Visitor & Volunteer Management
Resources for Back-to-School Success
- Emergency Management Suite
- Preparation & Response Training
- PBIS Rewards
-
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 Compass for Texas - Character Ed Analytics & Reporting Release Notes & Updates Additional Resources
- Behavioral Case Manager
- Visitor Management
- School Check In
- ALICE Training Institute
- Detect
- Anonymous Tip Reporting
- Resources
- Back-to-School
Back-to-School Refresher Training
To ensure returning and new product administrators are well-positioned for the new school year, we have set up weekly training sessions to review key features, functionality, and best practices.
To register for one of these sessions, click on the subject heading and select a topic of interest.
Note: Both upcoming live and on-demand are available.
Visitor Management Admin & Staff User Training
Join our Navigate360 Subject-Matter Experts for a training webinar on Navigate360’s Visitor Management System (VMS). Learn more about key features, functionality, and best practices for using VMS throughout your school district.
Intended Audience: Admin & Staff
Keep an eye on your inbox as access to webinars will be delivered via email. If you are not seeing an email come through, click here for registration notification troubleshooting steps.
Not able to join us for a live session? Register for an On-Demand recording for Visitor Management Admin & Staff User Training.
All sessions are in Eastern Standard Time.
June 17th: 10AM
Back-to-School Checklist
⏹️ Check your rosters Navigate360 will resume syncing with your Student Information System the week of July 29. This is for those integrated through Clever or ClassLink. Starting Friday, August 2, please check that your rosters appear correct. If the information is not correct, please verify that your information is correct with your SIS administrator. Then please contact Navigate360 Tech Support at tech@navigate360.com.
⏹️ Test Hardware Make sure all your hardware is working properly. Test the ID scan and print a badge. Order printer supplies, if needed. Need help? Access our printer and camera troubleshooting guides.
- For DYMO 450 & 550 Printer Set Up, click here
- For DYMO Wireless Printer Set Up, click here
- ID Scanner Drivers & Software Install, click here
- 2D Scanner Set Up, click here
⏹️ Review users and notification settings. Review which users have access (District or Building-level access) and their Alert Notification settings, located in Admin menu, accessible by both District and Building Admins. Ask users to confirm their phone number for text notifications.
- For User Management, click here
- For Notification Management, click here
⏹️ Review your settings to reflect custom policies and options such as restricted persons policy, self-serve messaging, visit length thresholds, and visitor & student types/reasons, all located in “Admin Settings.”
- For information on managing reasons for a visit, click here
- For information on managing reasons and visitor types, click here
⏹️ Run and extract any needed reports from the last school year.
- For information on how to run and extract a report, click here
- For more information on how to schedule email reports, click here
⏹️ Check your email filters. Ensure the navigate360.com domain is allowed in your district email/spam filters to ensure you receive important communications.
⏹️ NEW! Print out Visitor Check-in posters
- To print out a Visitor Management poster for Visitors, download the option that best meets your needs:
Welcome Poster - Self-Serve Kiosk Check-in and Badge Printing
Welcome Poster - Self-Serve Kiosk Check-in with Front Office Badge Printing
Back-to-School Tips & Tricks
The 2024-25 back-to-school season will be here before you know it! Our product experts have created these helpful tips to help you start the new school year off right!
⏹️ Check SIS Sync Status
- SIS Sync Status - Confirm the correct number of students, buildings, and contacts are being synced into Visitor Management:
- PowerSchool Setup - If your school district uses PowerSchool SIS and has purchased the PowerSchool Writeback feature, review the settings to ensure that there are no needed changes.
⏹️ Review Messages and Guidelines
- Restricted Persons Policy - Review your policy for what front office staff should do when they encounter a restricted person (sex offender, person with custody issues, etc.)
- Manage Notifications - Review the notification settings for all users that need to receive security alerts.
- Visit Time Settings - Review the Time in Building Limit and Auto-checkout Time
- Mobile App Settings - Review instructions to be shown after a visitor has scheduled a check-in through the mobile app
- Self Serve Setup - Review the personas enabled for Self-Serve and the Instructions After Check-in/Check-out
⏹️ Review Visitor and Student Settings
- Visitor Reasons for Visit - Review the customizable Visitor Reason for Visit options for when when a person is checked into the building.
- Visitor Types - Review the customizable Visitor Type and Reason for Visit options for when when a person is checked into the building.
- Check-in Badge - Review the information that displays on a visitor’s badge when they check in.
- Student Tracking- Review Tardy Settings and the customizable Late Check-in and Early Check-out Reasons (If your district uses PowerSchool, these reasons will need to be re-mapped from the SIS).
⏹️ Review Users
- Users - Invite new, Edit, Activate/Deactivate users based on staffing changes or update permissions/buildings as necessary.
Need Visitor Management Supplies? Click Here
Key Features:
🔹 Visitor Screening and Tracking
See exactly who is in your school and who is requesting access.
- Vet each visitor against custodial rights and block lists.
- Perform national sex offender registry checks on every visitor and volunteer with every visit.
- Flag persons of concern and discreetly notify security or necessary staff instantly.
- Utilize self-serve and mobile check-in/-out visitor processing and badge printing for easy identification.
NEW for 2024!
- Allow for badges to be printed at the Self-Serve Kiosk for Visitors, Volunteers and Students.
- New optional feature to prevent new visitors to use self-serve on their first visit to the building.
- New optional feature to enforce a new picture for all visitors with every visit.
🔹 Student Tracking
Easily monitor and track student late check-ins and early check-outs.
- Customize Late Check-in and Early Check-out Reasons.
- Add custody notes directly to a student profile and link to needed guardians.
- PowerSchool writeback allows for instant attendance updates for districts that use PowerSchool SIS.
- Utilize self-serve and the mobile app for guardians to schedule late check-in and early check-outs.
NEW for 2024!
- Set specific grade levels that can check in late or check out early via Self-Serve without intervention from the Front Office Staff.
- New feature to allow for reprinting of Student Tardy and Early Dismissal Badges.
🔹 Rapid, Flexible, Check-in/Check-Out
Streamline preauthorized access.
- Expedite late student check-ins and early-release check-outs.
- Print visitor badges for easy identification.
- Eliminate manual or fraudulent visitor entries with flexible check-in options including driver’s license scanning and web cam ID capture.
- Staff and student options allow for school IDs or RFID tags.
NEW for 2024!
- New feature that allows switching of ID scanning method from both Self-Serve check-in and Staff-Assisted workflow.
- New feature that allows admins to mark Destination and Who Are You Visiting fields optional or mandatory.
- New Mobile Number field added to both the Self-Serve check-in and Staff-Assisted workflow.
🔹 Robust Reporting Capabilities
Analyze trends to ensure accountability with real-time analytics.
- Review data on specific individuals and roles to gain valuable insights.
- Easily view and compare data for visitors, staff, substitutes, students and volunteers.
- Analyze specific timelines with custom date ranges.
- Export data in the preferred format for a deeper dive into visitor, staff, substitute, student, & volunteer data.
NEW for 2024!
- Enhanced filter options on reports for Visitors, Students, Staff, Substitutes, and Volunteers
- Expanded report extract formats now include PDF and CSV, in addition to XLXS
- Ability to run reports for Visitors, Students, Staff, Substitutes, and Volunteers for the prior school year
- Addition of a new Weekly Staff Time Card report emails
🔹 Hardware Flexibility
Streamline the check-in process with various hardware options.
- Visitor Management is a secure, browser-based cloud solution accessible through any standard computer or mobile device. Choose from RFID, barcode, and license scanners, cameras, and badge printers for greater confidence and convenience.
NEW for 2024!
- Support for a DYMO Wireless printer for use at the Self-Serve Kiosk, which means that Visitor, Volunteer and Student badges can now be printed at the kiosk.
- Ability to switch ID scanning methods directly from the check-in workflow.
🔹 Layered Integrations
Stay aware and connected in the case of an emergency.
- Visitor Management and Navigate360’s Emergency Management integrate to provide safety teams with access to current visitor information for more efficient incident response and reunification.
- In the case of an emergency, start an alarm directly in Visitor Management for next steps in Emergency Management.
🔹 Volunteer Background Checks and Monitoring
Encourage community engagement without compromising security.
- Simplify volunteer and events process with an online volunteer portal.
- Collect and maintain detailed profiles including personal information, preferred roles, and school preferences.
- Conduct criminal background checks on every volunteer. (Optional)
- Track and record volunteer activities and hours.
🔹 Mobile App
- Returning visitors can download the VMS mobile app to streamline their check-in process and to schedule a late check-in or early check-out for a linked student.
- Staff and substitutes can be invited to download the mobile app to streamline their check-in and check-out process by using their unique QR code.
📳Access the Android mobile app on Google Play
📳Access the iOS mobile app on the App Store