What Is inVentry and How Does It Work?

If your school or business still uses a paper sign in book at reception, you are relying on a system that offers no real security, no safeguarding checks and no way to know who is in your building in an emergency.

inVentry is a digital sign in system trusted by over 10,000 organisations across the UK. It replaces the paper book with a touchscreen terminal. Visitors, staff, contractors and pupils sign in electronically, and the system keeps a real time record of who is on site at any given moment.

How It Works

When a visitor arrives, they sign in on the inVentry touchscreen at reception. The system can capture their photo, print a visitor badge, check them against safeguarding databases like the DBS barred list, alert the person they are visiting via SMS or email, and record their arrival time. When they leave, they sign out and the system logs their departure.

Staff and regular visitors can use a simple card swipe, QR code, or the proximity-based mobile app to speed up the process. Returning visitors are recognised by the system, making repeat sign ins quick and seamless. For regular contractors, facial recognition is available to make access even faster.

Evacuation lists are kept live and up to date automatically, so in an emergency you always know exactly who is on site.

Why Paper Sign In Books Are a Problem

A paper sign in book cannot check whether a visitor has a criminal record. It cannot alert you if someone who should not be on site tries to sign in. It cannot tell you exactly who is in the building during a fire evacuation. And it cannot produce a report showing visitor patterns over time.

In a school setting, this is a safeguarding gap. In a business setting, it is a security and compliance gap. Ofsted, CQC and health and safety regulations all expect organisations to know who is on their premises at all times. A paper book simply cannot deliver that.

Key Features of inVentry

inVentry goes well beyond a simple sign in sheet. Here is what the system can do:

Photo capture and badge printing. Every visitor can be photographed on arrival and given a printed badge, so staff can instantly identify who is authorised to be on site.

DBS and safeguarding checks. The system can automatically check visitors against barred lists and flag any concerns before they are admitted.

Instant notifications. The person being visited receives an automatic SMS or email alert the moment their guest arrives, removing the need for reception to make calls.

QR codes and pre-registration. Visitors can be pre-registered before they arrive and given a QR code to scan on the day, making high volume reception areas much more efficient.

Facial recognition. For regular contractors and staff, facial recognition speeds up entry without the need for a card or code.

Mobile app for staff. Staff can sign in and out on the go from any mobile device using the proximity-based app, useful for those who do not always pass through a main reception.

Live evacuation lists. The system maintains an always up to date record of everyone on site, which can be accessed instantly in an emergency.

GDPR compliance. All visitor data is stored securely in the cloud with full audit trails, keeping you compliant with data protection regulations.

Multi-site management. inVentry Central lets organisations manage sign in and access across multiple locations from a single dashboard, with centralised reporting and policy control.

Who Uses inVentry?

inVentry is used by over 10,000 organisations across the UK. Here are some of the sectors that benefit most.

Schools and Multi Academy Trusts

Schools are inVentry's biggest market, and it is easy to see why. Safeguarding requirements mean schools must know exactly who is on site at all times. inVentry handles DBS checks, visitor badges, late pupil sign in, contractor management and evacuation lists in one system. For multi academy trusts managing several sites, inVentry Central provides a single, unified view across all locations.

Healthcare and the NHS

Hospitals, GP surgeries and NHS facilities deal with high volumes of visitors, contractors and staff across complex, multi-entry buildings. inVentry helps healthcare organisations maintain accurate site records, manage contractor access, and meet CQC compliance requirements. The system ensures that only authorised individuals can access sensitive areas.

Care Homes

Care homes have a duty to protect vulnerable residents. inVentry provides a professional, contactless sign in experience for families and visitors while giving managers a clear record of who has been on site and when. Alerts can be set for visitors arriving outside of permitted hours, and the system supports CQC inspections with reliable, auditable data.

Manufacturing and Industrial Sites

Manufacturing sites often have strict health and safety requirements and regular contractor visits. inVentry makes it easy to manage contractor inductions, track who is in which area of a site, and produce accurate evacuation lists at a moment's notice. The system can also enforce site rules, such as requiring contractors to confirm they have read a safety briefing before being admitted.

Corporate Offices and Agencies

For offices and agencies that receive clients, candidates or business visitors regularly, inVentry creates a polished, professional first impression. Pre-registration means visitors receive a QR code before they arrive and can sign in without waiting at reception. Instant host notifications mean meetings start on time. The system also helps businesses meet ISO and BS EN security standards.

Construction Sites

Construction sites involve a constant flow of subcontractors, deliveries and inspectors. inVentry helps site managers track who is on site at any time, manage contractor documentation, and ensure compliance with CDM regulations. In the event of an emergency, a live headcount is available instantly.

Data Centres

Data centres demand the highest levels of physical security. inVentry provides granular access control, full audit trails of every visitor and contractor, and the ability to restrict access to specific areas. Every access event is securely logged and timestamped, supporting compliance with ISO 27001 and other data security standards.

What XOS Provides

We are an authorised inVentry supplier and can handle the full process from consultation to installation to ongoing support. We help you choose the right configuration for your site, install the hardware, set up the software and train your reception team. For multi site organisations, we can roll out inVentry across all locations under one agreement.

Get in touch at www.xosuk.co.uk to arrange a demo or get a quote for inVentry.