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Schoolixa Documentation
School Operations

Visitor Management

Register visitors, manage gate/current visitor records, checkout, cancel, history, categories, types, and settings.

Audience
Front desk, security gate staff, admins, and permitted staff
Last reviewed
September 2, 2026

Overview

Register visitors, manage gate/current visitor records, checkout, cancel, history, categories, types, and settings.

Before you start

  • Visitor permissions assigned
  • Visitor categories/types configured if used
  • Front desk process defined by school

Main screens

Visitor Dashboard Visitor Register Gate Register History Categories Types Settings

Step-by-step workflows

1

Check in a visitor

  1. Open Visitor Management.
  2. Create a visitor entry.
  3. Enter visitor name, purpose, contact, host, and timing details as required.
  4. Save check-in.
  5. Confirm the visitor appears in the current/gate register.
2

Check out or cancel

  1. Open current visitors.
  2. Use checkout when the visitor leaves.
  3. Use cancel only for invalid or mistaken entries.
  4. Review history for completed visits.

Operational detail

Permission requirements

  • Visitor register, gate view, checkout, cancel, setup, reports, and settings require visitor permissions.
  • Front desk users should have only the entry and checkout permissions they need.
  • Visitor reports and history should remain limited to authorized office or admin users.

Visitor details

Record the visitor name, purpose, contact, and host or department according to school policy.

Check-in time

Use the actual arrival time so current visitor and history reports remain reliable.

Host details

Select or enter the staff member, department, or student-related purpose being visited.

Visitor status

Current visitors should remain open until checkout. Cancel only invalid or mistaken entries.

Gate register

Use the gate/current visitor view for operational monitoring during the day.

History

Use history to review completed visits and audit front desk activity.

Validation and system feedback
  • Visitor entries must be scoped to the authenticated school.
  • Checkout is allowed only for currently checked-in visitors.
  • Cancel actions should be blocked for states where cancellation no longer makes sense.
  • Required purpose/contact fields should follow the school visitor settings.
Common mistakes to avoid
  • Leaving visitors open after they have left campus.
  • Cancelling a real completed visit instead of checking it out.
  • Recording unclear purpose text that is not useful later.
  • Sharing visitor logs with users who do not need them.

Safe use

Keep documentation and support privacy-safe

These guides explain normal user workflows only. Do not share passwords, OTPs, tokens, cookies, private student identifiers, payment details, raw internal IDs, provider configuration, or stack traces in support messages or screenshots.

  • Leaving visitors open after they have left campus.
  • Cancelling a real completed visit instead of checking it out.
  • Recording unclear purpose text that is not useful later.
  • Sharing visitor logs with users who do not need them.
  • Check in visitor
  • Monitor current visitors
  • Checkout on exit
  • Review daily history