Visitor Management for Schools & Multi-Academy Trusts

Schools and Multi-Academy Trusts need to know who is entering their premises, why they are there and, where appropriate, whether they have completed the required checks and procedures before being allowed further into the site.

Ceequel® Visitor Management System provides schools with a secure, auditable and easy-to-use platform for managing everyone from parents and governors to contractors, supply staff and external professionals.

For Multi-Academy Trusts, Ceequel® provides centralised management across the entire estate while allowing individual schools to retain appropriate local control.

Create the Visitor Types Your School Actually Needs

Ceequel® doesn't restrict you to simply "Visitor" or "Contractor".

Schools can create their own visitor categories, including:

• Parents
• Governors
• Contractors
• Supply Staff
• Interviewees
• Inspectors
• External Professionals
• Delivery Personnel
• General Visitors

Each visitor type can have its own registration process, required information, documentation, site instructions and sign-in workflow.

A parent attending a meeting therefore doesn't need to follow the same process as a contractor carrying out maintenance work.

Pre-Register Visitors Before They Arrive

Expected visitors can be pre-registered before reaching the school, reducing administration at reception and giving staff advance visibility of who is expected.

Invitations and relevant information can be sent before arrival, helping visitors understand where to go and any requirements they need to complete.

Ceequel® can even allow authorised visitors to pre-register their facial biometrics before attending.

Developed by ELF Productivity's own biometric technology specialists, Ceequel® facial recognition provides a rapid and highly controlled method of identifying pre-registered visitors when they arrive.

Manage Contractor Compliance

Managing contractors involves considerably more than simply recording that somebody has entered the building.

Ceequel® provides dedicated contractor management functionality, allowing schools and Trust estates teams to maintain important contractor information and documentation including RAMS, Public Liability Insurance and associated expiry dates.

This creates a centralised compliance record and helps reduce reliance on emails, spreadsheets and paper documentation.

Visitor Management and Martyn's Law

The Terrorism (Protection of Premises) Act 2025, commonly known as Martyn's Law, places increased emphasis on preparedness and protective procedures at qualifying premises and events.

For schools and Multi-Academy Trusts, this reinforces the importance of understanding who is on site, how people are entering the premises and how effectively people can be accounted for during an emergency.

Ceequel® helps bring together Visitor Management, Access Control and the Interactive Fire Register as part of a coordinated approach to site security and emergency preparedness.

Visitor Management provides a real-time, auditable record of visitors and contractors entering and leaving the premises. Access Control helps manage who can enter controlled areas, while the Interactive Fire Register provides authorised personnel with live attendance information to assist with accounting for people during an evacuation or emergency.

For Multi-Academy Trusts, these processes can be consistently managed across multiple schools, helping establish a coordinated approach to visitor management and site security throughout the Trust.

Connect Visitor Management with Access Control

Ceequel® VMS integrates directly with Ceequel® Access Control, connecting the visitor process with the physical security of the school.

Access permissions can be controlled according to the requirements of the individual, helping schools manage movement between reception, administrative areas and other controlled parts of the premises.

Rather than Visitor Management and Access Control operating as separate systems, Ceequel® brings them together within one integrated security environment.

Know Who Is On Site During an Emergency

Signing somebody in is only half of the equation. During an emergency, you also need to establish whether they are still on the premises.

Ceequel® VMS integrates with the Ceequel® Interactive Fire Register, providing real-time information about visitors and contractors recorded as being on site.

When combined with employee attendance information, authorised personnel can access a live electronic register and account for individuals at designated assembly points during an evacuation.

Employee Time & Attendance

For larger schools and Multi-Academy Trusts, Ceequel® Time & Attendance can provide centralised attendance management for employees alongside Visitor Management, Access Control and the Interactive Fire Register.

This provides Trusts with a connected platform for managing employees, visitors and contractors across one school or an entire multi-site estate.

Designed for Individual Schools. Built to Scale Across Entire Trusts.

A single school can operate Ceequel® independently, while Multi-Academy Trusts can use the same platform across multiple schools.

Central administrators can maintain greater visibility and consistency across the Trust while individual schools retain the local functionality they need for day-to-day visitor management.

Know who is expected. Know who has arrived. Control where appropriate. Account for people when it matters.