What’s the Best School Visitor Management System? A Guide to Choosing A System that Meets Your Needs

Choosing a visitor management system is a serious decision. These systems are software solutions focused on school safety. They are often used alongside class scheduling software, lesson management software, and other tools for managing schools. 

When choosing visitor management software. You’ll need to consider safety, compatibility with your existing software tools, and how your choice will make school a more positive experience for everyone. You want to implement safety protocols while maintaining an open-feeling atmosphere for students and providing appropriate access for parents.  

This guide will walk you through the factors you must consider when choosing a visitor management system. You’ll learn what these systems are,  why many school administrators consider them essential, and how to choose one that meets your needs.

Additionally, you’ll learn what sets different systems apart and explore essential features available in 2024.

What Is a Visitor Management System (VMS) for Schools?

A school visitor management system is an advanced system that tracks every guest who enters a building. These systems modernize traditional visitor sign-in methods while adding necessary layers of security protection.

Why Do Schools Use These Systems?

To Provide a Base Level Of Safety

The most important thing in any school is ensuring the safety of students and staff. A visitor management system serves as a watchman at the gate. It screens visitors against databases, which may contain warnings, such as alerts about changes to legal custody of the child. 

To Simplify the Check-In Procedure 

Visitors can use these systems to check in by touching a few icons on a screen. Depending on the features of the system, badges can be printed on the spot to identify the visitor and establish which areas they are allowed to visit. This method saves time and reduces queues and congestion at school entrances. 

To Keep Accurate Records of Visitors 

We can all agree that paper logs are sometimes untidy and unreliable. Digital visitor management systems ensure immediate recording of every entry or exit. Administrators love this real-time information. It helps them analyze visitor trends. It also provides a log during safety drills or emergency evacuations. It’s an easy way to manage desk bookings.

To Improve Response Times to Emergencies 

Teachers and other staff members receive instant notifications when guests arrive. Emergency alerts can quickly be broadcast schoolwide. In short, it involves sharing relevant updates swiftly and securely. 

To Improve the Visitor Experience 

Schools must often accommodate visiting parents, former students, or invited speakers. Visitor management programs can be used to create protocols for these visits, creating a friendly environment with fewer complications.

To Empower Front Desk Staff 

With a visitor management system, receptionists can do more than handle arrivals. They’re relieved from repetitive tasks and can focus more on significant assignments. Some tasks can be automated so that others can benefit from a personal touch. 

To Achieve Compliance with Regulations 

At times, educational organizations must stick to strict policies and guidelines. These rules dictate who should access their premises. A reliable visitor management system ensures compliance. It makes it easier to control entry points. And, to generate reports based on visitor records when needed. This helps to promote safety standards and professional ethics.

What Visitor Management System Features Are Available in 2024?

Real-Time Visitor Tracking

Real-time visitor tracking helps you understand who is in your school at any given moment. Tracking systems collect information about visitors, such as the time they checked in, the time they checked out, and what area of the school they visited. 

Office personnel have a bird' s-eye view of who is visiting and how long they’re staying. Some systems can be customized to send an alert when a guest isn’t checked out on time.

Automated Pre-Registration And Check-In 

No more long queues at the front desk! Visitors can sign up for their visit in advance online through automated visitor registration. When they arrive, they must scan a QR code or enter their phone number for check-in. It's fast, smooth, and much more welcoming!

Enhanced Safety Features 

Some modern systems include background checks. They check watchlists and sex offender registries, among other things, during the check-in process. Also, they have emergency notification systems. These systems enable schools to send alerts in real-time to school resource officers or other authorities during critical situations to create a safe space for learning.

Cloud-Based Access Control 

Administrators can access visitor information from anywhere because the cloud stores everything. They can adjust settings and check school safety. Control is right at your fingertips, whether at home or in the office! It's convenient and can manage many access points.

Detailed Reporting And Analytics 

With detailed reporting and analytics, understanding better patterns becomes easier. Schools can review visitor data for peak visit times and track visitor frequency. This can even help gauge how well their check-in process works. It removes the guesswork from managing a busy school environment. It uses data to streamline operations and enhance safety. 

Does Your School Need to Manage Visitors Better? Or Help with Other Types of Management?

Now, you understand visitor management software functionality and its role in securing your visitor check-in or sign-in process. You understand that it can automate visitor logs and badge printing, among other key features.

Visitor management software serves one specific need, but schools have many others. Bring your school into the future with software that automates all parts of the school day, from class scheduling to lesson management. 

If you want to start building a modern automated school with powerful web-based tools, Teach ‘n Go can help. Our powerful school software includes everything you need to stay organized and engage students and Parents. Learn more here about all the new functions we can add to your school.  

We would love to talk to school administrators and answer any questions they have about the features and functions of school management software. Let us explain how our system can supplement school visitor management systems. Contact us today!