How to improve safety at school with a visitor management system
Schools are busy places with a constant stream of people passing through during the day and week. This includes parents, contractors, supply staff, volunteers, coaches, school inspectors and delivery drivers as well as children and staff. A simple way of recording who is on site at any time is to use a visitor management system.
Why visitor management matters in schools
Schools have a duty to safeguard pupils, and controlling who comes onto the site is part of that. Unguided or unrecorded visitors can create safeguarding and health and safety risks, and a busy reception can struggle to keep track of everyone. a school safety plan helps set out how visitors are managed, alongside wider arrangements for emergencies and site security.
What a visitor management system does
A digital visitor management system is quicker to complete than a paper signing-in book and is more secure.
- Visitors sign in on a screen or tablet and receive a printed badge, often with a photo.
- The system records who is on site, who they are visiting and when they leave.
- Staff can check that contractors and regular visitors have had the right checks.
- Safeguarding information can be shown to visitors as they arrive.
- In an emergency, the school has an accurate list for roll call.
A bespoke Visitor Management System from https://www.ofec.co.uk/visitor-management-system-uk/ is designed to make it easier for visitors and contractors to visit the school and to be directed in the right direction.
Paper book vs digital system
| Paper signing-in book | Digital system | |
|---|---|---|
| Legibility | Often hard to read | Clear, searchable records |
| Privacy | Previous visitors’ details on show | Details kept private |
| Badges | Handwritten or generic | Printed, often with photo and date |
| Emergencies | Hard to check quickly | Instant on-site list |
| Staff time | More manual checking | Quicker, more consistent |
Good practice for school visitors
- A single, clearly signed entrance for visitors.
- Visitors wear badges at all times and are escorted where appropriate.
- Clear safeguarding information given on arrival.
- Staff challenge anyone on site without a badge, politely.
- Visitor data handled in line with data protection law.
Frequently asked questions
Does a visitor management system replace safeguarding checks?
No. A visitor management system supports the safeguarding procedures of schools but the school will need to implement the appropriate policies and processes for admitting visitors, plus complete any necessary vetting.
Is visitor data kept securely?
It should be. Schools must handle visitor information in line with data protection law, keep it secure and only keep it as long as needed. Ask suppliers how data is stored and protected.
Where to go next
For more on school websites and communication, read how to organise your school website content.
