Paper visitor books
Replace handwriting that can be incomplete, difficult to read and time-consuming to review.
Schools & education
A simpler way to manage visitors across your education facility
Give parents, contractors, staff and other visitors the right QR code check-in experience while maintaining practical attendance records for your site.
Purpose-built check-in options
One facility can have several different arrival requirements
A parent arriving for a meeting should not have to complete the same form as a maintenance contractor or a staff member recording attendance. Each group may require different fields, questions, notifications and location settings.
ScanIn lets you create separate Locations for Parents and Guardians, Contractors and Staff. You can then connect them through a Check-in Menu, allowing people to select why they are checking in after scanning one QR code.
School reception check-in
Parent or guardianMeetings, appointments and authorised visits
ContractorMaintenance, deliveries and specialist services
StaffLocation-based staff attendance workflow
Problems it helps solve
Clearer records without slowing down reception
A straightforward arrival process helps education teams replace common manual work and visibility gaps.
One long form for everyone
Show parents, contractors and staff only the fields and questions relevant to their check-in.
Busy reception periods
Let people use their own phone rather than waiting for a shared device or staff member to enter details.
Unclear site attendance
Give authorised staff access to current visitor and contractor records when they need to know who has checked in.
Multiple buildings or entrances
Create separate Locations for campuses, administration areas, child care rooms or controlled entry points.
Inconsistent arrival questions
Use the same configured questions and acknowledgements each time a particular visitor type checks in.
Across the education sector
Flexible enough for different learning environments
Primary and secondary schools
Support parent meetings, volunteers, contractors, visiting specialists and staff check-in across the school day.
Child care and early learning
Provide a clear reception check-in option for parents, guardians, service providers and facility visitors.
Universities and colleges
Configure different Locations for faculties, administration buildings, laboratories, events and contractor access.
Training organisations
Record visitors, trainers, assessors and contractors without installing a dedicated reception kiosk.
Multi-campus organisations
Manage individual Location configurations while keeping authorised access to records within one ScanIn account.
Events and functions
Create a shorter event check-in option with the fields and custom questions required for that occasion.
Printed visitor labels
Print identification labels through the AppClickPrint Android gateway and a connected label printer.
Practical and affordable
Visitor management without expensive reception hardware
ScanIn uses QR codes and the visitor's own phone, reducing the need for dedicated kiosks, tablets or specialised scanning equipment. Start with the Locations your facility needs and choose a plan that matches its size.
- No visitor app required
- No dedicated kiosk required
- Printed QR code entry points
- Plans for different numbers of Locations
- View ScanIn pricing
Setup
Configure education check-in in five steps
- Create the LocationsAdd separate Locations for the check-in purposes your facility needs, such as Parents and Guardians, Contractors and Staff.
- Configure each formChoose the fields, labels, custom questions and settings required for each Location.
- Create a Check-in MenuPlace the Locations behind one menu so people can select the appropriate check-in option. See how Check-in Menus work.
- Add emergency informationConfigure evacuation or assembly-point information to support your site's emergency procedures.
- Display the QR codePlace the Check-in Menu QR code at reception or the appropriate controlled entry point.
Example configuration
Menu titleSchool reception check-in
Location option 1Parent or guardian
Location option 2Contractor
Location option 3Staff
PresentationCustom title, logo and button colours
Emergency readiness
Support evacuation procedures and visitor accountability
Education facilities need practical ways to identify visitors and contractors during an emergency. ScanIn can make current attendance records available to authorised staff and present configured evacuation or assembly-point information to people who check in.
Support your existing procedures
- Current visitor and contractor attendance records
- Configured evacuation and assembly-point information
- Visitor communication tools
- Records that can support internal reviews
ScanIn supports your organisation's safety and record-keeping processes. Each facility remains responsible for its own policies, procedures and applicable requirements.
Common questions
Education visitor management FAQs
Can we use different forms for parents, contractors and staff?
Yes. Create a separate Location for each purpose, configure the fields and questions it needs, then add the Locations to one Check-in Menu.
Does ScanIn require a reception kiosk?
No. Parents, contractors, staff and visitors can scan the displayed QR code with their own phone and complete the form in a web browser.
Can ScanIn be used by child care centres and universities?
Yes. Location-level configurations can support different facility types, buildings, entry points and visitor processes within the education sector.
How does ScanIn support emergency procedures?
ScanIn can provide authorised staff with current attendance records and make configured evacuation or assembly-point information available to people who check in. It should form part of the facility's broader emergency arrangements.
Can we start with only a few check-in Locations?
Yes. You can begin with the Locations your facility needs most and review the available plans as your requirements expand.
Make education visitor check-in easier to manage
Create tailored check-in options for the people arriving at your school, campus or education facility.
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