Here we will discuss how to edit the user settings and permissions. If you're an admin on the school's Visitor Aware account, you can access all users' settings by going under the "System Settings" heading in the lefthand column and selecting "Users" and then "All Users". From here, click the gear icon to select "Edit this user".
Pro tip: The "Reset Password" option through the gear icon allows admin to kick out an email to that specific user to reset their password.
Setting User Permissions and Access:
There are 4 tabs within the "Edit User" screen:
- User Details
- Permissions
- Locations
- Event History
User Details:
The top part of the form contains the user's credentials:
- Name
- Email Address
- Mobile Phone Number
Mobile Phone Number:
This number will be the one used for text message and/or phone call alerts if enabled.
Receive notifications for assigned locations?:
If this is set to "no" the user will not receive any notifications. Set this to "yes" to receive notifications and tailor what notifications get sent in the next section.
Notification Types:
Specifically select what notifications for what scenarios the user will receive.
Enable login using:
Check the box to allow the user to login to the associated application.
Active?:
Leave this to "yes" to allow this user to sign in to their account and any applications that are enabled from the previous section. Check the "no" option if the user no longer works at the district or if they're no longer allowed to sign in.
You are able to change any of the settings listed under the 3 different settings tabs (user details, permissions, and locations) before hitting the save button. Be sure to hit save before venturing away from the "Edit User" screen.
Permissions:
The permissions tab allows you to assign a role to the user. When a role is assigned, that user will be granted access to features that have been assigned to that role through the "Manage Roles" option located under the "Settings" heading within the lefthand navigation column.
The "Override Permissions" section can be used to manually override any default setting that has been put in place for a specific role. This is helpful if you would like one particular user to have special access to certain features while not allowing other users within that same role to have access.
Locations:
Select what locations the user will have access to through this tab by checking the box on the left. Leave the box empty if you do not want the user to have access to the associated location. You may also select the user's default location through this screen. This default location option directs the user to that specified location once they login to their Visitor Aware account.
The "All Users" button will take you to the current list of users that have already been setup. Do not click this button until you have saved all of your recent changes.
If you'd like more information associated to facility locations, please refer to the "Creating and Managing Locations" article.
Event History:
Within this tab, you're able to see all actions taken by and against this user for accountability purposes.
Granular User Permissions:
If you'd like to manage your own user profile settings, click on your name in the right hand corner of the screen and select "Settings". Please also refer to the "Personal User Settings" help article.
If you'd like to create or customize your user role access permissions on a granular basis, please reference "User Roles and Permission Management".
Full List of User Permissions:
| View Visits | View visits |
| View Departures | View departures |
| View Visitors | View visitors |
| View Banned Visitors | View banned visitors |
| View Visitor Details | View visitor details such as notes, security checks, and photos |
| View Visitor Notes | View visitor notes. This includes notes from other users as well as system generated notes. |
| View Visitor Security Checks | View visitor security checks. This includes sex offender checks, and other security checks. |
| View Volunteers | View volunteers |
| View Court Orders | View court orders |
| View Locations | View locations |
| View Destinations | View destinations used for check in |
| View Volunteer Functions | View volunteer functions used for check in |
| View Users | View users |
| View User Locations | View user locations |
| View Billing | View billing such as invoices and payments for background checks |
| View Invoices | View invoices |
| View Event History | View event history and audit logs |
| View Visitor Types | View visitor types |
| View Roles | View roles |
| View Device Locations | View check in device locations on a map |
| Add Visitor Notes | Add notes to visitor profiles |
| Add Visitor Security Checks | Run security checks on visitors from visitor profiles |
| Add Visitor Ban | Ban visitors |
| Add Court Orders | Add court orders |
| Add Locations | Add locations |
| Add Emergencies | Activate emergencies |
| Add Users | Add users |
| Add Destinations | Add destinations used for check in |
| Add Volunteer Functions | Add volunteer functions used for check-in |
| Add Visitor Types | Add visitor types |
| Add Import Resource | Import resources such as locations, users, and visitors |
| Add Roles | Add custom roles used for users |
| Manual Check Out | Manually check out visitors who are checked in at locations associated with the user |
| Manual Check In | Manually check in visitors at locations associated with the user |
| Edit Court Orders | Edit court orders |
| Edit Locations | Edit locations |
| Edit Emergencies | Edit emergencies |
| Edit Destinations | Edit destinations used for check-in |
| Edit Volunteers | Edit volunteers |
| Edit Volunteer Status | Edit volunteer status such as approved or denied |
| Edit Volunteer Functions | Edit volunteer functions used for check-in |
| Edit Users | Edit users |
| Edit User Roles | Edit user roles and permissions |
| Edit User Locations | Edit locations associated with users |
| Edit Billing | Edit billing information |
| Edit Visitor Types | Edit visitor types |
| Edit Visitor Ban | Edit or remove visitor bans |
| Edit Organization Profile | Edit organization profile such as logo, name, and address |
| Edit Device Settings | Edit device settings such as kiosk mode and check in settings |
| Edit Security Settings | Edit account security settings such as visitor screening requirements and identification requirements |
| Edit Volunteer Settings | Edit volunteer settings such as volunteer approval requirements and volunteer check-in requirements |
| Edit Roles | Edit custom roles used for users and manage the permissions associated with them |
| Delete Court Orders | Delete court orders |
| Delete Locations | Delete locations |
| Delete Destinations | Delete destinations used for check-in |
| Delete Volunteer Functions | Delete volunteer functions used for check-in |
| Delete Users | Delete users |
| Delete Visitor Types | Delete visitor types |
| Delete Facial Recognition | Delete facial recognition data on visitor profiles, and account-wide |
| Reset User Passwords | Trigger password resets for other users |
| Invalidate Security Checks | Mark sex offender checks as invalid |
| Add Floor Plans | Add floor plans to location settings. These are sent via email when incidents occur. |
| Delete Floor Plans | Delete floor plans from location settings |
| Convert Visitors To Volunteers | Convert visitors to volunteers |
| Convert Volunteer To Visitor | Convert volunteers to visitors |
| Add Students | Add students |
| Edit Students | Edit students |
| View Students | View student list |
| Delete Students | Delete students |
| View Student Visitor Associations | View student relationships to guardians |
| Associate Students With Visitors | Associate students to guardians |
| View Tardy Students | View tardy records |
| Add Tardy Record | Add tardy records |
| Edit Tardy Records | Edit tardy records |
| Delete Tardy Records | Delete tardy records |
| Delete Visitor Profiles | Delete visitors |
| Edit Incidents | Edit incidents |
| View Incidents | View incidents and emergencies |
| Edit Synchronized Calendars | Edit calendars used for syncing volunteer events |
| Add Synchronized Calendars | Add calendars used for syncing volunteer events |
| Merge Visitor Profiles | Merge visitor profiles into other visitor profiles |
| View Tips | View tip line reports and tip details |
| Edit Tips | Change tip Statuses and add Responses |
| Edit Location Settings | Edit location settings such as location name, address, and floor plans |
| Manage Reunification | Manage family reunification records |
| Report Emergency Status | Report individual status during emergencies |
| Delete Visitor Photos | Delete visitor photos and their associated facial recognition data |
| Perform Background Checks | Perform background checks on visitors and volunteers |
| View Family Reunification | View family reunification records |
| View Family Reunification Student Data | View family reunification student data |
| Manage Family Reunification | Manage family reunification, including student statuses |
| Complete Family Reunification | Mark a family reunification as completed when all students are reunified |
| Export Family Reunification Roster | Export family reunification data, including roster data to CSV |
| View Staging Areas | View staging areas associated with family reunifications |
| Add Staging Areas | Add staging areas associated with family reunifications |
| Edit Staging Areas | Edit staging areas associated with family reunifications |
| Delete Staging Areas | Delete staging areas associated with family reunifications |
| View Family Reunification Action Plans | View action plans associated with family reunifications |
| Add Family Reunification Action Plans | Add action plans associated with family reunifications |
| Delete Family Reunification Action Plans | Delete action plans associated with family reunifications |
| Manage Class Periods | Manage class periods including adding, editing, and deleting |
| Manage Oneroster Connection | Manage OneRoster API Connection Details |
| Delete Organization Records | Delete organization records such as visitors, volunteers, and students |
| Manage Sso Connection | Manage SSO connections |
| View Dismissal Notes | View student dismissal notes |
| Manage Dismissal Notes | Manage student dismissal notes |
| View Volunteer Social Security Numbers | View SSNs on volunteer profile pages |