For the front desk

The front desk

Every paper register on a reception counter, in one focused login: enquiries, admissions, the gate log, and the early-pickup passes that are the most safety-critical record the desk keeps.

Signing in. Your admin or principal creates your login from Settings → Team and logins. You sign in with your school email and a password you set on the first sign-in, and you land straight on Enquiries, which is where most front-desk mornings start.

Your login is the paper on your counter, digitised. Six things, and nothing you would never open.

  • Enquiries, the admission enquiry register. Your home screen
  • Admissions, the applicant pipeline
  • In / Out register, visitors and material movement at the gate
  • Early pickups, gate passes for children leaving before the bell
  • Students, read-only lookup
  • My HR, your own leave, notices and payslips

The enquiry register

A parent walks in or telephones to ask about admission. That conversation used to end in a diary nobody read again.

Log it in seconds

Name, phone, the class they are asking about, and how they heard of the school. It should take less time than writing it in a book.

Set a follow-up date

The enquiry comes back to you on the day you said you would call, which is the entire reason the register exists.

Convert the serious ones

One action turns an enquiry into a full admission application, carrying the details across so the family is not asked for their phone number twice.

Correct a record

A misheard number or a wrong class is edited in place. You do not delete the enquiry and start again.

Admissions

You help families through the pipeline without owning the decision: track an application through its stages, chase the documents that are still missing, and keep the interview or test dates straight. Families can also apply themselves from your school's public application page and follow their own status, which cuts a good part of the phone traffic.

The in and out register

One dated log for everybody and everything crossing the gate: visitors, contractors, material going out, and couriers.

  • Record the person, who they are here to see, and the time in
  • Sign them out on the line they arrived on. That pairing is what makes "who is still inside the building" a fact rather than a subtraction of two totals
  • The still-inside view is the one that matters during a fire drill, and it only works if people are signed out on their own line rather than with a second unrelated row

Early pickups and gate passes

A child leaving before the bell with a named adult. This is a child-safety record, so it has more rules than the other registers, and each one is there for a reason.

The office is the approver

A pass you create at the desk is approved the moment you create it, because you are the approver. A request that arrives from a parent's app comes in as requested; collecting against it approves it at the same time.

The class teacher is informed, never asked

The teacher gets a notification and a "leaving early today" card. They are not a step in the approval, because a child's release is an office decision and the teacher is mid-lesson.

Who is allowed to collect

Linked parents always are. Everybody else, a grandparent, a family driver, an aunt, is on the school's authorised-persons list, which your office maintains. Their name, relation and number come off that record, so nobody can be labelled a guardian at the counter.

Somebody unlisted turns up

They can still collect, but never silently. You must confirm you checked their ID and write down the reason. The family notification says in words that an unlisted person collected the child.

One open pass per child per day

If a pass is already open for that child today, a second one is refused and points you at the existing one. The desk and the parent app can both create passes, so this stops two half-records for one departure.

A collected pass cannot be deleted. It records that a named adult took a child out of the school. It can be corrected by an admin or principal with a written reason, and that correction is visible in the school's activity feed. Passes that were never collected can be deleted normally.
A gate pass never changes attendance. The child was present that day; they left early. The two records answer different questions and are kept apart on purpose.

Student lookup

Find any child by name, roll number or class and see what the front desk needs: their class and section, their guardians and the numbers to dial, and their transport route. It is read-only, so nothing gets edited by accident at a busy counter.

Discipline records are withheld from the front-desk lookup. Being able to find a child's phone number is not a reason to see their conduct history.

Your own record

My HR is yours: apply for leave, file a running-late notice, and read your own payslips. The receptionist is an employee on the school register with a payslip and a leave balance, not just a login on the front desk.