School Visitor Management Software
Schools welcome parents, contractors, professionals, governors, interview candidates and other visitors throughout the academic year.
YourClouds Visitor helps schools and education providers manage visitor registration using digital sign-in, host notifications, site information and accessible visitor records.
Replace paper visitor books with a more structured process that supports the school’s existing safeguarding and site-management arrangements.
A More Organised School Reception
Busy school receptions need processes that are straightforward for visitors and manageable for staff.
YourClouds Visitor allows visitors to complete a digital registration process using a compatible reception device or QR code.
The school can configure relevant information required during registration, helping maintain consistent records.
Manage Different School Visitors
Parents and Carers
Support visitor registration for meetings, appointments and other authorised visits.
Contractors
Record visits from maintenance teams, delivery-related visitors and other contractors where registration is required.
Visiting Professionals
Maintain records of external professionals attending meetings, assessments or other school activities.
Interview Candidates
Provide a straightforward sign-in process for candidates attending recruitment interviews.
Governors and Other Authorised Visitors
Use a consistent visitor registration process for individuals attending the school in an official capacity.
Share Safeguarding and Site Information
Schools can present relevant visitor information as part of the sign-in journey.
This may include safeguarding instructions, site access expectations, emergency procedures, confidentiality information and visitor conduct.
The school remains responsible for deciding what checks, supervision and access arrangements are required.
Notify Staff When Visitors Arrive
Automatic host notifications help inform relevant staff that a visitor has signed in.
This can reduce the need for reception staff to contact colleagues manually.
Support Emergency Visitor Information
Digital visitor records can help authorised staff identify visitors who are recorded as being signed in.
These records can support emergency procedures but do not replace physical checks or the school’s evacuation arrangements.
Manage Multiple Schools
Multi-academy trusts and other education groups can use location-based visitor management to maintain separate records for individual schools.
Appropriate permissions can support access to relevant information across the organisation.
Visitor Management Does Not Replace Safer Recruitment
Digital visitor registration is one part of a school’s wider safeguarding arrangements.
YourClouds Visitor does not replace identity checks, appropriate vetting, supervision requirements, safeguarding training or safer recruitment processes.
These remain the responsibility of the school or education provider.
Frequently Asked Questions
Can parents sign in using a QR code?
Yes. QR code sign-in can be used as part of the school’s configured visitor registration process.
Can staff receive visitor arrival notifications?
Yes. Host email notifications are supported.
Can a multi-academy trust manage several schools?
Yes. YourClouds supports multi-location visitor management.
Does Visitor carry out DBS checks?
No. Visitor registration does not replace the school’s separate vetting and safeguarding requirements.
Is specialist kiosk hardware required?
The system can operate using compatible existing devices.
Bring School Visitor Registration Into One Digital System
Support reception staff, visitors and school management with organised digital records.