Home Features Who it's for Apps Security Plans Talk to us

Visitor management for schools

With SmartMy Campus, the school gate knows its parents. A parent is recognised by their mobile number, and the class teacher approves the visit. Admission visitors are linked to their enquiry. Parent-teacher meetings and pre-registered visits issue their own gate passes.

PLANSEvery planWith SmartMy Campus

Compare plans How it works

Why it matters

A school gate is busy with parents, and the guard rarely knows them. The office is phoned for every visit to find the class teacher. Nobody checks whether the person at the gate is really the child's parent. With SmartMy Campus in the same account, the gate matches the mobile number against the student's parents and guardian. It sends the visit to the class teacher and links admission families to their enquiry. Parent-teacher meeting slots and visits that parents register online issue their own gate passes, so the guard has the list before parents arrive.

The problem it solves

A parent waits at the gate while the guard phones the office to ask who the child's class teacher is.
The guard cannot tell whether the person asking for a child is the father, an uncle or a stranger.
Families coming for an admission visit sign the same paper book as vendors, and the admissions team never sees who came.
On parent-teacher meeting day the gate has no list, and every parent is stopped and questioned.

How it works

When SmartMy Campus and SmartMy VMS are both in your account, the link switches itself on. The visitor types Parent / Guardian, Alumni and Prospective Parent and the purposes Visit a Student and Admission Enquiry are added.
A parent arrives. The guard types the mobile number, chooses the visitor type Parent / Guardian and the Student. If the number is the student's father, mother or guardian in Campus, the visit shows who they are.
The student's class teacher is asked to approve, as a host is in an office. When the teacher approves, the guard checks the parent in.
Families on an admission visit are linked to their open admission enquiry by mobile number. The admissions team clicks Invite to Campus on an enquiry to send the family a gate pass.
A parent booked on an in-person parent-teacher meeting slot gets a gate pass for that slot. When they come in, the slot shows Came In At.
Parents pre-register a visit to their child on the parent portal or in the Campus app, for themselves or someone else. The visitor gets a pass, and the parent sees the visits to the child.

Everything it does

Parents recognised (Starter, with SmartMy Campus)

Student on a visit or a pass: the student the visitor comes to see, in place of To see
The class teacher (the in-charge of the student's class and section) becomes the host and is asked to approve
Relation shown when the visitor's mobile matches the student's father, mother or guardian in Campus
The filter Parents on Visitors > Gate > Visitors > Visits
A Visitors button on the student's record with everyone who came to see them

Admission visits (Starter, with SmartMy Campus)

A visitor of the type Prospective Parent, or with the purpose Admission Enquiry, is linked to the open enquiry with the same mobile number
The button Admission Enquiry on the visit opens the enquiry, or starts one filled in with the visitor's details
The enquiry counts its Campus Visits
Invite to Campus on the enquiry: from, until, the staff member who meets them, persons (2 to start with) and a purpose. Send Invitation issues the gate pass
Prospective Parent visitors come in without waiting for approval, as the approval chain ships; they may stay 3 hours

Parent-teacher meetings (Growth, with SmartMy Campus)

A pass for each parent booked on an in-person slot, from 30 minutes before to 30 minutes after the slot
The teacher is the host; the purpose is Parent-Teacher Meeting; one entry
The pass follows the slot: a moved slot gets a new time, a cancelled slot or meeting withdraws it
An online slot gets no pass; a parent without a mobile number gets none
Came In At on the slot when the parent enters

Parents ask and pre-register (Growth, with SmartMy Campus)

A parent asks to meet the principal, vice principal, class teacher or head of department about their child; the request carries the student
One open request at a time for the same staff member and student
Pre-register a visit: the visitor's name and mobile, email, visitor type, date, from and to, persons, purpose and vehicle number
The pass is sent to the visitor at once, for one entry, with the purpose Visit a Student
The parent sees the passes and the visits to their child, and can cancel a pass they made

Who uses it

GuardRegisters parents and other visitors, checks them in on approval or on their pass.

Class teacherApproves or rejects a visit to a student of their class.

Admissions teamSees campus visits on each enquiry and invites families with a gate pass.

Principal or administrative officerAnswers parents' meeting requests and sees who is on campus.

ParentPre-registers visits, asks for meetings and sees the visit history of their child.

Where you use it

Web: Visitors > Gate > Visitors > Visits (Student field, filter Parents) and the student's Visitors button in Campus
Web: the admission enquiry in Campus (Invite to Campus, Campus Visits)
Web: the parent portal, Visitors & Pickup on each child's page
The SmartMy Campus app: School > Visitors for parents (built and in testing, not in the app stores yet)
Not student attendance: students' coming and going, attendance and leave stay in SmartMy Campus
Not pickup persons or early-exit passes: these are not offered in any plan

What you control

Settings

Site Type: School / college campus, so screens and messages use the school's words
Visitors & Pickup (parent and student portal settings of the Entity): on; off hides the page from parents
Visitor types and purposes added by the link: editable under Visitors > Configuration

Approvals

Visitor at the gate: the class teacher of the student by default; Prospective Parent comes in at once as the chain ships
Meeting request: the staff member asked by default, reception can answer for them

Notifications

Visitor Waiting for Approval: to the class teacher, by push, WhatsApp, SMS, email and in-app
Visitor Arrived: to the class teacher when the visitor is checked in, by push, WhatsApp, SMS, email and in-app
Passes for admission visits, parent-teacher meetings and pre-registered visits go by email; Visitor Pass also goes by WhatsApp and SMS where set up
Meeting Scheduled, Meeting Declined and Meeting Request Handed Over: to the parent, by push, WhatsApp, SMS, email and in-app
Each person can switch off a channel, such as email, for themselves; in-app notices always arrive

Works with

SmartMy CampusStudents, parents, class teachers, admission enquiries, parent-teacher meetings, the parent portal and the Campus app.

Questions

Does this need SmartMy Campus?

Yes. Parents, students, class teachers and admission enquiries come from SmartMy Campus. The link switches itself on when both products are in your account.

Does this replace student attendance?

No. SmartMy VMS records visitors: parents, vendors and admission families. Students' attendance and leave stay in SmartMy Campus.

Can parents register someone else, such as a grandparent?

Yes. On the parent portal or in the Campus app the parent registers a visit to their child for anyone. That visitor gets the pass with a QR code and a 6-digit code.

Do parents get a pass for a parent-teacher meeting?

Yes, for each in-person slot they are booked on, from 30 minutes before to 30 minutes after the slot. Online slots get none.

Can parents send a pickup person to collect a child?

Not as part of any plan. Pickup persons and early-exit passes were taken out of SmartMy VMS on 9 October 2026.

Which plan do schools need?

Starter covers parents recognised and admission visits. Parent-teacher meeting passes, parents' meeting requests and pre-registered visits need Growth.

Related features

HOST APPROVALMeeting requests at the front deskSomeone at the desk asks to meet a staff member without an appointment. The staff member meets them now, asks them to wait, or gives a later time with a gate pass. They can also decline with a reason or hand over to a colleague. Every answer reaches the visitor.HOST APPROVALHost approval from the phoneA visitor without a pass waits at the gate while the host is asked on the phone. The host approves or rejects from the link, the app or the back office. If nobody answers in time, reception or the guard decides, and an alternate host covers for anyone away.PASSESVisitor passes with a code and QRReception issues a pass for an expected visitor: a six-digit code and a QR, for one entry or several, valid between two times. The visitor gets it by email with the QR inside and an Open your pass page. They are let in at the gate by code, QR or mobile number without anyone phoning the host.VISITORS AND CHECK-INVisitor types with their own rulesEach kind of visitor, such as a guest, a vendor, a contractor or an interview candidate, has its own rules. They cover photo and ID, how long they may stay, which gates they may use and whether they may register at the kiosk. Whether a walk-in of that type waits for the host is set in the approval chain.VISITORS AND CHECK-INReturning visitors found by mobile numberEach visitor is kept once per entity, by mobile number. When they come again, the guard types the number and the name, company, photo and ID on file come back. So do the number of visits and whom they saw last time.VISITORS AND CHECK-INWho is inside now, with automatic check-outOne list shows everyone on the premises at this moment, with whom they came to see, the gate and how long they have been inside. Visits still open at your closing time are checked out by themselves and flagged, and anyone past their visitor type's maximum stay is marked Overstay.

See it on your own gate.

Tell us how many gates you have, who comes through them and how visitors are approved today. We will show you SmartMy VMS set up that way.

Talk to us Compare plans