Front desk
Every visitor, call and letter, on record.
Your reception keeps its visitor book, call log, post register and complaints in SMS instead of in notebooks, so anyone can look back and see what happened.
Visitor log
Who came, why, and when they left.
Record each visit with the visitor’s name, phone number and ID number, the purpose, the date, the time in and out, how many came, the token or pass they were given, and a note.
Token or pass. Note the number on the visitor’s badge so you can match it when they hand it back.
Call log
Follow-ups that are not forgotten.
Log calls taken and made: the caller’s name and number, incoming or outgoing, the purpose, the date, start and end times, and a note. Add a follow-up date and it shows in the list.
Post
A register for every letter in and out.
Record post dispatched and received with a reference number, who it is from and to, the address, the date and a note.
Confidential post. Mark a postal record confidential, and attach a scanned copy of the letter.
Complaints
Pending until something is done.
Record who complained, their phone number, the type of complaint and the date, and assign it to a member of staff. It stays pending until the action taken and the date it was resolved are recorded.
Evidence attached. Attach a document, such as a photo or a written complaint.
Set up
Your purposes, your complaint types.
Calling purposes, visiting purposes and complaint types are lists your school writes, so the desk picks from the same words every time and the logs can be read at a glance.
A permission for each log. The visitor log, call log, post register, complaints and set-up are separate permissions, so a receptionist and a bursar can see different parts.
Enquiries become prospective students. Reception can record a family’s enquiry as a prospective student, ready for the office to admit.
Yes. Calling purposes, visiting purposes and complaint types are lists your school manages.
Record the action taken and the date it was resolved. Until then it shows as pending.
Run your front desk in Academium SMS.
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