There are a few things to note when it comes to assigning emails to your volunteer population. There are two emails that may be assigned to a volunteer:

  • Volunteer portal login credential and volunteer communications
  • Student information system guardian data
    • This is only valid if a SIS has been integrated with Visitor Aware and that volunteer is listed as a guardian within that system


Volunteer Portal Login Email Address:

During the volunteer application process, one of the pieces of information that is collected is an email address from the applicant. Upon that applicant's approval, this will be the email that will be used to login to the volunteer's Visitor Aware portal.


To view or update this email address, follow these steps:

  1. Navigate to the volunteer's profile by searching for them (https://app.visitor-aware.com/volunteer-list)
    1. Make sure you have the correct location selected, or to view profiles across all locations, click the "All" link
  2. Once you've located the volunteer's profile, click their photo or click the gear icon to "View Volunteer Profile"
  3. Click the "Volunteer Actions" drop down menu and select "Modify Email Address"
  4. Within the prompt input you can update or reference the volunteer's login email


SIS Guardian Data:


If a client has chosen to integrate their student information system with Visitor Aware, it's possible that 2 different emails may be associated with the volunteer and listed on their profile in some way. Above section detailed how to track down the volunteer's email that will be used for logging into their portal. Now we will discuss where the guardian data gets populated if an email is provided for a guardian record.


To reference the email that is populated through the SIS data import, follow these steps:

  1. Navigate to the volunteer's profile by searching for them (https://app.visitor-aware.com/volunteer-list)
    1. Make sure you have the correct location selected, or to view profiles across all locations, click the "All" link
  2. Once you've located the volunteer's profile, click their photo or click the gear icon to "View Volunteer Profile"
  3. On the "Profile" tab, there is an "Email" section as shown below
  4. This email, if populated, has been imported via the SIS connection and is only used for Family Reunification related processes/communications.
  5. To permanently update this email, go through the SIS to make any changes; otherwise this information will be overwritten upon the next data sync


Important Notes:


If an individual is a volunteer, guardian, and/or a direct Visitor Aware system user you may run into some issues related to the user access privileges associated with this individual/email address.


There can only be one user login portal associated to one email address. This is a one-to-one assignment meaning that a volunteer cannot use the same email to access their volunteer portal AND sign into the Visitor Aware client account as an employee/user.


For these scenarios, we suggest that a personal email be used/assigned for volunteer portal login access and the work/client email be used to grant login access from the client/organizational side.


If a work email was originally used during the volunteer approval process, follow the steps laid out in the "Volunteer Portal Login Email Address" section above to update the volunteer's email to their personal email address. This will be used to log into their volunteer portal.


You can then go in through the "System Settings" -> "Users" -> "New User" left hand navigation to add the work/employee email to grant them access to their Visitor Aware web admin portal.


For additional information related to adding Visitor Aware users, please follow this link: https://visitoraware.freshdesk.com/support/solutions/articles/43000707164-adding-users-and-sso-options