This article explains the process of using Visitor Aware to check visitors in and out using the following configuration:


  • iPad Kiosks for visitors to check in and out
  • USB-connected Dymo or other badge printers


The following instructions assume you have an existing and active Visitor Aware account with a username and password. 


Step 1: Open Check-in Kiosk on the iPad


  1. On your iPad check-in station, open the Visitor Aware application
  2. Sign in using your VIsitor Aware email address and password if the application is showing a login screen
  3. Make sure your current location is selected if you have multiple locations available.  
    1. Tap the gear icon on the bottom right
    2. Tap "Locations"
    3. Tap on your current location


Step 2: Open the Print Helper Application


  • For badges to print automatically, go to your Applications folder on your computer, and open the "Visitor Aware Print Helper" application.
  • Already signed in, or is the application already open?
    • Do nothing
  • Login Screen?
    • You can sign in using your preferred Visitor Aware email address.  This will email an authentication token to you.  Enter the authentication token to complete the sign-in.
    • Click on "Printer Settings" and select your badge printer (note: only printers available to the computer will be shown here), then click the "Test Print" button toward the bottom to ensure it's available and working properly
    • Click on "Locations" and select your current location if you have more than one available



Step 3: Support Visitors Checking In

Using the iPad kiosk, you may receive questions from visitors or need to direct them to the check-in stations.  Otherwise, visitors are responsible for checking themselves in and out using the following steps:

  • Tap "Visitors"
  • Tap "Check In"
  • Chose any destination to indicate where in your building they intend to go and tap "Next"
  • Take their photo
  • Tap "Check In"
  • If the visitor has checked in previously using a driver's license, they'll be checked in, and a badge will be automatically printed on the printer connected to your computer
  • If this is a new visitor that hasn't been to your location before:
    • The visitor will be prompted to take a picture of the front of their ID, and then scan the barcode on the back.  This uses the rear camera on the check-in kiosk.
    • They'll be checked in, and a badge will automatically be printed on the printer connected to your computer


WHAT IF ......


What if a visitor doesn't have a driver's license?

  • What to do: If the feature is enabled, on the "Take a picture of the front of your identification" screen, there will be a link below the button that says "No Driver's License or State Issued ID? Click here"
    • The visitor may tap this link, then fill out their information manually
    • Note: Upon return visits, visitors who do not scan an identification card will be prompted for their identification on every visit unless you navigate to their visitor profile from the Visitor Aware administration portal, then from the security menu click, "Enable Facial Recognition"


What if a sex offender or other banned individual attempts to check in?

  • What the visitor sees: "Please contact the operator for assistance"
  • What you see: From the Visitor Aware admin portal, you will see a large overlay explaining that the visitor has been banned/flagged, and their photo
  • What to do: Follow district protocols. Notifications have already been sent to the appropriate personnel by the time you see the alert, and before the visitor was told to ask you why their check-in didn't work


What if a parent attempts to sign out a student that they are not allowed to sign out?

  • What the visitor sees: "You are not authorized to sign out [name here]"
  • What you see: From the Visitor Aware admin portal, you will see a large overlay explaining that the visitor has attempted to sign out a student that they don't have an association with, and their photo
  • What to do: Follow district protocols. Notifications have already been sent to the appropriate personnel by the time you see the alert and before the visitor is shown a denied screen


What if a badge doesn't print?

  • What to do: Make sure that the Desktop Print Helper application is running, and has the same location selected as what you see in the web admin.  You may then click the badge icon next to the visitor from your Visitor Aware dashboard to print their badge manually.