To make it easier to get started with Visitor Aware, a resource import is available within the web dashboard ( https://app.visitor-aware.com/client-settings/import-resources), and allows for immediate importing of most major existing records.
Available import types are:
- Users
- Locations
- Destinations (available selections for visitors checking in)
- Volunteers
- Volunteer Events (available selections for volunteers signing in)
- Court Orders
- Students
- Visitors
File Format Specifications and Requirements
Each file has specific headers that must be included, as well as specific data fields which must be present and valid in order to successfully import both through SFTP, and direct uploads.
For information on direct sync with SFTP, see the article here: https://visitoraware.freshdesk.com/support/solutions/articles/43000556260-setting-up-direct-sync-with-sftp
Users
Column Header | Required | Format | Notes |
Yes | String | Associated with the user's account for login | |
Name | Yes | String | |
Phone | No | Integer | Used for incident notifications, and SRO notifications |
Active | No | Boolean | 1 for active, 0 for inactive |
Locations
Column Header | Required | Format | Notes |
Name | Yes | String | Must be unique |
Address | Yes | String | Must be unique for the account |
City | Yes | String | |
State | Yes | String | 2 Character state abbreviation |
Zip | Yes | Integer | Numeric zip code. Zip codes prefixed with "0" may be sent as string |
School ID | Yes | String | School ID associated with records in SIS for data mapping. |
Active | No | Boolean | Inactive locations are not available for check in |
Phone | No | Integer | Optional; used for Visitor Aware support and internal district purposes only |
Location Destinations
Column Header | Required | Format | Notes |
Destination | Yes | String | Shown to visitors when checking in |
Notes | No | String | Optional, used for internal purposes only |
Active | No | Boolean | Inactive destinations are not shown to visitors for checking in |
Volunteers
Column Header | Required | Format | Notes |
Yes | String | Used for volunteer portal login access and email notifications | |
Active Login | No | Boolean | If inactive, the volunteer will not be able to log in to the volunteer portal |
Phone | No | Integer | For district use only; not used by Visitor Aware |
Last | Yes | String | Volunteer last name |
First | Yes | String | Volunteer first name |
Middle | No | String | Volunteer middle name |
Sex | Yes | Enumeration | M/F/X |
Address | Yes | String | Volunteer street address |
City | Yes | String | Volunteer city |
State | Yes | String | 2 Character state abbreviation |
Zip | Yes | Integer | Numeric zip code. Zip codes prefixed with "0" may be sent as string |
DOB | Yes | Date | Volunteer date of birth |
Approved Volunteer | No | Boolean | Automatically mark imported volunteers as approved (default is "Pending") |
School IDs | Yes | String | Comma separated list of School IDs; associated with the "Locations" School ID field |
Volunteer Functions
Column Header | Required | Format | Notes |
Label | Yes | String | Shown to volunteers when selecting destinations |
Details | No | String | Long text description of the events. Shown on signup forms for this event |
Start Date | No | Date | 4/19/2020 format |
Start Time | No | Time | 08:30 AM, 3:45 PM format |
End Date | No | Date | 4/19/2020 format |
End Time | No | Time | 08:30 AM, 3:45 PM format |
Active | No | Boolean | "1" for active and shown on check in and sign up forms, "0" for inactive and hidden |
Court Orders
Column Header | Required | Format | Notes |
Case ID | Yes | String | Case ID provided on the legal documents |
First | Yes | String | First name associated with the court order |
Last | Yes | String | Last name associated with the court order |
DOB | Yes | Date | Date of birth associated with the court order |
Details | No | String | Any applicable notes, stored, not shown |
Active | No | Boolean | Defaults to "1", if court order is active, the visitor will be prohibited from checking in |
Notify | No | Boolean | Defaults to "1", determines if notifications should be sent when an entry attempt occurs |
Students
Column Header | Required | Format | Notes |
Student ID | Yes | String | sourcedId or unique identifier for the student |
First | Yes | String | Student first name |
Last | Yes | String | Student last name |
School ID | Yes | String | School ID associated with the "Locations" School ID field |
DOB | No | Date | Student date of birth. Used for district purposes only. |
Grade | No | String / Integer | Student grade. Used for district purposes only. |
Teacher | No | String | Student's teacher. Used for district purposes only. |
Room Number | No | String / Integer | Student room number. Used for district purposes only. |
Self Signout | No | Boolean | Student self sign out at kiosk. Unused at this time. |
Notes | No | String | Student notes. Used for district purposes only. |
Visitors
Column Header | Required | Format | Notes |
First | Yes | String | Visitor first name |
Middle | No | String | Visitor middle name |
Last | Yes | String | Visitor last name |
DOB | Yes | Date | Visitor date of birth |
Address | No | String | Street address |
City | Yes | String | Visitor City |
State | Yes | String | 2 Character state abbreviation |
Zip | Yes | Integer | |
Country | No | Enumeration | USA / CAN |
Sex | Yes | Enumeration | M/F/X |
Students | No | String | Comma separated list of student IDs (see "Students" 'Student ID" column) |
Formatting Requirements
Each import has distinct required columns which are represented in the import templates below, as well as shown with the description for each import type shown on the resource import page within the administration area (https://app.visitor-aware.com/client-settings/import-resources).
In the event that an invalid import is detected, your records will not be imported and an error message will be shown, otherwise you will be shown a list of imported resources after successful import completion!