Chapter 14: Front Desk & Visitor Gate Pass

This chapter explains how receptionists and campus security officers issue electronic visitor passes, track on-campus visitors in real time, and log check-out timestamps for campus safety and audit compliance.

1. Issuing an Electronic Visitor Gate Pass

Navigate to School Operations → Visitor Gate Pass (index.php?page=school_visitors):

  1. Record Visitor Name & Phone
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  2. Select Purpose & Person to Meet
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  3. Capture Live Photo via Webcam
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  4. Print Thermal / Badge Gate Pass
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  5. Check-Out Timestamp on Exit

Steps to Log a Visitor:

Click + New Visitor Entry.
Fill in the visitor registration form:

Visitor Full Name and Mobile Phone Number.
Number of Accompanying Persons (e.g. 1 Visitor + 1 Child).
Whom to Meet: Principal, Accountant, Class Teacher (Specify Student), Admissions Officer, Maintenance Dept.
Purpose of Visit: Fee Payment, Parent-Teacher Meeting (PTM), New Admission Inquiry, Vendor Delivery, Official Inspection.
Visitor National ID / Vehicle Number (optional).
Photo Capture: 1-click snapshot using reception webcam.

Click Issue Pass & Print.
The thermal POS printer or desktop printer produces a Visitor Badge with:

Unique Pass Number (e.g. VIS-2026-0512).
Visitor Photo, Date, and In-Time.
Host Name & Meeting Room.
Security Notice and Emergency Contact Number.

2. Real-Time Visitor Monitoring & Check-Out

On the Visitor Gate Pass Dashboard:

View the active list of all visitors currently inside the school premises (Status: Inside Campus).
When the visitor leaves the school:
Security scans the pass barcode or clicks Mark Check-Out.
System logs the exact Exit Timestamp and duration of visit.
Status automatically updates to Checked-Out.
Comprehensive search logs allow auditing visitors on any past date for security and administrative reviews.