Importing Resources : Visitor Aware | Singlewire Software

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
Email	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
Email	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!

Importing Resources Print