming Process

Traditional paper logbooks can seriously slow things down. The manual entry of each visitor's name, arrival time, purpose for visit, and other details adds up, particularly during peak hours when several individuals are checking in simultaneously. The outcome? Annoyed guests and lengthy wait periods.

Prone to Errors

Human errors can occur in paper logs. Think messy handwriting, misspelled names, or incomplete information. These minor errors can cause big confusion later when you're trying to verify someone’s identity or check past entries. Because everything is done by hand, data entry slip-ups are almost unavoidable.

No Real-Time Data

Need to know who’s currently on-site? Finding that data on paper logs requires someone to physically flip through pages, which is not ideal during an emergency. During security checks or emergencies, it’s challenging to respond promptly due to the absence of real-time data.

Storage Headaches

It doesn’t take long for paper logbooks to pile up. And before you know it, you're drowning in clutter just to find one entry. This can become a problem for schools that see many visitors every day. Plus, you have to spend valuable time digging through pages to find specific visitor information.

Security Risks

Paper records are not the safest. They are susceptible to unauthorized access, tampering, and damage from fire, water, or everyday wear and tear. That can raise major security issues and jeopardize sensitive visitor data.

Final Takeaway

Investing in a reliable school visitor management system is a must-have for security-conscious schools today. Traditional paper logs cannot meet modern safety demands, but a good VMS boosts security, simplifies the check-in process, and protects everyone. 

With the right VMS in place, admins can create a safer, more convenient, and smart environment for all.