How to Manually Invite Staff and Substitutes

Learn how to invite staff and substitutes to Visitor Managment.

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District Admin, Building Admins and Staff users can invite staff and substitutes into Visitor Management that are not passed as a part of the SIS sync. To manually invite staff, follow the steps below:

Invite New Staff Member - Individual

Log into Visitor Management as a Staff User, District Admin or Building Admin
Navigate to the Staff page and click on the +Invite Staff →Invite Individual
Enter the below information:
1. First Name
2. Last Name
3. Email
4. Barcode/RFID
  1. Note: This is only needed if the school has Barcode/RFID functionality enabled in the Self-Serve settings page
Select Type → Staff
Select from the pre-set list of Job Titles OR type in a custom Job Title
Select the Home Building
Check-in to home building after inviting
1. If the person will NOT be checked when invited, select No (set by default)
2. If the person will be checked when invited, select Yes
Select Send Invitation

Invite New Substitute - Individual

Log into Visitor Management as a Staff User, District Admin or Building Admin
Navigate to the Staff page and click on the +Invite Staff →Invite Individual
Enter the below information:
1. First Name
2. Last Name
3. Email
4. Barcode/RFID
  1. Note: This is only needed if the school has Barcode/RFID functionality enabled in the Self-Serve settings page
Select Type → Substitute
Select the Home Building
Check-in to home building after inviting
1. If the person will NOT be checked when invited, select No (set by default)
2. If the person will be checked when invited, select Yes
If Yes is selected for Check-in to home building after inviting, the Substitution Period needs to be set
1. Start date is defaulted to current date and cannot be modified
2. Set the End Date
3. Select the Teacher Being Substituted for
Select Send Invitation

Invite New Staff Member/Substitute - Bulk Upload

Log into Visitor Management as a Staff User, District Admin or Building Admin
Navigate to the Staff page and click on the +Invite Staff →Invite from Excel
On the Bulk Invite to Mobile App modal - click Download Template
Open the Template (Excel)
Enter the below information for each Staff Member/Substitute:
1. First Name
2. Last Name
3. Email
4. Staff Type (Staff or Substitute)
5. Job Title (Applies to Staff only - Pick from pre-set list or add custom Job Title)
6. Home Building (Pick from pre-set list)
  1. Note: Users will see all buildings they have access to in the pre-set list
7. Barcode/RFID
  1. Note: This is only needed if the school has Barcode/RFID functionality enabled in the Self-Serve settings page
Save the template in your desired location and close
On the Bulk Invite to Mobile App modal - click Upload Completed XLSX
Select the template from the stored location and click Open
On the Bulk Invite to Mobile App modal - click Save & Invite from List

add staff member csv upload teacher staff type staff page invite staff vms visitor management user user type bulk bulk invite vm bulk vm

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