Mo.

Building a Visitor Management System

Mo/February 25, 2025/4 min read
Building a Visitor Management System
Building the foundation—one line of code at a time.

Enhancing School Security: Transitioning from a Costly Third-Party Visitor Management System to a Tailored In-House Solution

Introduction

Efficiently managing staff, visitors, and emergency evacuations is a top priority for schools and Multi-Academy Trusts. The old third-party Visitor Management System, though, had problems—expensive fees, slow support, and little room to adapt.

To address these issues, I worked with a backend developer to develop a bespoke in-house solution, designed specifically for the needs of our schools. This new system is cost-free, fully managed by the IT department, and offers improved security, rapid support, and greater control over updates and enhancements.

The solution comprises three integrated applications:

  • Sign-in App: A streamlined digital tool for staff and visitor check-ins and check-outs.
  • Admin Console: A centralised platform for school receptionists to oversee operations, manage users, and produce reports.
  • Fire Evacuation App: A real-time tracking tool for emergencies, ensuring accountability during evacuations.

As the frontend developer, I worked closely with a backend developer to deliver a seamless, high-performing system. This post explores why we moved away from the third-party system, the challenges it presented, and how our in-house solution has elevated security, efficiency, and regulatory compliance.

Why We Replaced the Third-Party System

1. High Costs and Poor Support

The previous system required costly ongoing licensing fees, placing unnecessary pressure on budgets. Technical support was frustratingly slow, often leaving issues unresolved for too long. Our in-house alternative provides:

  • No licensing costs—freely available across all our schools.
  • Prompt support—managed directly by our IT team for quick resolutions.
  • Full autonomy—allowing us to implement features and updates without relying on external providers.

2. Outdated Technology and Poor Performance

The third-party system was clunky, slow, and unintuitive, causing delays and frustration for staff, visitors, and reception teams. Our new system introduces:

  • A modern, responsive interface built with React and React Native for a smooth user experience.
  • An optimised backend, ensuring rapid access to visitor data.

3. Inadequate Emergency Preparedness

The old system’s lack of real-time data made fire evacuations a logistical challenge—generating accurate on-site lists was slow and unreliable. Our solution gave:

  • Instant access to live evacuation lists, enhancing safety and accountability.
  • A tablet-optimised Fire Evacuation App, functional even under pressure.
  • Offline capabilities, ensuring critical data remains accessible without internet connectivity.

Overview of Our In-House Visitor Management System

1. Sign-in App: Streamlined Access

The Sign-in App simplifies and secures the arrival process for staff and visitors alike.

Key Features:

  • Self-service check-in via touchscreen kiosks.
  • Tailored visitor workflows, capturing ID, visit purpose, and approvals.
  • Photo capture and badge printing for easy identification.
  • Host notifications, alerting staff to visitor arrivals.
  • Automated sign-out prompts, maintaining accurate records.

This modern approach reduces waiting times, strengthens security, and ensures every individual is accounted for.

2. Admin Console: Centralised Oversight

The Admin Console empowers administrators and reception teams with real-time visibility and control over visitor management.

Key Features:

  • Live tracking of visitors and staff, showing who’s on-site at any moment.
  • Detailed reporting and logs for compliance and audits.
  • User management tools to oversee permissions and access.
  • Customisable security policies, such as mandatory DBS checks.
  • Emergency notification system for critical alerts.

This tool enhances compliance and operational efficiency while prioritising safety.

3. Fire Evacuation App: Crisis Ready

The Fire Evacuation App ensures rapid, accurate accountability during emergencies.

Key Features:

  • Real-time evacuation lists, identifying who’s inside or out.
  • Live status updates for roll-call confirmations.
  • Support for multiple assembly points, simplifying large-scale evacuations.
  • Offline functionality, guaranteeing access to data in any scenario.
  • Audit trails, documenting actions for post-incident reviews.

This app improved emergency response, aligning with safety regulations.

My Role as Frontend Developer

In developing this system, I was responsible for:

  • Designing and building the user interfaces for all three applications, ensuring consistency and ease of use.
  • Integrating the frontend with backend APIs, collaborating closely with the backend developer.
  • Optimising real-time data performance, particularly for the Fire Evacuation App.
  • Ensuring device compatibility, enabling access on tablets during emergencies.

Together, we delivered a robust, secure system with seamless data flow and real-time functionality.

Conclusion

Switching to our in-house Visitor Management System has significantly improved security, efficiency, and compliance. By integrating the Sign-in App, Admin Console, and Fire Evacuation App, we’ve created a comprehensive toolset that supports safer, smoother operations.

Why It Succeeds:

  • Greater control and flexibility with tailored features.
  • A faster, more intuitive user experience.
  • Enhanced security and compliance through real-time tracking.
  • Significant cost savings by eliminating third-party fees.
  • Responsive support from the internal IT team.

In future posts, I’ll delve into the technical details of developing each application. Stay tuned for more on the Sign-in App, Admin Console, and Fire Evacuation App.