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How To Manage Front Office Records

Manage admission enquiries, visitor registrations, and complaint records from the Front Office workspaces used by reception and operations teams.

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Last updated: March 16, 2026

This guide explains how to work across the three main Front Office record surfaces: Admission Enquiries, Visitor Book, and Complaints.

Short summary

Front Office splits reception work into separate operational views. Admissions leads use Admission Enquiries to capture prospects and follow-ups, reception staff use Visitor Book to register walk-ins and meetings, and administrators use Complaints to track issues raised by parents, students, or visitors.

The detailed workflow guides below now cover each Front Office surface separately:

Best for

Reception teams, admissions staff, and school operators who need to capture and monitor daily front-desk activity.

Requires

Access to Front Office and the relevant add, edit, or delete permissions for enquiries, visitors, and complaints.

Result

Front-desk records are logged in the correct workspace so staff can follow up, review history, and act on the latest status.

Before you start

Decide which record type you are creating: enquiry, visitor, or complaint.
Prepare the minimum identity and contact details before opening a drawer.
Confirm supporting lookup data such as sources, visitor purposes, and complaint types already exists.

Front Office -> Admission Enquiry
Front Office -> Visitor Book
Front Office -> Complaint

Step 1: Open the Admission Enquiries workspace

Go to Front Office in the sidebar and open Admission Enquiry.

Admission Enquiries workspace with hero section, filters, and add enquiry action. — Admission Enquiries workspace with filters for class, source, status, and date range.

Use this page when you need to:

review existing admission leads
filter by class, source, or status
track whether an enquiry is active, passive, won, or lost
open the follow-up workflow from an existing row

Step 2: Create or update an enquiry

Click Add Enquiry to open the drawer.

New Enquiry drawer with basic information and enquiry details fields. — The enquiry drawer captures contact details, source, class, assignment, dates, description, and notes.

Complete the main fields:

Name
Contact
Email
Address
No. of Children
Source
Reference
Class
Assigned To
Date
Follow-up Date
Description
Note

Use Create Enquiry to save the record. If the contact number already exists, the drawer can warn about duplicate enquiries before you continue.

Step 3: Register visitors in Visitor Book

Open Visitor Book from the same Front Office menu.

Visitor Book workspace showing visitor table, purpose filters, and add visitor action. — Visitor Book lists current visitor records and lets staff filter by purpose, meeting type, and date range.

Click Add Visitor when a visitor arrives.

Register Visitor drawer with visitor information, visit details, meeting target, and image upload sections. — The visitor drawer captures identity, purpose, visit timing, meeting target, and optional proof image.

Fill the fields that match the visit:

Name
Contact
Email
ID Proof
No. of People
Source
Purpose
Date
In Time
Out Time
Note
Meeting With
Select Staff or the student search path when meeting a student
optional Photo/ID Proof Image

Save the entry to make it visible in the visitor table.

Step 4: Record complaints

Open Complaint from the Front Office menu when the school needs to log a grievance or issue.

Complaints workspace with complaint filters, complaint table, and add complaint action. — Complaints workspace with type, source, and date filters plus an actionable complaints table.

Click Add Complaint to open the complaint drawer.

Add Complaint drawer with complaint type, source, complainant details, description, action taken, and attachment fields. — The complaint drawer records the complaint source, complainant details, issue summary, and any supporting attachment.

Complete the relevant fields:

Complaint Type
Source
Complainant Name
Contact
Email
Date
Description
Action Taken
Assigned To
Note
optional Attachment

Use Create to save the complaint.

Step 5: Verify the right record landed in the right workspace

After saving any record:

Return to the matching list page.
Use filters or search to locate the new row.
Confirm the status, source, and contact details are correct.
Use row actions to edit, review, or delete the record if needed.

Important notes

Important: Front Office is an internal operations area. Public website enquiries or complaint forms can feed into these records, but staff should still review the internal Front Office tables before acting on them.

Verification checklist

Enquiries include the correct owner, class context, and follow-up date.
Visitor records show the correct meeting target and visit timing.
Complaints include the right type, source, and issue summary.
Each saved record appears in its corresponding workspace table.

Expected result: reception and intake records are stored in the correct Front Office workspace and are ready for follow-up or reporting.

Troubleshooting

Issue	Likely cause	What to do
A save action fails	Required fields in the drawer are still empty	Complete the mandatory fields for that record type
Visitor student selection is empty	Class or section is not selected for student meeting mode	Select the student class and section first, then reload the student list
Complaint types or visitor purposes are missing	Front Office lookup setup is incomplete	Add the missing lookup values from Front Office setup before retrying
Duplicate enquiry warning appears	The contact number already exists in another enquiry	Review the existing record before creating a new lead

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