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How To Manage Visitor Book

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Last updated: March 25, 2026

This guide shows how to use the Visitor Book workspace inside Front Office.

Short summary

Visitor records keep reception activity visible. The Visitor Book workspace captures who visited, why they came, who they met, and whether the visit was tied to a staff member or a student.

Best for

Reception staff and front office operators who need a current visitor log.

Requires

Access to Front Office and visitor permissions for view, add, edit, or delete actions.

Result

Visitor entries stay tied to the right meeting target, visit time, and supporting details.

Before you start

Confirm visitor purpose values already exist.
Confirm the staff or student meeting target is known before opening the drawer.
Prepare ID proof details or the optional attachment if your school uses them.

Front Office -> Visitor Book

Step 1: Open the Visitor Book workspace

Go to Front Office and select Visitor Book.

Visitor Book workspace with filters and add visitor action. — The workspace shows visitor filters, the current list, and the add visitor action.

Use this page to:

review current visitor entries
filter by purpose, meeting target, and date range
open a visitor record for review or edit

Step 2: Create or update a visitor entry

Click Add Visitor to open the drawer.

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

Complete the main fields:

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

If the visitor is meeting a student, select the student path and choose the class and section before the student list appears.

Step 3: Review the saved visitor record

After saving:

Return to the list view.
Filter by purpose or date if needed.
Confirm the meeting target and visit timing are correct.
Edit or remove the row if the visit was logged incorrectly.

Important notes

Important: Visitor Book is a reception log, not a public sign-in form. Staff should still verify the record before using it for follow-up or reporting.

Verification checklist

The visitor uses the correct purpose and source.
The meeting target is set to staff or student correctly.
The saved row appears in the Visitor Book table.

Expected result: visitor entries are stored in Front Office and ready for review.

Troubleshooting

Issue	Likely cause	What to do
Save fails	A required field is empty	Fill the missing contact, purpose, or date field
Student meeting list is empty	Class and section were not selected	Select the class and section first, then reload the student list
Purpose options are missing	Visitor purpose lookup data is incomplete	Add the missing value from Front Office setup
The attachment is missing	No image or ID proof was uploaded	Reopen the drawer and attach the required file

Related docs

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Understand how notifications, reporting, front-office coordination, and supporting workflows fit together.

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.