Getting started is quick and easy, and typically takes just a few minutes from account creation to checking in your first visitors! (Reference a printer friendly version here.)


  1. Once a representative has created your account, you'll receive an activation link
  2. Confirm your account and log in to the web administration portal at https://app.visitor-aware.com
  3. Follow the steps outlined below for your desired implementation or download a copy of our setup guide here: https://documentation.singlewire.com/VisitorAware/VA-Installation-Setup-Guide.pdf


Need help deciding how best to implement Visitor Aware? Check out this help article here.


Using the Kiosk Application to Manage Visitors

The recommended implementation of Visitor Aware is with an Apple iPad. This allows your visitors to check in quickly and easily without involvement from staff, provides high-accuracy identification scanning, and allows for direct badge printing. It also allows visitors to print badges for their visits. 

  1. Download the kiosk application onto your iPad or iPhone from the Apple App Store here, and log in using the same credentials used for the web administration portal, or create a new user and use those credentials to log in.
  2. If you have only one location, the kiosk application will automatically default to that location, otherwise select the location you’ll be checking into. Make sure the user logged into the iPad has access to that location.
  3. If visitors should receive badges upon successful check-in AND a wireless badge printer is used, tap on the gear icon at the bottom right of the kiosk application and select the "Printer Settings" option. Then, select your desired badge printer and close the printer selection screen.
    • If using the desktop application, see the article on Printing from Desktop, and note that the printer settings within the iPad check-in kiosk are not used.
  4. iPad Kiosk App test run: Tap "Visitors" then "Check In" from the kiosk main screen, select from any available destinations for your location, and follow the prompts to check-in. Learn more about managing destinations.
  5. Once you have checked in, you will immediately see that entry under "Current Visitors" within the dashboard Overview in the web administration portal, and a badge will be printed if configured.
  6. From the kiosk application, select "Check Out", follow the prompts to check out, and the web administration portal will update with your departure in real-time.


Tip: When the iPad kiosk is in landscape orientation, make sure the iPad is not tilted too far away from your face during check-in. For more information, see our iPad Kiosk Angle Information document.


Recommended Hardware

Recommended badge printers, visitor badge refills, iPads, and iPad kiosk stands are shown on our Recommended Hardware page. However, feel free to contact a Singlewire Software rep for suggestions or use any existing or desired hardware you may have available. Reference this help article to determine if your existing hardware is compatible here.


Note: Direct badge printing between the iPad kiosk and badge printers is only supported with the Brother QL-series printers shown on the recommended hardware page.


Using the Web Administration Portal to Manage Visitors

If an iPad is not available or ideal for your location, you may also leverage the web administration portal to manage visitors, volunteers, and students. A webcam should be built-in or connected to the computer being used for visitor management. A handheld 2D barcode scanner can also be utilized to scan government-issued IDs.


  1. From the web administration portal, click on "Activities" and then "Check-In Kiosk" from the top-right icon.
  2. Select a destination from the select menu.
  3. Ensure that only the person being checked in is within the focus of the webcam viewfinder.
  4. Click the "Check In" button.
  5. If facial recognition is enabled for your account and the person being checked in is not recognized you will be prompted to enter the information from their identification card; otherwise, enter the visitor's information.
    • A 2D handheld barcode scanner may also be used to fill in the visitor's information.
  6. Optional: check the checkbox for "Validate" if you would like the visitor to be automatically checked in if recognized for subsequent visits.  Note that this does not apply to states where facial recognition storage is prohibited or accounts where facial recognition has been disabled.
  7. A success message will be shown with an option to either "Close" or "Print Badge"
  8. Click "Print Badge" and a box will appear with system print options to print a badge for the visitor using any connected badge printer.
  9. If a badge print option isn't displayed automatically, you can manually print the badge by going to the bottom of the screen and clicking the "Print Badge" icon in the right-hand column of that listed visitor.
  10. To check out the visitor, simply click on the "Check Out" arrow located next to the above-mentioned badge icon, and they will be checked out immediately
  11. If you'd like the desktop/Chromebook/laptop computer to be used as a self-service kiosk, click the "Kiosk Mode" tab. This will lock the browser down to allow visitors to self-serve. Please note that you'll need your user password to exit the Kiosk Mode screen.


Customizing the Contact Email and Reply-to Email Addresses

Visitor Aware lets you customize the reply-to email address and signature used in automated system emails. This makes communication clear for recipients and reinforces your organization's branding. 


Important: The sender of the email will remain Visitor Aware's info@visitor-aware.com, but replies will go to the email address you designate. The Visitor Aware logo will appear in all automated emails.

Steps to Configure the Reply-to Email and Signature:

  1. From the left navigation, go to System Settings |  Organization Profile.
  2. On the Client Settings page, click the Overview tab. 
  3. In the Generic Reply-to Email Address section, enter the email address where you want people to send replies. 
  4. Click the Save button.

Your customized reply-to email and signature will apply to the following automated emails:

  • Volunteer Application success 
  • Volunteer coordinator volunteer application received 
  • Background credits low/empty
  • Background check completed notification
  • Tip status notification
  • Inbound recipient for meeting
  • Banned access attempt
  • Emergency Alert
  • Expected visitor arrived notification
  • LPR warning
  • Automatic student return 
  • Automatic visitor check-in 
  • Package delivery notification
  • Sex offender entry attempt
  • Incomplete expected visitor notification
  • Teacher automatic login link for FR activated
  • Student Resource Officer checkout 
  • Student Resource Officer Entry notification
  • Temporary relationship created notification
  • Unauthorized student signout attempt
  • User password reset
  • User auth token request
  • Flagged volunteer application
  • Volunteer recheck notification


Visitor Aware Welcome Packet

Download your industry-specific Welcome Packet material, which includes a printable "Welcome" door sign and commonly asked Visitor Aware questions with answers document.