This feature allows employees to check in and out using their employee ID, which streamlines the check-in and check-out process. Employees are considered a type of visitor in the system. This process requires you to import or manually set employee ID numbers and match them to employee profiles. 


Considerations

You will import employees as visitors with an employee ID number. Employee ID numbers should correspond to the values or barcode from employee ID cards or other identification scanned for entry.

  • Employees can check in at both staff-assisted and self-serve kiosks
  • Employees can enter their employee ID manually or by scanning a barcode on their employee badge, if available


Important: Employee check-in bypasses the visitor screening process. If your organization needs to screen staff against external databases (e.g., FBI, Interpol, National Sex Offender Registry), instruct them to check in as visitors, not as employees, using their employee ID.


Steps

Importing Employee Information

  1. Download the employee template:
  • From the left navigation panel, go to System Settings |  Data Management | Import Resources, and scroll to the Employees section. 
  • Download the template. 
  1. Fill out the template with the necessary employee information, including their employee ID.
  2. Import the completed template.
  • If a visitor type of "Employee" does not exist, one will be created when the employee template is imported.


Note: If staff have previously checked in as a visitor and the imported information matches the profile's information that's on file, the employee ID and the Visitor Type "Employee" will be added to the existing profile.


Additional Note: The visitor template can be used to import employee IDs when employees are also guardians synced through ClassLink or a Student Information System. A visitor type of "Employee" must already exist or be created before importing the visitor template.


Employee Checks in Using Secure Kiosk Mode (Employee Self-Service)

  1. Go to the web kiosk: https://app.visitor-aware.com/visitor-kiosk or from the Dashboard, click the Check-in Kiosk button.
  2. Click the Employee Check-In link.

Note: This link appears after employee IDs are imported or added manually. Employee check-ins do not require or list a destination; an employee icon will appear next to the employee's information.

  1. Use the built-in camera, a 2D handheld scanner, or manually type in the Employee ID number.
  2. Click the Check-in button.


Staff Assists Employee to Check-In (Web Kiosk)

  1. Under Employee Photo, from the Select a Camera dropdown menu, select a camera if you use more than one camera (if more than one camera is enabled)

Note: This link appears after employee IDs are imported or added manually. Employee check-ins do not require or list a destination; an employee icon will appear next to the employee's information.

  1. Click the Employee Check-In link to check them in using their employee ID. This option will only appear if this feature is enabled.
  2. Use the built-in camera, a 2D handheld scanner, or manually type the Employee ID number.
  3. Click the Check-in button.

Note: Employees can check in using the Employees button on the Visitor Aware Check-in iPad Kiosk App. 


Employee Check-Out

  1. In the web kiosk, click the Check-out tab.
  2. Use the built-in camera, a 2D handheld scanner, or manually type the Employee ID number.
  3. Click the Employee Check-Out link.


Former Employees

In the event you need to revoke employee access for check-in and check-out and revert the employee to visitor status, follow these steps:

  1. From the left navigation panel, go to People | Visitors | Employees. 
  2. Locate the former employee’s profile and click their image or name. 
  3. From the Profile tab (default) in the Employee ID field, delete the Employee ID. 


The screen auto-saves. The former employee will be treated as a visitor (if your organization needs to screen staff against external databases e.g., FBI, Interpol, National Sex Offender Registry) when they check-in or check-out.