Pickup & visitor management for schools
Pickup, without pulling staff to gate duty.
MyGatePass reads plates on arrival, matches them to guardians in your existing school MIS, such as iSAMS, and queues children to the classroom screens you already run. Every collection is logged automatically.
MyGatePass is a visitor and student pickup system built for schools. It connects your gate cameras, your existing school MIS, and your classroom SMART screens into one workflow, so dismissal runs with fewer staff on duty, the paper sign-out book disappears, and every collection is evidenced with a timestamped record you can produce on request. MyGatePass is an iSAMS Standard Partner, and integrates with other MIS and SIS platforms through API or secure data exchange.
The operational problem
Dismissal is the most staff-intensive thirty minutes you run.
Every afternoon, teachers, admin and security are pulled onto crowd control. Sign-out sheets get filled in inconsistently. And the one question that matters under scrutiny, namely who released which child, to whom, and when, is the hardest one to answer from paper.
Staff cost
Teaching and security time absorbed by queue management every single day, at the busiest point in the timetable.
Evidence gaps
Handwritten sign-outs are incomplete, illegible, and effectively unsearchable when you need a specific record.
Handover risk
Release decisions rest on a busy person recognising a face, with no systematic check against authorised guardians.
How it fits your setup
Four capabilities, on infrastructure you mostly already have.
MyGatePass sits on top of your existing systems rather than replacing them. No duplicate student database to maintain, no second set of guardian records to keep in sync.
Plate recognition at the gate
ANPR cameras read arriving vehicles automatically. Nothing for staff to scan and nothing for families to install.
Connects to your school MIS
Plates are matched to guardians and their linked children directly from your MIS, such as iSAMS. Your records stay the single source of truth.
Queues to classroom screens
The dismissal queue runs on the SMART screens teachers already use. No new hardware in classrooms.
Writes the logbook for you
Arrival, release and departure are recorded on every collection, with no staff data entry at any point.
The dismissal workflow
Six steps, none of them manual.
Vehicle arrives
A guardian's car approaches the gate. No queueing to be checked in one at a time.
Plate is read
The ANPR camera captures the number plate automatically, before the car reaches the barrier.
Guardian is matched in your MIS
MyGatePass resolves the plate to a guardian record and the children they are authorised to collect.
Classroom screen updates
The child appears in a live, ordered queue on their own classroom SMART screen.
Teacher releases the child
Staff release against a verified match, not a name called down a corridor.
Record is written
Arrival, release and departure are timestamped automatically. Nothing to file afterwards.
Capabilities, up close
Recognition, then verification.
Recognition happens before the car stops.
Gate cameras read each plate on approach, so the dismissal queue is already moving by the time a vehicle reaches the pickup point. Because recognition is passive, there is no adoption burden on families and no scanning task for your gate team.
Unregistered vehicle? Staff can check in manually in a few taps, and the record is written the same way.
Your MIS stays the single source of truth.
Each registered plate is linked to a guardian and their children as held in your MIS. When guardian permissions change there, the gate reflects it, so there is no parallel list for your office to update and no risk of the two drifting apart.
We are an iSAMS Standard Partner, so that integration is already built. Other MIS and SIS platforms connect through API or secure data exchange. Either way, MyGatePass reads only the fields it needs to make the match, and student data is not duplicated into a separate product database.
Teachers release from a list, not from the corridor.
The queue runs on the classroom SMART screens already installed. As guardians arrive, children appear in arrival order with their bay number, so class teachers can release in sequence without calls to the office or announcements over the hall.
The logbook writes itself.
The paper sign-out book is replaced entirely. Guardian arrival, release and departure are captured on every collection, producing a complete, timestamped, tamper-resistant record, searchable by child, guardian, or date in seconds.
Useful when a parent queries a collection, when a safeguarding lead reviews an incident, or when an inspector asks how you evidence dismissal.
Before and after
The same gate, run differently.
| Manual dismissal | With MyGatePass | |
|---|---|---|
| Staff deployment | ✕Teachers, admin and security absorbed into queue management daily. | ✓Staff supervise dismissal instead of directing it. |
| Verification | ✕Release rests on recognition and judgement in the moment. | ✓Every release checked against authorised guardians in your MIS. |
| Record keeping | ✕Paper sheets, inconsistently completed and hard to retrieve. | ✓Complete digital trail, searchable by child, guardian or date. |
| Data maintenance | ✕Separate lists of authorised adults, updated by hand. | ✓Driven by your MIS, so permissions stay in one place. |
| Parent effort | ✕Queueing, signing, and waiting to be called. | ✓Nothing to install and nothing to remember. |
Safeguarding & evidence
Evidence for every collection.
Designed around one responsibility: that a child is only ever released to an adult authorised to collect them, and that the school can demonstrate it afterwards.
Verified guardian matching
A child is only queued for a guardian linked to them in your MIS. No verified match, no release. The system fails closed rather than open.
Defensible audit trail
Every arrival, release and departure is timestamped and tamper-resistant, ready to produce for a parent query, an internal review or an inspection.
Data minimisation
Student data remains in your MIS. MyGatePass reads only the fields required to make a match, in line with UAE PDPL and GDPR principles.
Named accountability
See which member of staff released which child, to whom, and at what time, for any day, retrieved in seconds.
Deployment
What it takes to get live.
The questions we are asked most often in procurement, answered upfront.
| Timeline | Most schools are live within a few days of the integration being enabled. A pilot on one gate and one year group can run in a single afternoon. |
| What you provide | API access or an integration key for your MIS, an ANPR-capable camera with a clear view of the approach lane, and network access at the gate. Classroom screens are the ones you already use. |
| Camera hardware | We can work with a suitable existing gate camera, or supply and commission one. A site check confirms placement, angle and lighting before install. |
| Staff training | Gate and classroom workflows are designed to need no training beyond a short handover. Admin reporting takes about thirty minutes to cover. |
| Unregistered vehicles | Handled by manual check-in at the gate, producing the same record as an automated match. Taxis and one-off collections do not break the process. |
| Scope beyond pickup | The same platform covers general visitor management and contractor access, so the gate, your visitors and your contractors share one audit trail. |
| Supported platforms | iSAMS is a built partner integration, so setup is quick. Other MIS and SIS platforms connect through API or secure data exchange, and we will confirm feasibility for yours on a short call. |
| Data protection | Aligned to UAE PDPL and GDPR. Student records stay in your MIS; MyGatePass holds only match and event data. Data processing terms available on request. |
Questions
Frequently asked.
How does the MIS integration work in practice?
MyGatePass connects to your school MIS and reads guardian and student relationships, so a recognised plate resolves to an authorised guardian and their linked children. Permissions stay governed where they are today, so there is no second list to maintain and no student data duplicated into a separate database. We are an iSAMS Standard Partner, so that integration is already built and quick to enable.
What if we do not use iSAMS?
That is fine. iSAMS is our partner integration and the fastest to enable, but MyGatePass is not tied to it. Other MIS and SIS platforms connect through API or secure data exchange, so student and guardian information stays connected without manual re-registration. Tell us which platform you run and we will confirm the approach on a short call.
Do parents have to install anything?
No. Recognition is passive at the gate, so there is no app rollout, no onboarding campaign to run, and no support burden on your office when a parent changes phone. This is usually the difference between a system that gets adopted and one that stalls.
What happens with taxis, grandparents or one-off collections?
Unregistered vehicles are checked in manually by gate staff, and the collection is recorded in the same way as an automated match. Authorisation is still checked against the guardian record in your MIS before release.
Do we need new hardware in classrooms?
No. The dismissal queue runs on the SMART screens already installed in classrooms. The only gate-side requirement is an ANPR-capable camera with a clear view of the approach lane, which we can supply or work with if you have one.
Where does the data sit, and who is the processor?
Student records remain in your MIS. MyGatePass stores match and event data (arrival, release and departure) and acts as processor on your behalf, aligned to UAE PDPL and GDPR. Data processing terms and retention settings are available for review during procurement.
Can we trial it on one gate before committing?
Yes, and we recommend it. A pilot on a single gate and year group demonstrates the workflow end to end in one afternoon, which is usually more persuasive internally than any deck.
Is it only for pickup?
No. Pickup is the module schools usually start with, but the same platform handles general visitor management and contractor access, giving you one record across everyone who comes onto site.
See it on your own gate
Book a walkthrough, or pilot it on one gate.
We will run a dismissal on your site with one gate and one year group, and show you the staffing difference and the audit trail in a single afternoon.
Book a walkthrough