SiteKey is a visitor and contractor sign in system for New Zealand schools, kura and tertiary campuses. Visitors and contractors scan a QR code with their phone camera, or sign in at a tablet kiosk in the office, read the school’s site rules and sign in. The person they came to see gets an email, and everyone signed in appears on a live evacuation list. A school or campus is from $30 a month plus GST for the site, with as many sign in QR codes as the grounds need.
From $30 a month plus GST
Schools and learning institutes pay $30 a month plus GST for a site. A site is one geographic location, such as one campus, and the $30 includes every sign in QR code that site needs. Each additional site at a different geographic location is $10 a month plus GST. Setup is free, and there is no charge per visitor, per sign in or per device.
What happens when a visitor signs in at a school?
Scan at any sign
The office door, the back gate or the gym. Every sign goes to the same school record.
The host gets an email
Sent to the staff member they came to see, with name and company.
A badge prints
At the office kiosk, if you have a label printer.
On the evacuation roll
They stay on the live list until they sign out.
Does a second gate or building count as another site?
No. A site is one geographic location, such as one school or one campus. Put a sign in QR code at every door and gate people use, and they are all part of the same site and the same $30 a month. A second site means a campus at a different address.
| Where people sign in | How SiteKey counts it | Price |
|---|---|---|
| Front office | Part of the site | Included |
| Back gate, car park or bus bay | Part of the site | Included |
| Gym, hall, library or workshops | Part of the site | Included |
| A separate block on the same grounds | Part of the site | Included |
| Another campus at a different address | An additional site | $10 a month plus GST |
The first site is $30 a month plus GST and includes every QR sign on that site. Setup is free.
How does SiteKey handle contractors on school grounds?
Contractors use the same QR signs as visitors, with more checks. Before the first visit a contractor completes your induction online. That can include the conditions in your school access plan, such as where they may work and that they must not have unsupervised access to students. If the induction is not done or has expired, they are asked to finish it before they can sign in. SiteKey also checks any training or tickets you require and flags anything expired.
Contractor companies can be prequalified on the WorkSafe form before they start, and a contractor who has to work under a permit can be asked for it at sign in. The contractor sign in page has more detail.
Police vetting and safety checks under the Children’s Act 2014 stay with the school. SiteKey records who signed in, when, who they came to see and what they acknowledged at sign in.
What does SiteKey do for a school now?
What can we add for your school?
Schools ask for things a worksite does not need. These are not part of SiteKey as it stands. We can add any of them for a school that asks.
- Late arrival and early leaving sign in for students, with the reason recorded
- A connection to your student management system, such as KAMAR, eTAP, Hero or Edge
- Evacuation lists grouped by class or room
- Text message alerts to the host, and a text to everyone on the roll in an emergency
- A photo of the visitor on the printed badge
- An alert to the office when someone on a list the school keeps signs in
- Pre-registration for expected visitors and events, such as a school production or sports day
- Sign in screens in te reo Māori as well as English
- Sign in at the office kiosk when the internet is down
What hardware does a school need?
Printed QR signs at each place people sign in. Visitors can use their own phone, so a school can start with signs alone. A tablet kiosk in the office is optional, for visitors who prefer the front desk and for staff with a personal QR pass. A label printer beside the kiosk is optional too, if you want printed visitor badges. There is no SiteKey charge for extra signs or extra kiosks on the same site.
Which rules does a school sign in record help with?
A school board is a PCBU under the Health and Safety at Work Act 2015. Section 36(2) says a PCBU “must ensure, so far as is reasonably practicable, that the health and safety of other persons is not put at risk from work carried out as part of the conduct of the business or undertaking.” Visitors and contractors are among those other persons. A contractor’s business is also a PCBU, and section 34 requires the two to consult, co-operate with and co-ordinate activities with each other.
Schools must also have fire evacuation procedures under the Fire and Emergency New Zealand (Fire Safety, Evacuation Procedures, and Evacuation Schemes) Regulations 2018. The roll call is checked against a current list of who is on the grounds. Under the Privacy Act 2020, sign in records should be kept only as long as the school needs them, and our guide on how long to keep sign in records explains retention.
Tertiary institutes, polytechnics, wānanga and PTEs have the same HSWA duties for their campuses.
Common questions
How much does a visitor sign in system cost for a New Zealand school? +
SiteKey is from $30 a month plus GST for a school or tertiary site. That includes as many sign in QR codes as the site needs, with no charge per visitor, per sign in or per device. Each extra campus at a different address is $10 a month plus GST. Setup is free.
Does each gate or building need its own subscription? +
No. A site is one geographic location, such as one school or one campus. The front office, the back gate, the gym, the workshops and separate blocks on the same grounds each get their own QR sign, and all of them are included in the $30 a month.
What counts as an additional site? +
Another campus at a different geographic location. A second campus across town, or a satellite site at another address, is $10 a month plus GST. It has its own QR signs and on-site list, and the office sees every site from one login.
Do visitors or contractors need to download an app? +
No. Scanning the QR sign with the phone camera opens the sign in form in the browser. There is nothing to install and no account to create. People without a phone can sign in at a tablet kiosk in the office.
Does SiteKey do Police vetting or Children’s Act safety checks? +
No. Safety checking and Police vetting stay with the school, under its own process. SiteKey records who signed in, when, who they came to see, and the conditions they acknowledged at sign in.
Can contractors complete their induction before they arrive? +
Yes. A contractor completes the school’s induction online before the first visit, including any conditions in your school access plan. A contractor whose induction is not done or has expired is asked to finish it before they can sign in.
How does the evacuation roll work? +
Everyone signed in appears on a live list you can open on any phone. At the assembly point the person running the roll call opens the list and checks people off. Visitors who signed in on a phone and visitors who used the office kiosk are on the same list.
What hardware does a school need? +
Printed QR signs at each place people sign in. A tablet kiosk in the office is optional, and so is a label printer if you want printed visitor badges.
Can SiteKey sign students in and out? +
No. We can add late arrival and early leaving sign in for students for a school that asks for it.