Exit & entry approvals module

Exit approvals without paper slips or chains of phone calls.

Parents send and sign a request in the app, or the counselor issues the approval directly when there is standing parental consent. The guard at the gate sees who may leave and with whom.

Book a personal demo How it works

One-time and recurring exits Pickup by an authorized adult With or without a parent request Alerts when a student is late back

Explainer video · 40 seconds

The full process

Thursday, 3:40 pm.
Noam needs to go to the dentist.

Grandpa David picks him up at the gate, and Noam comes back on his own by 8:00 pm. This is how the request moves through the system, from the call to Mom until Noam walks out of the gate.

1Noam, the student

Mom 00:14

Mom, I have a dentist appointment on Thursday at 4. Can Grandpa pick me up?

Sure, I’m sending a request now

My code

15seconds to next code

Call

2Michal, Noam’s mom

Exit request

✓Noam LeviAlon group / 10th grade

Maya LeviRimon group / 8th grade

Reason / destination

Leaving

Exit type

Escort

Full name

Mobile

ID no.

Returning

Return type

One-timeRecurring

Note (optional)

Continue to approval and signature ›

!From the moment Noam leaves the gate, you are responsible

I approve my child leaving the institution on the dates and at the times stated in this request.
I understand and declare that once my child leaves the premises, full responsibility for their wellbeing and safety passes to me.
I understand that every exit is subject to approval by the counselor on duty that day, at the staff’s discretion.

I approve Noam’s exit✓ Request sent to the counselor

✓Noam’s request was approvedAvi: “Approved. Noam will be at the gate at 3:55.”

✓Noam left through the gate4:02 pm · with David Levi

Signed request

3Avi, the counselor

Alon group14 students · 12 on campus

Noam LeviIn

Yoav CohenIn

Itay MizrahiIn

Daniel AzulayHome

Omer PeretzIn

Uri SagiIn

Tomer BitonHome

Exit request10.09.2026 15:42

Noam LeviAlon group / 10th grade

Dentist, Jerusalem

16:00(Thu) 10.09.26One-time20:00(Thu) 10.09.26

LeavingPickup by an authorized adult

ReturningReturns on own

EscortDavid Levi · 052-7718504 · ID 034567812

Note from parentGrandpa David will wait at the main gate. Noam is coming back by bus.

MMichal LeviMom

Add a note to the parent

👍 Approve👎 Decline

✓ Approved · sent to parent and gate

!Noam Levi is late backDue at 8:00 pm · escort: David Levi 052-7718504

!New exit requestNoam Levi · Michal Levi (mom)

Approval to the gate

4The gate

Main gateTablet at the gate

Noam LeviValid approval · 4:00-8:00 pmEscort: David Levi · ID 034567812
Return: on own, by 8:00 pm

Mark exit

Checking approval…Valid approval · exit allowed

InOut

16:02Noam Levi left with David Levi

20:01 Noam not back yet · alert sent

Gate check:

Gate control

Three ways to check at the gate.
You can start with the simplest.

Every level works from the same approval and the same dashboard. Start with a tablet, and move to codes or face recognition when you’re ready.

Level 1

Tablet at the gate

The guard finds the student by name or scans their QR code with the tablet, sees whether there’s a valid approval and logs the exit or entry with one tap.

Level 2 · most popular

Dynamic QR code

Every student has a personal code in the app that changes every 15 seconds. Screenshots won’t work, and the code can’t be passed to a friend.

Level 3

Face recognition

A camera at the gate recognizes an authorized student and logs the exit automatically, with no line and no contact.

From the field

What it looks like at a real gate

Footage from institutions that use Smart Campus: a walkthrough at the gate, face recognition at a door and a turnstile pass.

Face recognition at the entrance door

Turnstile pass at the gate

Records

What’s recorded for every exit

When someone asks “who approved this?” or “who did he leave with?”, the answer is already in the student file. No digging through WhatsApp, no relying on memory.

Who asked

A parent request in the app, or an approval the counselor issued directly under standing parental consent. Either way: destination, leaving and return times, and how the student leaves and returns.

Parent signature

When a parent sends a request, they sign that responsibility passes to them once the student leaves the gate. The signature is saved with the request.

The escort

When an authorized adult picks the student up: full name, mobile and ID number. The guard sees them at the gate.

The counselor’s decision

Who approved or declined, when, and what note went to the parent.

Actual exit and return

The record comes straight from the gate. Anyone late back is flagged on the dashboard, and the counselor and shift supervisor get an alert.

Recurring exits

A weekly club or therapy session is set up once, with fixed days and times.

Who uses it

Parent, counselor, guard and management.
Each with their own screen.

1Parent

Sends and signs a request from their phone and is notified once it’s approved. The institution can also turn on a notification when the child leaves the gate.

2Counselor

Approves or declines parent requests with a note, or issues an exit approval directly under standing parental consent. Sees who in the group is out.

3Guard

Sees at the gate whether there’s a valid approval and who the escort is. No printed lists, no calls to the counselor.

4Management

A live view of the whole institution on the dashboard, including students who are late back.

FAQ

Questions we get in every demo

What happens if a student is late back?

The system alerts the counselor and the shift supervisor, and the student shows as not returned on the dashboard. No need to go through lists to find out.

Can we start without cameras at the gate?

Yes. At level 1 the guard works with a tablet: finds the student by name or scans their QR code, sees whether there’s a valid approval and logs the exit. You can move to QR codes or face recognition later.

Can the QR code be passed to a friend or screenshotted?

No. The code is personal and changes every 15 seconds, so a screenshot or a shared code won’t work at the gate.

Does every exit need a parent request?

No. A parent request is optional. If the institution has standing consent from the parents, the counselor can issue the exit approval directly, and the gate is updated the same way.

Is the parent notified when the child leaves the gate?

It’s an option the institution can turn on. When it’s on, the parent is notified as soon as the exit is logged at the gate.

What happens if the counselor declines?

The counselor taps “Decline” and can add a note for the parent. The parent sees the decision and the note, and the request never reaches the gate.

What if someone else picks the student up?

The parent picks “Pickup by an authorized adult” and fills in the escort’s name, mobile and ID number. The counselor sees them before approving, and the guard sees them at the gate.

Who can see exit details?

Only staff with the right permissions. Every view of a student file is logged.

Can we set up a weekly recurring exit?

Yes. The parent picks “Recurring” and sets the days and times once. Each actual exit is still approved by the counselor on duty that day.

Next step

Want to see it with your institution?

In the demo we’ll look at how exits work at your place today, and how they would look with Smart Campus.

Book a demo Guide: what has to be documented