Ways to Check In

Visitors can check in using three methods:

1. Service NSW app (personal device)

2. iPad Kiosk (school concierge device)

3. Webform (school‑provided device and sign in by school admin)

Using the Service NSW App (Personal Device) If you choose to use your own smartphone:

1. Install the Service NSW app Download it from the App Store (Apple) or Google Play (Android).
2. Open the app and select QR code check‑in under the Services section.
3. Scan the school’s QR code poster displayed at reception or the main entry.
4. Confirm your details
5. Select your visitor category
6. Enter your visit reason
7. Add the staff member you are meeting and any other required information (if applicable)
8. IMPORTANT! Check out when leaving
   This keeps the school’s on‑site list and evacuation roll accurate, ensuring staff know who is still on the premises during an emergency. If you don’t check out, you’ll be assumed to still be on-site and contacted during an evacuation.
   
   

Using the iPad Kiosk (School Concierge Device) If you don’t have a smartphone:

• Use the school‑provided iPad running the School Concierge app.

• Follow the on‑screen instructions or ask school staff for assistance.

• Check out via the iPad kiosk when you leave so the school’s evacuation list stays up to date. If you don’t check out, you’ll be assumed to still be on-site and contacted during an evacuation.

Using the Webform (School Device)

Some schools may offer a webform on a school‑provided device:

• School administration staff will complete the check‑in on your behalf.

• Your check‑in is recorded the same way as other methods.

• Notify school staff when you leave so they can check you out and keep the evacuation roll accurate. If you don’t check out, you’ll be assumed to still be on-site and contacted during an evacuation.

School visitor Check-in Logbook

• When a visitor checks in, their details are automatically recorded in the School Visitor Check In Logbook, no matter which check in method was used.

• Only the school principal and authorised school staff with Logbook access can view or manage visitor records.

• Departmental teams such as School Infrastructure and the Information Technology Directorate may access the Logbook for support and compliance purposes.

• Service NSW and external organisations do not have access to the Logbook unless access has been formally approved by the department.

• If you have a question about School Visitor Check In, please contact the school directly.

Data, privacy and access

School Visitor Check-in has been developed to connect every school across NSW with a single, secure and compliant digital solution.

The School Visitor Check-in system has been built with data integrity in mind. This means that visitor records will be maintained with accuracy and consistency.

In order to maintain an accurate visitor log, all sign in information (contact details, visitor type, check-in time, date and location, reason for visit) captured by School Visitor Check-in and accessed through the School Visitor Check-in Logbook will be stored by the NSW Department of Education on a secure database.

This information will be kept for 7  years in line with record keeping requirements. Toward the end of the 7-year period, the records will be identified for destruction, after which the Department of Education will review the records before making a decision to destroy them at the 7-year mark. This process is consistent with the Department of Education’s records management procedures. 

You can read for details in the School Visitor Check-in collection statement which is available in the Service NSW app and the iPad Kiosk at check-in.

Collection of Date of Birth (DOB)

To support school safety and compliance, visitors may now be asked to provide their Date of Birth when checking in. This helps the department verify that visitors have the appropriate clearances for their purpose on site, such as standard checks for WWCC validation or work order confirmation.

Date of Birth is stored securely with other check‑in details and managed under the same 7‑year retention and destruction process outlined above.