Contact Us


Need Help?

System Status | All Products | Training Webinars | Order Supplies | Contact Us
  • All Products
  • Visitor Management
  • Analytics & Reporting  

Reports

Learn how to view run and extract report Visitor, Student, Staff, Substitute and Volunteer data in VMS.

Contact Us


Need Help?

  • Emergency Management Suite
    EMS 24-25 Getting Started Site Setup EMS Webinar Links User Management Features & Functions Analytics & Reporting Troubleshooting EMS Resources 911Cellular: Integrations On-Demand Learning
  • Navigate360 Training Institute
    Getting Started NTI Webinar Links User Management Course Management Analytics & Reporting   Troubleshooting NTI Resources  Release Notes & Updates
  • PBIS Rewards
    Launching PBISR Webinar Links User Management  PBIS Rewards Feature/Function Overview  Analytics & Reporting   Troubleshooting   Hardware / Consumables On-Demand Learning Integrations   Release Notes & Updates  PBIS Rewards Specific Resources 
  • Compass
    Getting Started Webinar Links Data & User Management  Compass Curriculum for Students, Staff, & Families Compass Behavior Intervention Compass Mental Health + Prevention Compass for Florida - Character Ed, Resiliency, & Prevention Analytics & Reporting   Release Notes & Updates  Additional Resources
  • Behavioral Case Manager
    Getting Started Webinar Links User Management  Feature/Function Overview  Analytics & Reporting   Troubleshooting   Release Notes & Updates  Resources / User Guides State Specific Guidance
  • Visitor Management
    Release Notes & Updates  Getting Started Webinar Links User Management  Feature/Function Overview Analytics & Reporting   Troubleshooting   Hardware / Consumables Resources  Integrations
  • School Check In
    Getting Started  SCI Webinar Links User Management  SCI Feature/Function Overview  Analytics & Reporting   Troubleshooting   Hardware / Consumables SCI Resources 
  • ALICE Training Institute
    User Management  ALICE Feature/Function Overview  ALICE Resources  Troubleshooting  
  • Detect
    Getting Started Detect Webinar Links Integrations   Detect Resources  Troubleshooting Release Notes & Updates 
  • Anonymous Tip Reporting
    Getting Started  P3 Webinar Links User Management  P3 Feature/Function Overview  Analytics & Reporting   Integrations   Release Notes & Updates  P3 Resources 
  • Resources
    Notices Downloads SIS Integration Billing
  • Back-to-School
    Character & Culture Detection & Prevention Preparation & Response
+ More

Reports

Visitor Management offers robust reporting for Visitor, Student, Staff, Substitute and Volunteer data.  Click through the below tabs to learn more about how to use reporting to meet your analytical needs.  

Visitors

  1. Log into Visitor Management as a District Admin, Building Admin or Staff User
  2. Navigate to the Reports page by clicking the bar chart icon on the side navigation menu.
    1. Users will land on the Visitors reporting page by default.
  3. Filter on the below data points:
    1.  Building
      1. If a user has access to more than one building in the school district, they will be able to select one or more buildings. 
    2. Date Range 
      1. Users can select from the below preset options or set a custom date range
        1.  Today
        2. Yesterday
        3. This Week
        4. Last Week
        5. This Month
        6. Last Month
        7. Current School Year (July 1st - YTD)
        8. Prior School Year (July 1st - June 30th)
    3. Visitor Type 
      1. Users will be able to select from the visitor types that have been chosen by visitors for the selected buildings within the selected date range. Users are able to multi-select Visitor Types. 
    4. Visitor Search
      1. Once the above filters are set and View Results is clicked, the user will be able to search for the specific visitors that met the filter criteria.
  4. Visitor Count Totals
    1. Users can see the total visitor counts, including for each Visitor Type that was selected for visits during the selected date range. 
  5. Metrics:
    1.  Visitors over time
      1. This metric shows the trend of visitors for the selected date range. If the date range spans longer than seven (7) days, users can click into the chart and then use the keyboard arrow keys to view data for the other dates. 
    2. Reason for Visit by Visitor Type
      1. This metric shows each Reason for Visit type chosen by Visitor Type for the selected date range. If the data spans longer than the frame of the metric, users can click into the chart and then use the keyboard arrow keys to view data for the Reason for Visit Types. 
    3. Persons of Concern
      1. This metric shows the amount of times a Person of Concern tried to enter the school building and if they were denied entry or allowed into the building. If the date range spans longer than seven (7) days, users can click into the chart and then use the keyboard arrow keys to view data for the other dates. 
    4. Check-in Method
      1. This metric shows the check-in method used by visitors when checking into the building.  If the date range spans longer than seven (7) days, users can click into the chart and then use the keyboard arrow keys to view data for the other dates. 
        1. The four (4) methods are:
          1. Manual Check-in
          2. ID Scan
          3. QR Code
          4. Existing Profile - Staff Assisted
  6.  Export Data
    1. Once users filtered their criteria and are ready to export, they can click on the Export button and select from the below file format types:
      1. XLSX
      2. CSV
      3. PDF
    2.  All exported reports for an individual visitor will show the following data for the selected date range:
      1. Check-in Date
      2. Check-in Time
      3. Check-out Date
      4. Check-out Time
      5. Association
      6. Visitor Type
      7. Reason for Visit
      8. Building
      9. Check-in Method
      10. Person of Concern
    3. All exported reports for multiple visitors will be grouped by name. Users will see the following data for each visit on the report:
  1. Check-in Date
  2. Check-in Time
  3. Check-out Date
  4. Check-out Time
  5. Association
  6. Visitor Type
  7. Reason for Visit
  8. Building
  9. Check-in Method
  10. Person of Concern
 
 

Students

  1. Log into Visitor Management as a District Admin, Building Admin or Staff User
  2. Navigate to the Reports page by clicking the bar chart icon on the side navigation menu.
    1. Users can click on the Students tab.
  3. Filter on the below data points:
    1.  Building
      1. If a user has access to more than one building in the school district, they will be able to select one or more buildings. 
    2. Date Range 
      1. Users can select from the below preset options or set a custom date range
        1.  Today
        2. Yesterday
        3. This Week
        4. Last Week
        5. This Month
        6. Last Month
        7. Current School Year (July 1st - YTD)
        8. Prior School Year (July 1st - June 30th)
    3. Grades
      1. Users will be able to select from the grade levels for the selected buildings within the selected date range. Users are able to multi-select grade levels. 
    4. Student Search
      1. Once the above filters are set and View Results is clicked, the user will be able to search for the specific students that met the filter criteria.
  4. Metrics:
    1.  Late Check-in Vs Early Check-out
      1. This metric shows the counts of late check-ins and early check-outs for the selected date range. If the date range spans longer than seven (7) days, users can click into the chart and then use the keyboard arrow keys to view data for the other dates. 
    2. Late Check-ins by Reason
      1. This metric shows each Late Check-in Reason chosen by students for the selected date range. If the data spans longer than the frame of the metric, users can click into the chart and then use the keyboard arrow keys to view data for the Late Check-in reasons. 
      2. Users are able to click on the Go to List link to navigate to the Students with Late Check-ins for the current building they are logged into.
    3. Early Check-outs by Reason
      1. This metric shows each Early Check-out Reason chosen by students for the selected date range. If the data spans longer than the frame of the metric, users can click into the chart and then use the keyboard arrow keys to view data for the Early Check-out reasons. 
      2. Users are able to click on the Go to List link to navigate to the Students with Early Check-outs for the current building they are logged into. 
  5. Export Data
    1. Once users filtered their criteria and are ready to export, they can click on the Export button and select from the below file format types:
      1. XLSX
      2. CSV
      3. PDF
    2.  All exported reports for an individual student will show the following data for the selected date range:
      1. Event Type
      2. Date
      3. Time
      4. Type
      5. Guardian Name
      6. Reason
      7. Building
      8. Grade
      9. SIS ID
      10. Student ID
    3. All exported reports for multiple students will be grouped by name. Users will see the following data for each visit on the report:
      1. Event Type
      2. Date
      3. Time
      4. Type
      5. Guardian Name
      6. Reason
      7. Building
      8. Grade
      9. SIS ID
      10. Student ID
 
 

Staff

  1. Log into Visitor Management as a District Admin, Building Admin or Staff User
  2. Navigate to the Reports page by clicking the bar chart icon on the side navigation menu.
    1. Users can click on the Staff tab. 
  3. Filter on the below data points:
    1.  Building
      1. If a user has access to more than one building in the school district, they will be able to select one or more buildings. 
    2. Date Range 
      1. Users can select from the below preset options or set a custom date range
        1.  Today
        2. Yesterday
        3. This Week
        4. Last Week
        5. This Month
        6. Last Month
        7. Current School Year (July 1st - YTD)
        8. Prior School Year (July 1st - June 30th)
    3. Job Title
      1. Users will be able to select from the Staff Job Titles for the staff members that have checked in and out of the selected buildings within the selected date range. Users are able to multi-select Staff Job Titles. 
    4. Staff Search
      1. Once the above filters are set and View Results is clicked, the user will be able to search for the specific staff members that met the filter criteria.
  4. Statistics - Total Staff
    1. Users can see the total staff members that checked in and out of the selected buildings during the selected date range. 
  5. Metrics:
    1.  Staff Visits
      1. This metric shows the trend of staff visits for the selected date range. If the date range spans longer than seven (7) days, users can click into the chart and then use the keyboard arrow keys to view data for the other dates. 
    2. Staff Time Sheets
      1. This metric table shows the following check-in and check-out details for the staff members that met the filter criteria:
        1. Name
        2. Job Title
        3. Date
        4. Check-in Time
        5. Check-out Time
          1. If the Auto-checkout setting is enabled in Admin Settings, users will see an asterisk that when hovered over shows the following tooltip: *Auto Check-out Time (Individual did not check out)
        6. Building
        7. Total Hours
  6.  Export Data
    1. Once users filtered their criteria and are ready to export, they can click on the Export button and select from the below file format types:
      1. XLSX
      2. CSV
      3. PDF
    2.  All exported reports for an individual staff member will show the following data for the selected date range:
      1. Name
      2. Job Title
      3. Check-in Date
      4. Check-in Time
      5. Check-out Date
      6. Check-out Time
      7. Duration (hours)
      8. Building
    3. All exported reports for multiple staff members will be grouped by name. Users will see the following data for each visit on the report:
      1. Name
      2. Job Title
      3. Check-in Date
      4. Check-in Time
      5. Check-out Date
      6. Check-out Time
      7. Duration (hours)
      8. Building
 
 

Substitutes

  1. Log into Visitor Management as a District Admin, Building Admin or Staff User
  2. Navigate to the Reports page by clicking the bar chart icon on the side navigation menu.
    1. Users can click on the Substitutes tab. 
  3. Filter on the below data points:
    1.  Building
      1. If a user has access to more than one building in the school district, they will be able to select one or more buildings. 
    2. Date Range 
      1. Users can select from the below preset options or set a custom date range
        1.  Today
        2. Yesterday
        3. This Week
        4. Last Week
        5. This Month
        6. Last Month
        7. Current School Year (July 1st - YTD)
        8. Prior School Year (July 1st - June 30th)
    3. Substitute Search
      1. Once the above filters are set and View Results is clicked, the user will be able to search for the specific substitutes that met the filter criteria.
  4. Statistics - Total Substitutes
    1. Users can see the total substitutes that checked in and out of the selected buildings during the selected date range. 
  5. Metrics:
    1.  Substitute Visits
      1. This metric shows the trend of substitute visits for the selected date range. If the date range spans longer than seven (7) days, users can click into the chart and then use the keyboard arrow keys to view data for the other dates. 
    2. Substitute Time Sheets
      1. This metric table shows the following check-in and check-out details for the substitutes that met the filter criteria:
        1. Name
        2. Date
        3. Check-in Time
        4. Check-out Time
          1. If the Auto-checkout setting is enabled in Admin Settings, users will see an asterisk that when hovered over shows the following tooltip: *Auto Check-out Time (Individual did not check out)
        5. Substituting for
        6. Building
        7. Total Hours
  6.  Export Data
    1. Once users filtered their criteria and are ready to export, they can click on the Export button and select from the below file format types:
      1. XLSX
      2. CSV
      3. PDF
    2.  All exported reports for an individual substitute will show the following data for the selected date range:
      1. Name
      2. Check-in Date
      3. Check-in Time
      4. Check-out Date
      5. Check-out Time
      6. Duration (hours)
      7. Substituting For
      8. Building
    3. All exported reports for multiple substitutes will be grouped by name. Users will see the following data for each visit on the report:
      1. Name
      2. Check-in Date
      3. Check-in Time
      4. Check-out Date
      5. Check-out Time
      6. Duration (hours)
      7. Substituting For
      8. Building
 
 

Volunteers 

Note: This functionality is only available if the Volunteer Management module was purchased.

 
  1. Log into Visitor Management as a District Admin, Building Admin or Staff User
  2. Navigate to the Reports page by clicking the bar chart icon on the side navigation menu.
    1. Users can click on the Volunteers tab. 
  3. Filter on the below data points:
    1.  Building
      1. If a user has access to more than one building in the school district, they will be able to select one or more buildings. 
    2. Date Range 
      1. Users can select from the below preset options or set a custom date range
        1.  Today
        2. Yesterday
        3. This Week
        4. Last Week
        5. This Month
        6. Last Month
        7. Current School Year (July 1st - YTD)
        8. Prior School Year (July 1st - June 30th)
    3. Volunteer Search
      1. Once the above filters are set and View Results is clicked, the user will be able to search for the specific volunteers that met the filter criteria.
  4. Volunteer Count Totals
    1. Users can see the total volunteer counts, including amount of events and hours served during the selected date range. 
  5. Metrics:
    1. Volunteer Time Sheets
      1. This metric table shows the following check-in and check-out details for the volunteers that met the filter criteria:
        1. Name
        2. Date
        3. Check-in Time
        4. Check-out Time
          1. If the Auto-checkout setting is enabled in Admin Settings, users will see an asterisk that when hovered over shows the following tooltip: *Auto Check-out Time (Individual did not check out)
        5. Event
        6. Building
        7. Total Hours
  6.  Export Data
    1. Once users filtered their criteria and are ready to export, they can click on the Export button and select from the below file format types:
      1. XLSX
      2. CSV
      3. PDF
    2.  All exported reports for an individual volunteers will show the following data for the selected date range:
      1. Check-in Date
      2. Check-in Time
      3. Check-out Date
      4. Check-out Time
      5. Event
      6. Hours Served
      7. Building
    3. All exported reports for multiple volunteers will be grouped by name. Users will see the following data for each visit on the report:
      1. Check-in Date
      2. Check-in Time
      3. Check-out Date
      4. Check-out Time
      5. Event
      6. Hours Served
      7. Building
 
 

 

reports vms visitor management reports menu view reports export as excel student data building data vms reporting vms report vms reports

Related Articles

  • How to Add/Edit School Information
  • Visit Time Settings
  • Schedule Email Reports
  • All Products | Training Webinars | Order Supplies | Contact Us
  • ©2024 Navigate360

Definition by Author

0
0
Expand