Each Visitor Aware account can access its assigned locations to differentiate and record access and activity across separate physical addresses. Examples include multiple buildings, schools within a district, or offices at different addresses.


Locations are different than destinations. A “destination” is a specific area within a location, such as “Cafeteria” or ”Nurses Office.”  The visitor check-in process uses locations to determine the specific site or building a visitor enters.

Edit or Delete a Location



If you've registered for a Visitor Aware account and have appropriate permissions, a location will appear on the Edit Location page. You can also access the add +  button to add a new location on this page and fill in the form fields with the content listed below.

  1. To view your locations or add a new location, from the left navigation bar, go to System Settings | Location Management | All Locations. 
  2. To edit or delete your location(s), from the All Locations page, click the settings dropdown menu for the location you want to edit or delete.
  • To edit the location, select Edit this location. You can also click on the name of the location. 
  • To delete the location, select Delete this location

 Note: that all visits, destinations, event history, and access to the location will be deleted permanently.

Add a New Location



  1. To view your locations or add a new location, from the left navigation bar, go to System Settings | Location Management | All Locations. 
  2. On the All Locations page, click the plus sign + to add a new location. 
  3. In the Location Name settings, type the name of the location.
  4. In the Full street address field, input the street address, city, state, and ZIP code. 
  5. For the Office phone number settings, input the correct phone number, formatted as
    (555) 555-0000.
  6. For the Active? settings, indicate whether the location is active for Visitor Aware check-in functionality. 
  • Click the Yes radio button to indicate the location is active
  • Click the No radio button to indicate the location is inactive
  1. In the Approximate number of students (Optional) field, input the approximate number of students for the location.
  2. Click the Select a School dropdown menu and click the name of the school.
    Note: Clients not using the OneRoster standard format will see a header School ID and the text field.
  3. Click the Save button.


Note: Once you have created more than one location, a dropdown menu with the additional menu item will appear in the top navigation next to your name.  A building icon displays the name of the current, active location.  To view or manage information for other locations, select the desired location name from the dropdown menu and the page will automatically refresh and display content for the location displayed.


Pro tip: To see the new location on check-in devices such as iPads and iPhones, tap the gear icon, then locations, and then select the location you'd like to check visitors into. All visitors and volunteers entering the facility will now be recorded based on the location selected in the kiosk application.

View, Edit or Delete a Location



The Location Details tab lets you change information about a location. 

View and Edit a Location

  1. In the Location Name settings, begin typing the name of the location and select it from the list.
  2. For the Full street address * settings, input the street address, city, state, and ZIP code. 
  3. For the Office phone number settings, add the correct phone number, formatted as (555) 555-0000.
  4. For the Active? settings, indicate whether the location is active for  Visitor Aware check-in functionality. 
  • Click the Yes radio button to indicate the location is active
  • Click the No radio button to indicate the location is inactive
  1. For the Approximate number of students (Optional) settings, input the estimated number of students for the location. 
  2. In the Select a school field/dropdown menu, click the name of the school. 

            Note: Clients not using the OneRoster standard format will see a header School ID and the text field. 

  1. Click the Save button. 

Assigned Users Tab



The Assigned Users tab allows admins to select the users who can access the location.

  1. In the Search field, you can begin typing the name of a user, and then select it. 
  2. Click the Export button to export a list of users associated with the location. 
  3. To sort by name, click the Name sorting icon to change the sort from ascending (default) to descending and back as needed.
  4. Click the Save button to save your changes.

Floor Plans Tab



Use the Upload floor maps and Operation plans window to upload floor plan files, images, documents and other information to share with first responders first responders via email. 


Considerations

Visitor Aware accepts:

  • PDFs
  • Image files 
  • Documents
  1. Click the upload area, select the files to upload
  2. Click the Open button, or drag and drop them into the upload area. 
  3. Click the Save button.

Settings Tab

  1. Navigate to the Settings Tab.
  2. For the Enable Public Tipline settings, you can enable a tipline where users can access and enter a public URL with a tip submission form for this location. It will appear at the link shown in the Public Tipline URL field. You can also print a tipline poster by clicking Print tipline poster for the location.
  • To enable the public tipline, select Yes
  • To disable it, select No
  1. In the Inbound tipline email address setting is autogenerated and read- only.
  2. In the Hazard keywords for tip submissions field, enter a comma-separated list of keywords to automatically determine if the words in a tip submission are hazardous.
  3. In the Text to display on the main screen of the check-in kiosk field, enter the text to display on the main screen of the visitor check-in kiosk application. This text will appear below the action buttons on the main screen.
  • Click the Yes radio button to enable it
  • Click the No radio button to disable it
  1. In the Visitor Self Check-In maximum distance dropdown menu, specify the maximum distance a visitor can stand from the kiosk or device to use self-check-in.
  • Important: If no value is selected, Visitor Aware will not perform the location check
  • Required: This check requires the location to have an assigned address. The visitor must allow location access on their device to check-in
  1. The Visitor Self Check-In URL field displays the URL to the self-check-in form for this location. Input the URL where the self-check-in form will display. You can also print a self check-in poster by clicking Print self check-in poster here.


Note: The following fields will appear if you have procured an integration with InformaCast Fusion:

  • InformaCast visitor distribution list: The InformaCast distribution list to add and remove visitors from, when entering the building.
  • InformaCast Incident alert distribution list: The InformaCast Fusion distribution list to which incident alerts from Visitor Aware will be sent.


  1. In the Location-specific icon section, upload a custom logo for this location. 
  • The image must be in PNG or JPEG format, at least 200px wide and 200px tall, and ideally have a transparent background
  • Drag an image to the designated area or click to upload

Dismissal Settings Tab


Use the Dismissal Settings tab settings to define the cutoff time for dismissal changes through the portal.

  1. Dismissal Change Cutoff Time.

Type the last time a dismissal change can be added using the parent portal. If you do not provide a time, dismissal changes can be submitted anytime.


Required format: hh:mm xm

  • hh: Hour, for example, 01
  • mm: Minutes, for example, 30
  • xm: am or pm


Note: Visitor Aware applies your time zone to the cutoff time. 

  1. Dismissal Notification Emails.

Enter a comma-separated list of email addresses for this location. The system will send dismissal changes submitted through the parent portal to these email addresses.

  1. Dismissal Change Past Time Message.
  • Enter the message to show the guardian when they attempt to make a dismissal change after the cutoff time
  • Click the Save button to save your changes

Event History



The Event History page and Events table shows the time and date when location settings are changed, events that took place, and the type of event, such as medical, fire, location, and canceled events. 

  1. To extract the content in the table, you can click an export button. 
  2. Use the Search bar to search for events.
  3. Click the icons in the Details column to see more details about each event. The information shown will depend on the type of event.
  4. Click the Sort arrow to change the created date sorting from ascending to descending (default) or back to ascending.

Table columns: 

  • Type
  • Description
  • User
  • Details
  • Created

  1. Click the Save button to save your changes.