Exit cards and the gate¶
Who does this: The Registrar issues the cards · The Gatekeeper scans them Where: Gate How often: A card once per person · The gate every day at home time
An exit card (بطاقة الخروج) is the school's standing permission for one person to collect their children. The person shows it at the gate, the gatekeeper scans it, and the screen shows who the card was issued to and which children they may take.
The card belongs to a person
The card is not "whoever holds it may take the child". It is issued to one named person, with their photograph. The gatekeeper compares the person at the gate with the photograph on the screen. A card in the wrong hands opens nothing.
Before you start¶
| What | Where | Why |
|---|---|---|
| The dismissal time | School → Configuration → Settings → Gate | A card scanned before it is an early pickup. Leave it at 00:00 and the gate does not look at the clock. |
| What happens before dismissal | The same place | Warn the gatekeeper or Refuse the release when the child has no approved early pickup that day. |
| A gatekeeper's login | Settings → Users | Give them the Gatekeeper role and nothing else. |
Adding a person who collects¶
- Gate → Card Holders → New.
- If the person is one of the child's guardians, choose their Guardian Records — one for each child. Their name, ID number, mobile and the children are filled in for you.
- If they are not a guardian — a driver, an uncle — leave that empty, type their details, and choose the Children yourself. Brothers and sisters go on the same card.
- Add their photograph and their National ID / Iqama number. A card cannot be printed without both.
- Save, then press Issue Exit Card.
A child can have several people with a card: both parents and the driver is usual. The Exit Cards button on the student's file lists them.
Printing the card¶
Open the card and press Print Card, or tick several in Gate → Exit Cards and press Print Cards.
The card shows the holder's photograph and name, the card number, and the first name and grade of each child. It does not show a family name, a class or a phone number of the child. The square code means nothing to anyone outside the school.
At the gate¶
The gatekeeper opens Gate → Scan. It works on a phone.
- Scan the card: with a hand scanner, or press Camera on a phone.
- The screen shows who the card was issued to: photograph, name, ID number, mobile. Check the person against it. Ask for their own ID if in doubt.
- Below are the children on the card. Every child who may go is ticked. Untick one who is not leaving now.
- Press Release. It is recorded with the time and your name.
| The screen shows | It means | Do |
|---|---|---|
| A green banner | The card is good | Check the photograph, then Release |
| A red banner | The card is lost, suspended or revoked, or nobody on it can leave | Do not release. Press Log Refusal and call the office |
| This is not an exit card of this school | The code is not one of ours | Do not release |
| A red line under one child | That child cannot go with this person | Release the others; the office deals with the one |
| An orange line under a child | Something to know: before dismissal, or a bus student | Read it, then decide |
| Already released today | The child has gone | Nothing |
If the person is not the one in the photograph, press Refuse, choose The person is not the card holder, and add a note. It goes straight onto the office's log.
The bottom of the screen lists everything at the gate today.
A lost card¶
- Open the card and press Report Lost. From that moment the gate refuses it.
- Press Reissue. A new card with a new code is made for the same person. Print it.
If the lost card turns up at the gate, the screen says it was reported lost and names the person it was issued to. That is worth a refusal on the log.
Stopping a card¶
| Press | When | Can it come back? |
|---|---|---|
| Suspend | For now — a dispute, a question to settle | Yes: Lift Suspension |
| Report Lost | The card is missing | No. Reissue |
| Revoke | The person may no longer collect | No |
| Reissue | The card is worn, or the details changed | The old card stops; the new one works |
To stop one parent collecting one child and not the others, untick Authorised for Pickup on that guardian's record on the child's file. The gate then refuses that child and still releases the others.
Reading the log¶
Gate → Gate Log lists every release and every refusal: the child, the card holder, the time, the gatekeeper, and the reason for a refusal. It opens on today. Nobody can change or delete a row.
A child who has left the school is refused automatically, whatever card is shown.