Front office: enquiries and visitors

The front desk is where reception records the people who call or walk in. This article covers the three tasks reception does most: logging an admission enquiry and following it up, signing visitors in and out, and issuing a gate pass when a student leaves early.

Before you start

• Classes and the current session should already be set up, so an enquiry can name the class the family wants.
• Staff who host visitors should have staff records, so you can pick them as the host.
• You need permission for admission inquiry, visitors and gate pass. Each is a separate permission. Confirming an admission from an enquiry also needs permission to admit students.

If you do not see this option, it may not be included in your plan or your role may not have permission; ask your administrator.

Steps

Log an admission enquiry

1. Go to Front Desk > Admission Inquiry and click Add New Inquiry.
2. Enter the student name, father name, mobile number, Admission Class and Previous School. Choose the Inquiry Source so you know where families hear about you. Save.
3. To give the enquiry to a member of staff, use Assign Counselor.
4. After each call or visit, open Follow-ups and click Log Follow-up. Record the outcome and set the Next follow-up date.
5. As the family moves forward, use Move to Stage to update where the enquiry stands.
6. When the family enrols, click Confirm Admission. Enter the admission number and check the class, admission date and any fee discount, then confirm. The student is admitted from the enquiry details, so you do not type them again.
7. If the family chooses another school, use Mark Lost and answer Why was this enquiry lost?

Sign a visitor in and out

1. Go to Front Desk > Visitor In/Out and click Register New Visitor.
2. Enter the Visitor Name, Visitor Mobile, Visitor Type, ID proof number, Purpose and Whom to meet?. Save to check them in.
3. When the visitor leaves, click Mark Left. The time out is recorded.
4. If you expect someone, use Pre-register Expected Visitor so reception is ready when they arrive.

Issue a gate pass

1. Go to Front Desk > Gate Pass and click Issue New Gate Pass.
2. Choose the Holder Type and find the person. For a student leaving early, add the Guardian Name and Guardian Mobile of whoever is collecting them.
3. Enter the reason and who authorised it, then save. Use Print Pass (barcode) if the gate needs a paper copy.
4. When the person goes out, and later if they return, record it with Check Out and Check In.

Good to know

• Visitors you should not admit can be added to the Visitor Blacklist, so they cannot be checked in. Reception is asked to refer them to administration.
• You can message an enquiry, a visitor or a gate pass guardian with Send SMS. Text and WhatsApp delivery depend on your region and on the provider your institution has connected.
• The Front Desk menu also has Call Log, Appointments, Complaint Desk, Parcel Management and Lost & Found, and its Reports screen covers front desk activity.

Common questions

Can I see how many enquiries became admissions?

Yes. The enquiry list shows each enquiry's stage and status, so you can see where each family is and how many reached admission.

For an overview, see Front Office.