Tunas Muda School – Visitor Management & Emergency Incident Response

Established in 1994, Tunas Muda is a leading IB World Catholic school in Jakarta, serving over 1,200 students across two campuses. Hosting thousands of students, staff, and external guests daily makes campus security and visitor tracking a critical operational responsibility.

Managing campus entry traditionally relied on manual logbooks, while emergency evacuations required staff to flip through paper rosters to confirm everyone's safety. During a real incident, these fragmented methods made accounting for every individual on site slow and error-prone. To eliminate these safety risks, we built a custom Visitor Hub and Emergency Response System on Softr, Airtable, and n8n—combining seamless everyday guest check-ins with instant digital emergency protocol management.

For daily operations, the Visitor Hub acts as a self-service check-in kiosk at campus gates. Visitors complete a quick, branded digital registration on tablets, instantly capturing guest details, photo identification, and host notifications in real time. School staff get live visibility into active visitors currently on site, replacing pen-and-paper logs with an automated record that improves gate security while delivering a modern, welcoming first impression for school guests.

When an emergency evacuation or drill is triggered, the system shifts into incident response mode. By pulling master roster data directly from the school’s central School Management System (SMS) and overlaying live gate entries with that day’s attendance records, the platform instantly generates a real-time headcount of every person physically on campus. It pinpoints exactly which class each student should be in at that moment and identifies the teacher responsible for them. Designated incident officers and staff can log in from assembly points on any mobile device to take live roll calls—confirming the presence of each individuals on the list to ensure total accountability across both campuses.

By replacing manual entry logs and paper rosters with an integrated digital solution, Tunas Muda School turned a complex safety challenge into a reliable, streamlined operation. Emergency responders and school directors get an instant, single-screen view of campus safety status during critical moments, while daily visitor tracking runs effortlessly in the background—ensuring the highest standard of duty of care for the entire school community.