Pickup and early exit passes
Parents name who may collect their child and ask for an early pickup on the app or the portal. The office approves, the parents get a one-time code, and the gate checks the code and the photo of the person before the child leaves. Parents are told when the child goes out and comes back.
PLANSScale only
The problem it solves
- A driver the school has never seen says the mother sent him, and the guard has no way to check.
- Parents phone the office for an early pickup, and the message reaches the gate late or not at all.
- A student who went out for a match is not back, and nobody notices until the bus leaves.
- There is no record of who collected which child and when.
How it works
- The father, mother and guardian on the student's record may always pick the child up. Parents add others, such as a grandparent or a driver, with a photo and an ID.
- The office approves each person a parent adds, or refuses with a reason. A person the office adds is approved at once.
- A parent asks for a pickup on the portal or in the Campus app: who will come, the reason and the time.
- The office approves. The pass gets a six-digit one-time code and the parents receive it.
- At the gate, the guard types the code or the admission number. The screen shows the student's photo and class and the photo, name and mobile of the person. The guard compares the face and clicks Let Out.
- The parents are told the child has left. For a student going out and coming back, Came Back records the return, and a student not back in time is flagged Late.
Everything it does
Pickup persons
- Parents on the student's record are kept in line with the record
- Others with name, relation, mobile, photo, ID proof, ID number and ID proof photo
- Statuses To Approve, approved or refused with Why Refused; the parent sees the reason
- Added from the student's Pickup Persons button by the office, or by parents on the portal or app
Exit passes
- Kinds: Pickup / Early Exit, and Going Out and Back
- Picked Up By (an approved pickup person), Reason, From and Until, Comes Back and Back By
- One-time Code: six digits, unique among the school's approved passes; always for a pickup
- Send Code Again when the parents did not get it
- Cancel stops the code; a pass of a student already out cannot be cancelled
- Unused passes are cancelled when their time is over
At the gate
- The Gate screen with the gate's name written on the pass
- Check by one-time code or admission number; the staff app can scan an ID card
- No exit without a checked code, outside the time of the pass, or on a pickup without a pickup person
- Today tab: today's passes and the students who are out
- Late Returns: checked every 15 minutes; students out past Back By are marked Late and listed
- A ready-made Student Exit dashboard
Who uses it
ParentAdds pickup persons, asks for a pickup, receives the one-time code and is told when the child leaves and returns.
School officeApproves pickup persons and passes, makes passes for outings, cancels passes and resends codes.
Gate staffChecks the code and the photo, lets the student out and marks the return.
PrincipalHas the office rights and can change who approves in the approval chains.
Where you use it
- Web: Student Exit (Gate, Exit Passes, Late Returns, Pickup Persons) and the Pickup Persons button on the student
- Parent portal: the Pickup & Early Exit page
- The Campus app for parents: Pickup and early exit. Ask for a pickup, add a person and cancel (built and in testing, not in the app stores yet)
- The Campus app, staff view: Desk > Student exit to check a code, scan an ID card, let out and mark back
- With SmartMy VMS: the guard desk, the gate screen and the Guard app take the same codes
What you control
Settings
- Pickup & Early Exit page for families: on, with a switch on the Entity's portal sections
- Who approves passes and pickup persons: the Student exit pass and Pickup person approval chains; the office decides to start with
- Gate and Office roles under Student Exit on each user
Approvals
- Student exit pass: requests from parents wait for the office, or the levels you add
- Pickup person: each person a parent adds waits for the office, or the levels you add
Notifications
- Student Exit Code: the one-time code to the parents, in the app, by push, WhatsApp, SMS and email
- Student Left the Campus and Student Returned: to the parents, on the same channels
- Student Not Back: to the parents when the student is late, on the same channels
- Pickup Person Approved and Pickup Person Not Approved: to the parent who added the person, in the app, by push and email
- All go out at once; a person can switch off a channel such as SMS, and in-app notices always arrive
Works with
SmartMy VMSWhere VMS runs the gate, guards check student exit codes at the gate desk, gate screen and Guard app, and see Students Going Out.
Questions
Does this need a visitor management system at the gate?
No. Student Exit has its own Gate screen on the web and in the staff view of the Campus app. If you also run SmartMy VMS, the guards can use its gate desk and Guard app instead.How does the guard know the person is allowed?
The person gives the six-digit code the parents received. The screen then shows the photo of the approved pickup person next to the student's. The guard compares the face before letting the child out.Can parents send a driver or a grandparent?
Yes. Parents add the person with a photo and an ID, and the office approves them once. After that the parent can name them on any pickup request.What if a student does not come back from an outing?
Every 15 minutes the system looks for students out past their Back By time. It marks them Late, lists them at the gate and tells the parents.Can the office make a pass without a parent request?
Yes. The office creates a pickup or a going-out-and-back pass, approves it, and the code goes to the parents.Related features
APPS AND PORTALCampus app for parents and studentsOne app on Android and iPhone for parents and students: attendance, timetable, homework, results, notices, leave, meetings, fees and chat with teachers. A parent signs in once and switches between all their children, even in different schools of your group.APPS AND PORTALTeachers' appThe staff view of the Campus app puts a teacher's day on the phone. Today's periods and registers, homework, leave requests, parent meetings and chat with families are there, and each teacher sees only the pages their role allows.ADMISSIONS AND STUDENT RECORDSStudent records, parents and documentsOne record per student with the father, mother and guardian, their contacts and their login. The papers the school holds, from the birth certificate to the previous school's TC, are kept with numbers, dates, scans and where the original lies.ATTENDANCE AND LEAVEClass attendance, and attendance for parentsTeachers mark each period's register on the web or on their phone, starting from all present. Parents see the percentage, every absence and the figures by subject, and are told the same day when their child is absent.ACROSS SMARTMY SCHOOLApproval chainsHomework, circulars, leave, certificates, fee structures, concessions, refunds and revaluations go to the right people in the right order. You set the chains up without code. Every decision is kept with who made it, when and why.ACROSS SMARTMY SCHOOLNotificationsSmartMy School tells parents, students and staff when something needs them: an absence, homework, a fee due, a result, a child leaving the gate. Every message also lands in one inbox in the Campus app and the portal. Each parent chooses their channels and their informational messages.
See your own school year run in it.
Tell us how many students you have, which classes you run and how you collect fees today. We will show you SmartMy School set up that way.