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


  • Web-Based Check-in 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 and a computer with a webcam. 


Step 1: Navigate to Check-in Kiosk


  1. Navigate to: https://app.visitor-aware.com/ and login if you haven't already
  2. Under the "Activities" menu on the top right (next to your name), click "Check in Kiosk"
  3. You may also navigate directly to: https://app.visitor-aware.com/visitor-kiosk
  4. Make sure your current location is selected if you have multiple locations available.  This is a select menu next to "Activities" when available at the top right of the screen
  5. If you're using Chromebooks or your visitors are checking themselves in and out, click the "Kiosk Mode" button on the top right.  This will lock Visitor Aware to only the self-managed check-in screen.


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: Check-In Visitors


There are 2 ways to check in visitors.


Checking in Visitors from Your Computer

In "assisted" mode, where you are responsible for checking visitors in and out, you'll need a webcam to point at the visitors, and a USB barcode scanner (if used).


  1. From the web check-in kiosk, select "Visitor Check-In"
  2. Be sure the visitor is in the view of the camera
    1. Ensure there is only a single person in the camera view
  3. Select the destination at your location the visitor is headed
  4. Tap "Check In"
  5. If they haven't checked in previously, additional fields will be shown for name, sex, address, etc...
  6. If using handheld barcode scanners, scan the back of their driver's license, or type their information in from their driver's license
    1. If you typed in their information manually, check the box that says "Mark Visitor as Validated?".  This enables facial recognition check-in/out for the visitor so that during subsequent visits no driver's license will be required.  Note: this feature is not available in NY or FL, or when facial recognition is disabled for your account.
  7. Tap "Check in" again
  8. A badge will automatically print upon check-in success and you're done!


Visitors Checking Themselves in Using Kiosk Mode

In self-managed Kiosk Mode, where the visitor is responsible for checking themselves in and out, repeat the steps shown in step 1 to log in and navigate to the web-based check-in kiosk.


Visitors will then:

  • Take their photo
  • Chose any destination to indicate where in your building they intend to go
  • Tap "Check In"
  • If they haven't checked in previously, additional fields will be shown for name, sex, address, etc...
  • If using handheld barcode scanners, they scan the back of their driver's license, otherwise, they can type in their information manually
  • Tap "Check in" again
  • A badge will automatically print to the printer at your computer upon check-in success.  Hand the badge to the visitor, and you're done!


WHAT IF ......


What if a sex offender or other banned individual attempts to check THEMSELVES 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 I try to check in someone who is banned or is found on a sex offender registry?

  • What the visitor sees: Nothing.
  • What you see: In 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


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

  • 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 I attempt to release a student to a parent that they are not allowed to sign out?

  • What you see: You will see a large overlay explaining that the visitor does not have an association with the student
  • What to do: Follow district protocols. Notifications have already been sent to the appropriate personnel by the time you see the alert




If a badge does not automatically print, make sure that the Desktop Print Helper application is running, and has the same location selected as what you see in the web admin.