Visitors Module - School Visitor Management System
The Visitors module in ERP SchoolAura is a complete school visitor management solution that lets your front-desk staff log, track, and manage every person who enters your school premises- whether it's a parent, volunteer, government official, or delivery person - all captured in one centralised digital register.
What Can You Do with the Visitors Module?
Register new visitors instantly using a digital form.
Search for returning visitors by mobile number — no re-entry needed.
Record visitor photos and ID proof for secure entry.
Log in-time and exit-time for every visit.
Categorise visitors (Parents, Volunteers, Staff Members, etc.).
Assign visitors to specific staff members or departments.
View complete visit history for any visitor.
Filter and search visitor records by date range, category, or name.
Enable or disable visitor records as needed.
Who Uses This Module?
Reception / Front Desk
Add visitors, log in/out times, assign staff. Full access.
School Administrator
View all records, manage roles & access. Full access.
Security Staff
Verify and log visitor entry. Access as per Role Management settings.
Visitors List Page
When you open the Visitors module from the left-hand sidebar, you land on the Visitors List page. This is your command centre for all visitor activity.
Visitors List (badge)
Shows the total count of visitor records currently displayed. Updates dynamically when filters are applied.
Date Range Filters
Two date pickers (Start Date and End Date) to filter visitors by visit date. Default is the current academic year.
Visitor Category Filter
Dropdown to filter by category: Parents, Volunteers, Staff Members, or any custom category configured.
Search Bar
Search by visitor name or mobile number. Results appear as you click the search button next to the search bar.
Refresh Button
The circular arrow icon next to the search button refreshes the list and clears all filters.
Visitor Cards
Each visitor card shows: name, mobile, email, last visit date, category, purpose, address, assigned-to status, in-time, and exit time.
Add New Visitor Button
Located in the top-right corner. Opens the Add New Visitor form modal.
Visits Button (on card)
Opens the Update Visits panel for that visitor, showing their full visit history and allowing you to update exit time or assign them to staff.
Search Tip — You can search by partial name or partial mobile number. For example, typing "987" will show all visitors whose mobile number starts with 987.
Adding a New Visitor
Follow these steps to register a new visitor at your school. The entire process takes under 60 seconds.
1
Click the "+ Add New Visitor" button in the top-right corner of the Visitors List page.
2
The Add New Visitor form opens as a pop-up modal.
3
Returning visitor? Type their mobile number in the Search by Mobile Number field and click Search. If found, their details auto-fill — only update visit-specific fields (Purpose, In Time, Category), then skip to Step 7.
4
For a new visitor, fill in all required fields (marked with *).
5
Upload a Visitor Photo and/or ID Proof by clicking the camera icon on each placeholder.
6
Select the Visitor Category, set the In Time, and optionally assign a Department and the specific staff member.
7
Click the Save button at the bottom of the form.
8
The visitor card now appears in the Visitors List.
Photo Tip — Always capture the visitor's photo and ID proof for security compliance. This creates an audit trail if any incident occurs on campus.
Field Reference:
Visitor Name *
Full name of the visitor. This is searchable from the list.
Mobile Number Name *
10-digit mobile number. Used as the unique identifier for returning visitor lookup.
Email Address
Visitor's email address for records (optional).
Address *
Home or office address of the visitor.
Visitor Purpose *
Reason for the visit. Be specific — this is your audit record.
In Time *
Time the visitor entered the school premises. Defaults to current time.
Visitor Category *
Parents, Volunteers, Staff Member, Government Official, or Other.
Assign Department
Select the department the visitor is meeting (optional). Helps route them to the right area.
Assign Member
Specific staff member the visitor is meeting. Pulls from staff in the selected department.
Visitor Photo
Upload or capture a live photo for identification (optional).
ID Proof
Upload a scan or photo of the visitor's ID — Aadhaar, PAN, Passport, etc. (optional).
Required Fields — Fields marked with (*) are mandatory. The form will not submit if any required field is left empty: Visitor Name, Mobile Number, Address, Visitor Purpose, In Time, and Visitor Category are always required.
Updating Visits & Exit Time
After a visitor checks in, you can update their exit time manually or set it automatically to the current time when they leave. You can also optionally assign the visitor to a department or staff member as needed.
Opening the Update Visits Panel:
1
Find the visitor's card on the Visitors List.
2
Click the "Visits" button (amber/gold button) at the bottom-right of their card.
3
The Update Visits panel slides open.
What You See in the Update Visits Panel:
Visitor Summary
Name, category, mobile number, email, and address at the top.
Assign Button
Click to assign this visitor to a department or specific staff member if needed.
Latest Visit Block
Shows visit date, purpose, category, in-time, and last exit time.
Assignment History
View Assignment History link — full log of all staff assignments for this visitor.
Logging Exit Time:
1
In the Update Visits panel, locate the "Last Exit Time" field.
2
Click the time field and update it to the current or actual exit time.
3
The system saves automatically — no separate Save button is required.
Best Practice — Train front-desk staff to update exit time as soon as a visitor signs out. Accurate exit times are critical for school safety audits and fire evacuation records.
Assigning a Visitor to Staff
Assigning a visitor to a staff member creates a formal record of who is responsible for the visit — useful for accountability, security, and notifying the relevant staff member.
Assign a Visitor:
1
Open the Update Visits panel by clicking "Visits" on the visitor's card.
2
Click the "Assign" button (amber) in the top-right of the visitor summary section.
3
The Assign Visitor modal opens.
4
Select the Assign Department from the dropdown (e.g. Academic, Administration, Accounts).
5
Once a department is selected, the Assign Member dropdown populates with staff in that department.
6
Select the specific staff member.
7
Click "Assign" to confirm. The visitor card now shows the assigned staff member instead of "Not Assigned".
Assign Visitor - Field Reference:
Assign Department
Select the school department responsible for this visit. This filters the Member dropdown.
( Optional — filters the Member list )
( Optional — filters the Member list )
Assign Member *
Select the specific staff member the visitor is here to meet. Required to complete the assignment.
( Required to complete assignment )
( Required to complete assignment )
Audit Trail — Every assignment is recorded in the visitor's history. Click "View Assignment History" inside the Update Visits panel to see a full chronological log of all past assignments for that visitor.
Role & Access Management
Access to the Visitors module is controlled through the Role Management section of ERP SchoolAura. Administrators can grant or restrict Create, Edit, and Delete permissions for any role.
How to Grant Visitors Module Access to a Role:
1
Go to Role Management from the left-hand sidebar.
2
Click "New Role" to create a new role, or click the three-dot menu on an existing role to edit it.
3
Enter a Role Title and Description in the Add/Edit Role form.
4
Under "Grant the Modules", find the Visitors module (scroll if needed).
5
Tick the checkbox next to Visitors to enable access for this role.
6
Use the ⊕ Add, ✎ Edit, and 🗑 Delete icons to set granular permissions.
7
Click "Save Role" to apply the changes.
8
Assign this role to the relevant staff from the Staff Management module.
Permission Levels Explained
⊕ Add / Create
User can add new visitor records using the Add New Visitor form.
✎ Edit / Update
User can update visit details, exit times, and assign visitors to staff members.
🗑 Delete
User can permanently delete visitor records. Restrict this to Admin roles only.
Security Recommendation — Only grant Delete permission to the School Administrator role. Front-desk staff should have Add + Edit access only. This protects your visitor audit trail from accidental deletion.
Frequently Asked Questions (FAQ)
Q.I cannot find a visitor I just added.
Check that your date range filter includes today's date. Click the refresh (circular arrow) button to clear all filters and reload the full list.
Q.The form won't save — no error shown.
Scroll up in the modal form to check for red-highlighted fields. All required fields (marked *) must be filled: Visitor Name, Mobile Number, Address, Visitor Purpose, In Time, and Visitor Category.
Q.I searched by mobile number but nothing appeared.
The visitor may be new to the system — proceed to fill all details manually. Also ensure there are no spaces or extra digits in the mobile number you searched.
Q.The Assign Member dropdown is empty.
First select an Assign Department — the Member dropdown only populates after a department is chosen. If it's still empty, the selected department may have no active staff. Contact your administrator to check staff assignments.
Q.I don't see the Visitors option in the sidebar.
Your role may not have access to the Visitors module. Ask your school administrator to grant Visitors module access through Role Management.
Q.How do I view all past visits for one visitor?
Click the Visits button on their card. In the Update Visits panel, click 'View Assignment History' to see a full chronological log of all visits and staff assignments for that individual.