Visitor Aware | Singlewire Software

After registering for a client account with Visitor Aware, you will have access to your administrative options through the online dashboard. The client will designate what functions each user will have access to pending on the user's role within their facility. However, we will still discuss the entire dashboard layout here even though a particular user may not be able to access all of these functions.

Once you have signed into your account, you will see a screen that has a navigation bar on the left, a header across the top, and your active viewing screen to the right of the navigation bar.  These will be your 3 main components to navigate through your online dashboard.

If you would like to go through an automated tour, this is available through the top right menu located under your name through the "tour" link.

Left Navigation Bar

There are 4 main headings within the left navigation bar:

1. Dashboard 

Overview: 

This is the main screen that will give you a quick visual overview of visitor statistics and facility activities. Across the top, you will see a running tally of your overall visitor count, the number of visits, pending volunteers, volunteers, and total volunteer hours. By clicking on these icons, you will be quickly navigated to the corresponding tab (that would otherwise be located through your left navigation bar). 

Today's Visitors

Below the icons, you'll find the "Today's Visitors" section categorized as "Active", "Departures", and "All" tabs for quick reference charts. Here you can flip between seeing current visitors (Active), students that are currently signed out (Departures), or if you click "All" you will be directed to the "All Visits" page to see a list of all visits that have transpired within your facility. If you'd like a copy of the list shown, you can select which format you'd like to receive that list in on the top right: Copy, CSV, Excel, PDF, or Print. 

Additional Charts

Below the "Today's Visitors" chart lies additional visual references: a visits by hour chart, top destinations chart, and frequent visitors listing. You also have a map displaying where your check-in devices are being used and where they are physically located. The chart displays the facility's most frequent visitors while the map displays the locations of the facilities' check in devices.

2. People

Visitors:

All custom visitor types are displayed under this heading. These provide quick links to individuals who have been assigned this specific type/category of visitor.

Volunteers:

Volunteers are listed under this category. View their approval status, search, view, edit, or delete the associated volunteer through the available options from this page either directly or through the settings gear link.

All Volunteers

Within this chart, you'll find all volunteers associated with the current school location that you're viewing. In order to see all volunteers within the district, click "All" in the top right corner. To view any volunteer's profile, either click their photo or click the gear icon to view their profile.

Pending Volunteers

If there are volunteers that have submitted a volunteer application or have not yet fully been approved, they will be listed within this chart. Click into their profile to approve or deny their volunteer status.

Students:

Under this heading, you're able to view all students, add a new student, view the student tardy list, or record a student tardy.

View Students

Here is a chart of the students that are assigned to the current school location listed at the top of your screen.

Add Students

If you have a student that you'd like to manually add to your school location, you are able to do so through this screen.

Tardy List

If the school is using the tardy function through Visitor Aware, all tardy instances will be listed in this chart.

Add Tardy

Student tardy instances are recorded within this screen.

Court Orders:

This heading allows you to view all court orders that have been entered into the facility's database as well as record a new court order for visitors to be screened against upon entry.

3. Visits

All Visits:

All visits are listed for this specific location. You may also query the data within a specified date range and search for all visits associated to one visitor by searching for their name. Within this screen you can view data records for all visits, all departures (student sign-outs), active visitors, and active departures.

Batch Check In:

This feature allows you to batch check in visitors for any reason the school deems it necessary. Select visitors, destination, date, and time to be checked in.

4. Parent Pickups 

Pending Pickups:

See a list of students that have been requested within the chart located on this screen. Tap the "Manually Queue Students" button to request a pickup and tap "Enter Scan Mode" to scan guardian QR codes to queue approved students for that particular guardian.

Scan Mode:

This feature is ideal to use from a mobile device to scan guardian QR codes. Tap "Scan QR Code" to begin scanning.

Completed Pickups:

View a list of completed pickups within this chart.

5. Emergencies

View All:

View a list of all emergencies or drills that have been completed for this school location. Click on the status to view all information collected for the associated incident.

6. Family Reunification

View All:

All instances of family reunification are listed within this chart.

New Reunification:

Create/initiate a new reunification process

Staging Areas:

View and add all current staging areas

Action Plans:

Area to upload action plans related to family reunification

7. Tipline

All TIps:

Lists all tips that have been submitted. Click into a tip to view details and escalate if needed or close out.

Pending:

New tips that do not have an assigned status are listed here.

Follow Up:

Tips that have been assigned as in the "follow up" stage are listed here.

Flagged:

Tips that have been assigned the "flagged" status are listed here.

Closed:

Tips that have been closed out are listed here.

8. System Settings

Manage Locations:

All Locations

A list of all school locations with the ability to edit or delete.

New Location

Add a new school location within the district here.

All Destinations

View and manage all customizable destinations that your visitors can choose from upon check-in.

New Destinations

Add a new destination for your visitors to check into.

Volunteer Functions

View and manage all customizable volunteer functions that your volunteers can choose from upon check-in.

Volunteer Settings:

Overview

This screen provides a calendar view of all the upcoming volunteering functions along with current stats. 

Volunteer Functions

       View a list of all volunteer functions here.

New Function

Quickly add a new volunteering function.

Synchronize Calendars

Sync calendars to quickly and easily plan volunteering opportunities around events shown on all school calendars.

Users:

Add User

All users that have been added to a client's account are listed here. Click the gear icon to edit, reset password, or delete the user.

New User

This is where the client can add a new user. There are many options that will need to be set through this process, but that is described in detail within the Creating Users article.

Settings:

Organization Profile

Through this screen, you're able to update the client/facility information.

Device Settings

Manages global settings that will apply to the dashboard as well as those that will apply towards all check in devices.

Content Settings

Manage content within Visitor Aware that can be customized within this screen.

Security Settings

Enable or disable national sex offender checks and/or watchlist checks from this screen. Choose to require valid drivers licenses, duration after first check to re-validate visitors, prevent users from logging into multiple devices, automatically remove visitors after specified duration and specify a time that visitors will be automatically signed out each day.

Volunteer Settings

Enable or disable the volunteer management side of Visitor Aware through this screen. If enabled, you are able to create a customized volunteer application form for your facility. The "Public Volunteer Application URL" can be copied and pasted anywhere that your facility will provide a link to the public to access your customized volunteer application form.

Visitor Types

Manage visitor types that have already been made through this tab. There is also a link that can be used to create more visitor types.

Manage Roles

Managing and/or adding user roles along with their associated access privileges can be done through this screen. By scrolling down, you will see each role that can be assigned to a user. When a box is checked, it gives that specific role and thereby any user that is assigned that role, access to those features. Be sure to hit the save button to save any changes.

Manage Class Periods

Setup and manage class periods for each school location within this screen. This comes into play with our family reunification feature to account for every student in the case of an emergency.

One Roster Connection

Manage your One Roster API connection through this screen.

Background Checks

Purchase tokens in advance for volunteer background checks.

Clear Records

All facial recognition data is stored for all visitors (except in states where it is not lawful to do so). If a point arrises where the facial data needs to be deleted, you may do so through this tab. Only facial data is deleted, not visitor profiles. Student records can also be deleted here.

Import Resources

To make the transition easier to Visitor Aware, we have provided templates and a bulk importation function through  this screen. The templates are provided towards the bottom of the screen and you're able to import that data through the associated designate file format through the top portion of the screen.

Event History:

This screen displays a log of all user activities specific to each location: login, logout, security checks, visitor validations, profile views etc.

Header Navigation Bar

There are 4 main options within the header navigation bar as shown below.

1. Emergency

This button gives users access to trigger an emergency at their facility. If this button is pressed and an incident is triggered alerts go out pending each user's preferences. Please Note: This feature can be integrated with InformaCast Fusion for incident management and mass notification.

2. Current Location Name (Example: "Visitor Aware Office")

The current location being displayed in the upper right hand corner of the web admin dashboard allows the user to know which location they are currently looking at. This is also where you'd click to switch your location if the user has access to additional locations that exist for your client account.

3. Activities 

This menu provides quick access to the following features as long as they're enabled for the account:

• Check in visitors via their web browser
• Batch check in visitors (future date/time)
• Visitor Self Registration (remote profile creation/screening)
• Pre-screen visitors (complete visitor screening without profile creation)
• Bulk print visitor specific QR codes
• Volunteer application (client/district-wide form)
• Student tardy
• Add dismissal note (available with the Student Manager module)

4. User Name 

Within this heading, users will have access to their personal settings as well as a couple other beneficial features:

Settings

Customize your own user settings through this option

Helpdesk

Access Visitor Aware's online help desk articles to assist you with any feature questions you may encounter.

Support

An service representative is one ticket submission away. Submit a request for support through this screen and a representative will reach out to assist.

Download for iOS

This link takes you to the Apple App Store where you can download the Visitor Aware check-in application for your Apple mobile devices.

Print Helper

Click this link to begin downloading the Visitor Aware printer desktop application that allows check-in kiosks to print directly to printers that require a hard wired connection to a desktop or laptop computer.

Logout

Click here to logout of your user account.

All of the before mentioned features are explained in further detail through additional help articles provided within Visitor Aware's help desk database.