Visitor & Emergency Management Integration
Discover how to effectively integrate visitor management with emergency protocols to enhance security and response efficiency.
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The Visitor Management (VM) and Emergency Management (EM) Integration allows visitor information from Visitor Management to be available in Emergency Management during emergencies and reunification events. This integration also provides VM users with quick access to Emergency Management alarm functionality without leaving Visitor Management.
This article is intended for District, Building, and Staff users who utilize both Visitor Management and Emergency Management.
Prerequisites
Before using this integration:
- The account must have both Visitor Management (VM) and Emergency Management (EM) enabled.
- Rapid Alarms must manually be enabled within Emergency Management for any sites not connected to Clever/Classlink site.
- No additional setup is required for eligible sites. The integration is enabled automatically and can not currently be disabled.
Overview of the Integration
When a Visitor Management site is connected to an Emergency Management site with Rapid Alarms enabled, users gain access to Emergency Management capabilities directly from Visitor Management.
Key benefits include:
- Start an Emergency Management alarm directly from Visitor Management without switching applications.
- View Emergency Management alarm banners directly within Visitor Management.
- Automatically send visitor attendance information to Emergency Management during emergencies.
Alarm Activation from Visitor Management
You can initiate an Emergency Management alarm directly from Visitor Management.
- Navigate to Visitor Management.
- On the bottom left menu, select the available Emergency Management alarm option. (bell icon)
- Select the desired alarm.
- Confirm the alarm activation.
Result: The configured Emergency Management alarm workflow begins immediately.
Important: Alarm types, alarm flows, and response actions are controlled by Emergency Management configuration. Visitor Management uses the existing Emergency Management settings.
Alarm Notifications and Banners
When an Emergency Management alarm is activated, Visitor Management displays a banner indicating the active event.
Banner types include:
| Alarm Type | Banner Color |
|---|---|
| Alarm Mode | Red |
| Drill Mode | Blue |
| Training Mode | Blue |
Visitor Emergency Accountability
If visitor messaging is enabled, visitors receive a text message when they check in.
The message informs the visitor that:
- They have been added to Emergency Management accountability tracking.
- They will be accounted for during an emergency.
Important Information About Visitor Text Messages
- A valid mobile phone number is required.
- The visitor receives a message each time they check in after a mobile number has been provided.
- Visitors do not receive additional emergency texts related to alarm activations.
- Visitors do not receive alarm notifications when an Emergency Management alarm is triggered.
- Notifications can not currently be turned off with the integration in place.
Visitor Data Included in Emergency Management
When an alarm is triggered, visitor information from Visitor Management is sent to Emergency Management and appears in the Roll Call module.
Visitors may appear in Roll Call if they:
- Checked in on a previous day and remain checked in.
- Checked out during the current day.
- Are currently checked in.
Data Included
Only visitor-related data is shared with Emergency Management.
Important: Student and staff check-in/check-out information from Visitor Management is not currently used by the Emergency Management integration.
Reunification Guardian Integration
Emergency Management reunification workflows include visitor/guardian-related information from Visitor Management.
Custody Notes
During reunification:
- Custody Notes are displayed for students who have custody information documented.
Block-Listed Guardians
During reunification, if a selected guardian is on the Visitor Management (VM) block list, a warning pop-up will be displayed before the student is reunited with that guardian.
Additional Notes
- Block list warnings are displayed within the Mobile App - Reunification workflow.
- If a student has only one guardian and that guardian is block listed, the guardian must be removed from the Visitor Management block list before pickup can proceed.
Troubleshooting
| Symptom | Possible Cause | Resolution |
|---|---|---|
| Emergency Management options do not appear in Visitor Management. | Emergency Management is not enabled, or Rapid Alarms is not enabled. | Verify Emergency Management and Rapid Alarms are configured for the site. |
| Visitors are not receiving check-in texts. | Mobile number is missing or messaging is not enabled. | Verify the visitor has a valid mobile number and that visitor messaging is enabled. |
| Visitors do not appear in Roll Call. | Visitor data synchronization or check-in status issue. | Verify the visitor's check-in/check-out status and confirm an alarm was activated. |
| Guardian warning does not appear during reunification. | Guardian is not on the Visitor Management block list. | Verify the guardian has an active block list entry in Visitor Management. |