Once you have completed the steps within Getting Started you are now ready to add users into your Visitor Aware account. There is no limit on the number of users that can have access to Visitor Aware.


Note: For customers trialing the Visitor Aware software (Demo or POC accounts), our recommendation is to add users into the system manually. Each user can be added individually or through a direct import by following the instructions related to the users.csv template. Once a user has been added, if the client uses Google SSO for their employees/staff they can use the Google SSO link on the main login page to gain access without any further configuration needed.


For an entire list of user management options to be considered, please reference our Adding Users and SSO Options article.


Important Regarding OneRoster User Role Mapping: For customers under contract, if OneRoster is being used to sync users, Visitor Aware will map the user's role based on the guidelines provided in the SIS (OneRoster) Data Integration Requirements Guide.



Adding a New User into Visitor Aware:


  1. Within the left navigation menu, click System Settings
  2. Next click User Management
  3. Within the User Management submenu click Users
  4. In the top right corner of the screen, click the "+" button
  5. On the Create New User screen there are three tabs:
    1. User Details
    2. Permissions
    3. Locations


1. User Details

  1. Starting in the User Details tab, enter the user's Name
  2. Enter the user's Email Address
  3. Fill in the user's Mobile Phone Number
    • Note: A mobile number must be stored for the user to receive SMS text notifications. If Family Reunification is being used, a mobile number must be saved on the user profile to receive their access link via SMS text.
  4. The SourcedID is the identifier that maps the user back to the student information system or ClassLink provider when users are being synced with Visitor Aware.
  5. Enable security features for this account? Set this to Yes if this user will be using an iOS mobile device to directly screen visitors on site. When this setting is enabled, the rear-facing camera will be used to take a photo of the visitor and to scan the visitor's ID. Set this setting to No if this user will be signed into any guest facing kiosks (iOS or Web Kiosk).
  6. Receive notifications for assigned locations? This must be set to Yes to receive any of the notifications listed in the Notification Types section.
  7. Notification Types This is a list of all the notifications users can receive. Check the box next to any of the available notification types to allow the user to receive the associated push notification, email, or SMS text. 
    • Note: Hover over the question mark icon to view additional notification information.
  8. Enable Login Using By checking the box, this will allow the user to sign into the associated application. There are three options listed:
    • Web Portal Allows users to log in to their respective web admin portal to complete their Visitor Aware related responsibilities by their assigned role in the system. (Examples: secretaries to monitor visitor traffic, security to access flagged visitor profiles, teachers to monitor carline pickup requests during the dismissal process.)
    • Watchdog Application Allows users to log into Visitor Aware's dedicated emergency/incident management application that can be used to start a staff assist, active aggressor, or related incident allowing users to self-report their status.
      • Note: This application is not needed for customers using Singlewire Software's InformaCast product. InformaCast is a mass notification and incident management platform.
    • Mobile Check-In Kiosk Application / Desktop Print Helper Allows users to log into the iOS check-in application and the Print Helper application used for printing badges for cable connected printers and/or web kiosks.
  9. Active? Set this to Yes to allow the user access to log into any of the selected applications listed in Enable Login Using section.
  10. Send email notification to user? If set to Yes, user will receive an email notification, once they're added as a user requesting them to setup their password. If set to No the user will not receive an email notification once they're added into Visitor Aware.
  11. Subscribe user to Visitor Aware update emails? If checked, the user will receive operational emails related to their Visitor Aware software service.


2. Permissions

  1. Scroll up to the top and click the Permissions tab.
  2. Select user roles: Check the box next to the appropriate role for this user. Default and custom roles will be displayed as options. (Example: Secretaries and Receptionists would typically be assigned the Operator role.)
    • Note: Volunteer Coordinator, Drill Manager, and Drill Coordinator are roles that must be used in conjunction with another role. The Teacher role cannot be used in conjunction with any other role. (Example: Assigning the Operator role and adding the Volunteer Coordinator role.)
    • Further user permission modifications can be made directly to a user by editing the specific user's permissions after the user has been added to the system.
    • Custom user roles can be created and managed directly in Visitor Aware.


3. Locations

  1. Next, click the Locations tab
  2. If multiple locations exist, click all locations that apply. The user will be granted access to view all selected locations within the capacity of their assigned roles and permissions.
  3. Within the Default? column click the radio button next to the location that should be shown to the user immediately upon logging into their Visitor Aware portal.
  4. Confirm all three tabs are correct for the user's configuration (Details, Permissions, and Locations).
  5. Click Save
  6. The user has now been added to Visitor Aware.


If you'd like more information regarding facility locations, please refer to the "Creating and Managing Locations" article.



Edit an Existing User:

  1. Within the lefthand navigation menu, click on System Settings
  2. Next, click User Management and then Users
  3. On the All Users screen, search for and locate the user
  4. Click on the user's name or the gear icon located to on the right within the row and select Edit
  5. On the Edit User screen, navigate to the appropriate tab to adjust the user's settings
  6. Click Save