Visitor Management System for Schools – Buying Guide
A visitor management system for schools replaces the paper signing-in book with a secure, easy-to-use sign-in console. It helps reception manage visitors and contractors consistently, keeps accurate records of who is on site, and supports safeguarding and fire safety processes.
Classroom365 can help you choose the best visitor sign-in console for your school or MAT. With multiple options on the market, we focus on what matters most in schools: ease of use, safeguarding features, reporting, and total cost. As an authorised reseller, we recommend two proven platforms: InVentry and Sign In App.
- InVentry System – One of the most widely used visitor sign-in solutions in UK schools. InVentry typically uses a dedicated console mounted at reception, connected to your network and powered on site.
- Sign In App Visitor Management – A fast-growing visitor management platform used across thousands of UK schools and colleges. The Sign In App can be set up on an iPad with a mounted stand and also offers flexible mobile sign-in options.
Request a quote or advice using the form below – we’ll recommend the best fit for your school and budget.
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Quick comparison: InVentry vs Sign In App
| Key difference | InVentry | Sign In App |
|---|---|---|
| Best fit | Dedicated reception kiosk experience | Flexibility (reception + mobile options) |
| Hardware approach | Purpose-built console mounted at reception | iPad-based with case, stand & wall-mount options |
| Visitor flow | Structured, consistent reception process | Flexible workflows - trips, off-site sign-in |
| MIS / attendance | Multiple integrations (e.g., Arbor, Groupcall) | Integrates via Wonde (paid feature) |
| Multi-site / MAT suitability | Scalable for multi-site environments | Management from one portal |
What is a School Visitor Management System?
A school visitor management system allows educational establishments to implement digital safeguarding. It applies to all visitors and staff to the site. It records the visitor’s details, who they are visiting and takes a photo for a photo ID.
Visitor management is important as it allows authorised staff to view records of who arrived and left the site. They can also see when they did so. You can also check DBS records with the DBS checker, which is included with the InVentry system.
Benefits of a Visitor Management System for Schools
An electronic visitor sign-in system has many benefits over a paper and pen method of recording visitors.
- Security and safeguarding for schools to prioritise the safety of staff and students.
- A professional and modern welcome for visitors.
- A digital record is available to management staff as needed. It tracks staff, visitors, and contractor visits to your school.
- Assists with fire drills and emergencies.
- Compliance with GDPR for schools. Some free visitor management systems available as an app may host data outside the UK. Be careful with your chosen solution to remain UK compliant.
- Arrival alerts can automatically let the host know their visitor has arrived and is waiting in reception.
Although more expensive than a book and pen, the visitor management system price can be easily budgeted. After the initial hardware outlay, the main costs are for the annual subscription. You’ll also need to buy printer ink and labels for the badge printer. Learn more here about the IT hardware for schools provided by Classroom365.
How Much Does a Visitor Sign-In System Cost?
As expected, prices for electronic visitor sign-in systems vary considerably. They range from a free tablet app to a fully customisable visitor sign-in console. The console can be wall-mounted or have a floor stand. Different solutions will suit your school environment.
Classroom365 doesn’t recommend free apps; they are free for many reasons!
- Non-UK compliant data protection.
- Limited or no support and compatibility issues with printers.
- You may find hidden subscription costs. The last thing a school needs is to set up a new system and find out you must pay after a “free trial” ends.
- No integrations are available for the school’s management software. This is important because having a separate database for your MIS and visitor management system (VMS) will mean one will be outdated. They need to sync together.
We recommend two systems to schools: Sign In App and InVentry Sign-In. Both meet the requirements but are paid-for services. Each offers a subscription model after the initial hardware purchase, installation and training.
Running Costs for an Electronic Visitor Sign-In System
The visitor management system you buy will have an annual subscription cost. The subscription will cover:
- Hardware and software support for the VMS.
- System updates for security and stability.
- MIS integration software support and licence.
Other ongoing costs will include:
- Print toner or ink for the printing of visitor management system badges.
- Custom badges, labels and other accessories such as lanyards. Seton has various ID badges and visitor management accessories available.
If you are interested in a new school visitor sign-in system and would like some advice, please get in touch.
Please visit our home page to learn more about IT services for UK education from Classroom365.
Mark Friend, BSc (Hons), is a Company Director at Classroom365 and has worked in technology for nearly 30 years. His IT career started with Rothschild Bank in Sydney, Australia, before working as a Global VPN Project Manager for the British Council. Mark has 20 years of experience in the UK education sector, helping schools integrate the latest tech into their curriculum and ICT vision.