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SMS for receptionists

A welcoming front desk. A better kept record.

Give the school’s first point of contact a dependable place to record visits, calls, letters and complaints, with the details needed for the next conversation.

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For reception teams handling the school’s daily contact.

Academium SMSIllustration
Reception · Today’s records

The front desk, organised

6Visits recorded
2Call follow-ups
01

Visitor register

Purpose · Pass number · Time in

Logged
02

Call follow-up

Return a parent’s enquiry

Due today
03

Incoming letter

Reference and recipient recorded

Received
  1. 1Welcome the enquiry
  2. 2Keep the details
  3. 3Follow it through

Example records · Available features depend on plan, setup and staff permissions.

Built around your responsibilities

The next conversation starts with context.

When someone calls back or a visitor returns, a proper record saves everyone from starting again. Keep the details together and make follow-up part of the routine.

01

Keep a proper record of who came to the school.

Use the visitor register for the details the school needs at arrival and departure. A useful record includes the purpose and the movement of the visit, not only a name in a book.

  • Record the arrival.

    Capture the visitor’s name, contact details, identification number where collected, purpose, date and time in. Note how many people arrived together when that matters.

  • Connect the pass with the visit.

    Record the token or pass number issued and leave any relevant note. The school can return to those details when a question arises about a particular visit.

  • Complete the departure.

    Record the time out so the visit has a clear end as well as an arrival. Authorised staff can look back at the details instead of relying on someone’s memory of the day.

The school has a clearer visitor history, with the purpose, pass and arrival and departure details together.

Related feature guides
02

Make a call easy for the next person to follow.

Keep incoming and outgoing calls with their purpose, notes and follow-up date. A parent or supplier calling again should not have to restart the same conversation because the earlier call is missing.

  • Capture the context.

    Record the name, phone number, incoming or outgoing call type, purpose and date. Start and end times keep the timing of the conversation available.

  • Write the useful note.

    Leave enough context for authorised staff to understand the enquiry and what was discussed. The call’s purpose provides a consistent way to describe why it happened.

  • Set the next date.

    Add a follow-up date when another conversation is needed. The date remains on the call record so reception can review what needs another response.

A return call starts with the earlier conversation and a clear idea of what should happen next.

Related feature guides
03

Record an admission enquiry before the family is ready to enrol.

Reception can record a prospective student without pretending the child has already joined a class or been billed. This gives the admissions team a proper starting point for the next conversation.

  • Capture the prospective student.

    With prospect permission, record the relevant student and guardian details and the class applied for. A prospect does not need an assigned class, section, academic session or fees.

  • Keep prospects distinct from enrolments.

    The prospective-student list keeps enquiries separate from enrolled and former students. Staff can return to the right record when the family gets back in touch.

  • Hand over the same record.

    Staff with admission permission can open the admission form with the prospect’s details already prepared and enrol that same record. Reception’s prospect responsibility does not automatically grant admission or financial access.

An enquiry can move into the school’s admissions process with its context intact.

Related feature guides
04

Give letters a reference people can find later.

Maintain incoming and outgoing post with the sender, recipient and supporting document where available. Keep the reference and the physical correspondence connected in the school’s record.

  • Record the route of the letter.

    Choose incoming or outgoing post and capture the reference, who it is from and to, address and date. A note adds context that the reference alone may not explain.

  • Keep the supporting copy.

    Attach a scanned document where appropriate, so authorised staff can return to what was received or sent alongside the postal record.

  • Flag sensitive correspondence.

    A confidential flag records that the item should be handled carefully. It is a label on the record, so the school must still choose appropriate staff access and handling practices.

A letter can be followed by its reference, recipient and supporting copy rather than by searching through a loose pile.

Related feature guides
05

Keep a concern connected to the person handling it.

A complaint needs more than an initial note. Record who raised it, assign the staff member responsible and keep the action and solution date with the concern.

  • Record the concern clearly.

    Capture the complainant, contact number, complaint type, date and supporting document where needed. Keep the information the responsible member of staff will need to understand the issue.

  • Give it a responsible person.

    Assign the complaint to a staff member. The record stays pending until a solution is recorded, making an unresolved concern distinct from one that has been dealt with.

  • Keep the outcome with the original record.

    Record the action taken and the date of solution. Front-desk permissions are separate for the different logs, and the Receptionist role keeps financial areas outside reception’s work.

The school can see the concern, its responsible person and the recorded outcome in one place.

Related feature guides

Thoughtful safeguards

The front desk sees what its work needs.

Reception access is shaped by staff permissions. Financial areas remain outside the built-in Receptionist role, helping the school keep sensitive responsibilities with the right people.

Read the SMS FAQs
FAQs

Questions from receptionists

A few useful details before you bring your team into SMS.

Ask us about your school Browse all SMS FAQs

Yes. The front desk keeps searchable records of logged visits and calls so authorised staff can return to the date, purpose and notes.

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