Getting started
You can now keep a record of governor visits on GovernorHub using our Visits tool.
Evidence the focus of the visit (e.g. SEND, Behaviour at lunchtime, Safeguarding Link etc.), the visit date, the visitors (i.e. the person/people doing the visit), and upload a visit report. This will help you evidence the work of the board and help you remain transparent at all times.
If you need advice on how to get the most out of governor visits, or need a governor visit or monitoring walk template, click on the Monitoring and school visits link to access our articles on GovernorHub Knowledge. Our template can be found in Governor school visits: your how-to guide, if needed.
Viewing visits
You will find your board visit record in Visits under the Governing Board tab
Do note that the term Governing Board might be different for your board (e.g. 'Advisory board' or 'Local council' etc.) - this tab will however always be in the same place with the same function, however your board is referred to.
Both past and upcoming governor visits are shown here. To find a particular record, either search for a topic or choose to view a particular academic year.
To read reports that have been uploaded you can either:
Click on the blue hyperlinked focus of the visit. This will open the file in a new window. This is safest way to view your visits.
Select the three dots next to the visit and click on Download. This will download a copy of the file to your device. Please adhere to any policy your organisation may have in place as regards downloading board materials to your own devices and use the in product view where possible.
Have set visits in the future and are worried you'll forget?
Any visit set in the future will show in your Upcoming events box on your home page (you must be assigned to it as the visitor for this to happen)
Recording a visit
Any user on GovernorHub can upload a visit. To do so, click the + Add a new visit button at the top of the page.
A dialogue box will open up for you to fill out the details
Add in the focus of the visit, such as behaviour or maths learning walk, into the Focus box. This can be anything you wish it to be that describes your purpose for being at school.
Type the date of the visit into the Date of visit box or select it using the calendar icon.
Click in the Visitor(s) box to select who carried out the visit. You can select multiple visitors (as long as they are members of your board on GovernorHub)
Select the Upload a file button to upload your visit report from your device onto the record. You can only upload one file, but can be a variety of file types - Word, Powerpoint, JPEG etc.
Click on Save to add the visit to the record.
Sharing visit reports
Once the report has been uploaded you can then choose to share the report to the noticeboard if you would like to notify other members of the board that the report is complete. You can do this by clicking the three dot menu and selecting the Share to Noticeboard option.
If however you prefer to put links to visits carried out since the last meeting into the next meeting's folder - just click on Copy report link in the same three dot menu.
You can then add this as a web link in any folder in the documents section.
This ensures that there is only one copy of any report in the system!
Editing or updating a visit
Only admins and users who are listed as a visitor for the record will be able to update or remove an entry.
Adding a report to an empty visit record
Simply drag and drop the file over the visit in question. This will open a window showing you the details so you can be sure you've added it to the right record. Just click 'add file' and you are done!
Editing and updating records
Visits can also be edited or updated by clicking on the three dots next to the entry and selecting Update visit.
This will open the details for the visit. You can change any of the details, including the file that's been uploaded and the visitors that attended.
Once the changes are complete, select Update.
Deleting a visit
To remove a visit from the record, select Remove the visit from the three dot menu next to the entry.
Downloading a governor visit record report
You can download a report of all of your governor visits. At the top of the table there is column icon that allows you to select the columns you wish to include in your report.
There is an export icon that allows you to download the report either as an Excel or a CSV.
Further details
To find out who created the entry on the Visits record, select the three dots next to the entry and click Visit Details.
This will let you know when the record was created, who created it, when it was last updated, and who last updated it.
