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Visitor Management Admin Training: Customizing Visitor Management

On-Demand Admin User training outlining the steps to setup and customize your Visitor Management solution.

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On-Demand Resources to setup and customize your Visitor Management solution. 

Navigate360's Visitor Management solution enables campuses to seamlessly integrates into your school’s safety protocols, facilitating a smooth transition for visitor check-ins, staff check-ins/outs, and student late check-ins/early check-outs.  

Audience: District Administrator, Building Administrator

Scope of Training: This training session will guide District and Building Administrators through the process of customizing and managing Navigate360’s Visitor Management system. Key areas covered included:

  • User Management and Permissions
  • Visitor Check-In Settings and Badge Printing
  • Attendance and Visit Time Configurations
  • Auto-checkout and Security Notifications
  • Mobile Application and Self-Service Kiosk Setup
     

Click Here to Register!

Additional Resources: 

Accessing Visitor Management Portal

  1. Open a web browser (Google Chrome/Edge) on your dedicated Visitor Management Laptop.
  2. Navigate to www.navigate360vm.com.
  3. Log In with Visitor Management credentials.
  4. You will now have access to the Visitor, Student and Faculty check in-out pannels.

VM Expert Tip: Clicking on the Star icon in either Chrome or Edge will allow you to save this bookmark for quicker access. 

 
 

Editing School Information

How to Add/Edit School Information

  1. Log into Visitor Management as a District Admin or Building Admin 
  2. Navigate to the Admin Settings by clicking the key icon on the side navigation menu
  3. Navigate to the School Info tab
  4. Add or edit the below details:
    1. School Name
    2. Phone
    3. Address
    4. City
    5. State
    6. Zip
    7. Start Time (Time that the school day in the building starts)
    8. End Time (Time that the school day in the building ends)
    9. Timezone 
 
 

SSO (Single Sign-On) Setup 

SSO (Single Sign-On) Set Up

This article will detail the needed steps by a School District to set up SSO for Navigate360 Visitor Management System. Each section must be followed in order, first by the school district in Section A, then by Navigate360 in Section B, and then finally by the school district in Section C. 

A. Azure Setup - Completed by District

To fill in the basic information section for the connection between Auth0 and Microsoft Azure AD, you'll need to gather and send specific details (Client ID, Client Secret, and Azure AD Domain) from your Azure AD portal. Please follow the below steps to complete this task. 

  1. Log in to the Azure Portal: Open the Azure Portal and log in with your account.
  2. Navigate to Azure AD (Active Directory): From the left-hand navigation pane, select “Azure Active Directory.”
  3. Go to App Registrations: Select "App registrations" from the menu.
  4. Create or Select an Application: If you have an existing application that you want to use, click on its name. Otherwise, click "New Registration" to create a new application.
  5. Add the Redirect URI: In the “Overview” or “Authentication” section, add the below callback address as a Redirect URI:
    1. Type: Web
    2. Redirect URI: https://alice-dev.auth0.com/login/callback
  6. Copy the Client ID: In the "Overview" section, you'll find the Application (client) ID. Copy this value.
  7. Create a Client Secret: Go to the "Certificates & secrets" section, then click on "New client secret." Enter a description and select an expiration period, then click "Add." Copy the value of the client secret as it won't be visible again after you leave this page.
  8. Find Your Azure AD Domain: Go back to the "Azure Active Directory" overview page. You should see your primary domain listed under the "Custom domain names" section. It will typically be in the format “yourdomain.onmicrosoft.com.”
  9. Send the Client ID, Client Secret, and Azure AD Domain to your Navigate360 Implementation Consultant. 

B. Auth0 Setup - Completed by Navigate360

Once you provide the Client ID, Client Secret, and Azure AD Domain to your Navigate360 Implementation Consultant (Section A), the Navigate360 team will complete the needed Auth0 steps. 

The Implementation Specialist will then inform you so that you can complete the steps in the VMS Configuration (Section C). 

C. VMS Configuration - Completed by District 

Now that both Azure and Auth0 setup is complete, Please follow the below steps to complete configuration and confirm setup. 

Configure the group name to the permission level

  1. Find the group names within your Azure AD. You’ll link the group names created in Azure to the SSO Permission Mapping page in VMS.

  1. In VMS, under the Admin menu, click SSO Permission Mapping.

    Note:

    This activity requires District Admin permissions

     
  1. Click on the Add Groups button.
  1. Click Add Groups Manually.
  1. Enter the Group Name.

    Make sure the Group Name is entered exactly how it is listed in Azure AD

     
  1. Press enter after typing a Group Name. You can add multiple Group Names for a single Permission Level prior to saving. 
  2. Ensure you've selected the Permission Level for any Group Name(s) showing in the dialogue. Click Save Changes.
  1. The Group name and the permission are now saved in the group name table.
  1. Repeat the process for any remaining Group/Permission combinations

Testing the SSO

  1. Log into VMS to test the SSO authentication. Click Sign in with SSO. 

  1. A popup will appear and you may enter the email you have access to.
    1. Note that the testing email address will need to have access to Group Name configured in VMS (Section C).

  1. You will see a message “SINGLE SIGN-ON ENABLED.” 
  2. When pressing on Log In, you will be redirected to your Microsoft Account authentication. 
  3. Once Microsoft has authenticated, the popup will be closed and the system will redirect you to the main VMS page.

Troubleshooting

  1. Ensure steps outlined have been completed.
  2. Check that pop-up blockers or cross-site limiters are not preventing the VMS to Azure communication.

 
 

Visitor Check-in Settings

Visitor Check-in Settings

Visitor Management allows District and Building Admins to select which information must be provided by a visitor before completing their check-in and entering the building. See below for details on how to set specific visit details as Mandatory or Optional:

  1. Log into Visitor Management as a District Admin or Building Admin 
  2. Navigate to the Admin Settings by clicking the key icon on the side navigation menu
  3. Navigate to the Visitor Check-in Settings tab

Visitor Check-in Settings

  1. Users can toggle between the Mandatory and Optional buttons for each of the visit details below, to ensure the necessary information is provided by a visitor before completing their check-in:
    1. Visitor Type - always set to mandatory by default
    2. Reason for Visit - always set to mandatory by default
    3. Destination 
    4. Who are you Visiting 
    5. Mobile Number 
  2. District Admins can save and apply these settings to all schools in the district
    1. District Admins can also toggle on the Prevent School Overrides option to ensure that these settings are not changed by a Building Admin at a later date
  3. If Prevent School Overrides is disabled, Building Admins will have the ability to update and save the preferred settings for their school

Note: The settings saved on this page will apply to all visitor check-ins completed on Self-Serve and Staff-Assisted stations. 

 

 

 
 

Customizing the Restricted Persons Policy

Restricted Persons Policy

Restricted Persons Policy

  1. Log into Visitor Management as a District Admin or Building Admin 
  2. Navigate to the Admin Settings by clicking the key icon on the side navigation menu
    1. By default, the user is now on the Users tab
  3. Under Visitor Management Settings, navigate to the Restricted Persons Policy Page
  4. Enter the school district's policy in the Policy field 
  5. Click on Save & Apply This Setting for All Schools

Prevent School Overrides - District Admin only

Toggle the Prevent School Overrides option to prevent Building Admins from making changes at their specific sites.

 

 

 

 

 

 

 
 

Setting up Self-Serve Kiosk

Self-Serve Setup

Visitor Management offers a Self-Serve workflow for students, staff, visitors and volunteers to check themselves into the building.  See below for details on how to set up the Self-Serve kiosk for the building. 

  1. Log into Visitor Management as a District Admin or Building Admin 
  2. Navigate to the Admin Settings by clicking the key icon on the side navigation menu
  3. Navigate to the Self Serve Setup tab
  4. Toggle on the Self-Serve Page option

Self-Serve Settings

  1. Users can toggle on the below personas to allow them to check in or check out via the Self-Serve kiosk:
    1. Student
      1. Barcode/RFID scanning - Users can set this option if students will use school IDs with a barcode or RFID to check in late or check-out early. Click here to learn how to set up Barcode/RFID scanning for students.
      2. Name or ID # - Users can set this option to allow students to use their name or student ID # to search for their profile to check in late or check-out early.
    2.  Staff
      1. Barcode/RFID scanning - Users can set this option if staff will use school IDs with a barcode or RFID to check in and out of the building. Click here to learn how to set up Barcode/RFID scanning for staff.
      2. QR code from mobile app - Users can set this option to allow staff to use the QR code generated from the mobile app to check in and out of the building.
      3. Staff ID # - Users can set this option to allow staff to use their staff ID # to search for their profile to check in and out of the building.
      4. Scan driver's license - Users can set this option to allow staff to use their driver's license to check in and out of the building.
        1. Users can set the default ID scanning method between Camera and 2D Scanner. (Please note that 2D scanners are only compatible with US driver's licenses.)
    3. Visitor
      1. QR code from mobile app - Users can set this option to allow visitors to use the QR code generated from the mobile app to check in for a scheduled visit.
      2. Scan Government-issued ID - Users can set this option to allow for visitors to scan their government issued ID to check in and out for their visit.
        1. Users can set the default ID scanning method between Camera and 2D Scanner (Please note that 2D scanners are only compatible with US driver's licenses.)
      3. First Visit Options - Users can set this option to prevent visitors from checking in on Self-Serve for their first visit to the building. 
        1. First-time visitors will be prompted to see the front desk and continue their check-in on the Staff-Assisted station.
    4. Volunteer
      1. QR code from mobile app - Users can set this option to allow volunteers to use the QR code sent in the email for the event they registered for prior to their visit.
      2. Email Address -  Users can set this option to allow volunteers to enter the email address used to sign up as a volunteer to check in for an event in the building.
  2. Users can add a School Logo to display on the Self-Serve page
    1. Note: Supported format JPEG, PNG. Maximum file size 1 MB. Please ensure that the image has the same height and width.
  3. Users will see a URL on the bottom of the page, this URL can be clicked on to open the Self-Serve page in another tab in the browser
    1. Users can also click on Copy Link to copy the link and then paste the URL on another browser or machine.  
 
 

Instructions After Check-in

  1. Users can enter instructions for visitors after they check in. 
  2. Users will see a URL on the bottom of the page, this URL can be clicked on to open the Self-Serve page in another tab in the browser
    1. Users can also click on Copy Link to copy the link and then paste the URL on another browser or machine.  

Google Translate

Visitors whose first language is not English can choose their preferred language using Google Translate on any screen during the check-in process, including the Instructions after Check-in.

 
 
 

Instructions After Check-out

  1. Users can enter instructions for visitors after they check out.
  2. Users will see a URL on the bottom of the page, this URL can be clicked on to open the Self-Serve page in another tab in the browser
    1. Users can also click on Copy Link to copy the link and then paste the URL on another browser or machine.  

Google Translate

Visitors whose first language is not English can choose their preferred language using Google Translate on any screen during the check-out process, including the Instructions after Check-out.

 
 
 

 

 

 
 

PowerSchool Writeback Integration

PowerSchool Setup

Note: PowerSchool Writeback functionality and the Navigate360 Attendance Access Plugin requires a paid subscription. To learn more about this functionality and/or receive your Attendance Access Plugin download, please reach out to your Navigate360 Account Manager.

 

Functionality Overview

Visitor Management's PowerSchool Writeback functionality enables each school to transfer Student Check-in and Check-out events back to their PowerSchool instance. Once configured and enabled, any time a student event occurs in Visitor Management (VM), the event is instantly transferred to PowerSchool without any additional work needed from the school.

PowerSchool Setup Page

The PowerSchool Setup page allows Admin Users to form the connection between VM and PowerSchool, enable the functionality for all or individual schools in the district, and monitor the status of student events being transferred to PowerSchool. 

Admin Users can access the PowerSchool Setup page by following the steps below:

  1. Log into Visitor Management as a District Admin or Building Admin
  2. Navigate to the Admin Settings by clicking the key icon on the side navigation menu
  3. Select the PowerSchool Setup tab under General Settings

Configuring Writebacks & Viewing Logs

The PowerSchool Setup page is split into the below three tabs. To learn how each tab is used to configure and monitor the PowerSchool Writeback functionality in Visitor Management, see below:

Settings

After installing the Navigate360 Attendance Access Plugin in your PowerSchool instance, District Admins can follow the below steps to connect VM to their district's PowerSchool instance before continuing to the School Building Setup tab:

  1. Enter the PowerSchool URL for the school district.
    1. This should match the base URL used to log into the PowerSchool Admin Portal.
    2. Please exclude any trailing forward-slashes from the end the URL.
    3. Example: 
      1. Correct: "https://sample-district.powerschool.com"
      2. Incorrect: "https://sample-district.powerschool.com/"
      3. Incorrect: "https://sample-district.powerschool.com/admin"
  2. Enter the Client ID and Client Secret.
    1. These details can be found by opening the Navigate360 Attendance Access Plugin in PowerSchool and viewing the Data Provider Configuration section. 
  3. Set the Visible Student ID that you would like to be displayed in Visitor Management:
    1. SIS ID
    2. Student Number
      1. Note: This is a cosmetic setting for customers that are syncing their SIS data into Visitor Management via Clever. Allowing the preferred Student ID to be used for searching, scanning, etc.
      2. For more information on setting up the SIS Sync for PowerSchool Writebacks, click here.
  4. Click Save and Apply to All Schools.

Once the above settings have been saved, District Admins and Building Admins will have access to the School Building Setup and Writeback Logs tabs. 

 
 

School Building Setup

The School Building Setup tab allows District Admins and Building Admins to quickly select the needed Attendance Mode for individual schools. As well as disable the writeback functionality for any schools that don't want to utilize this feature.

  • District Admins will see a list of all schools from their district that have been added to VM and have the ability to view/edit the writeback settings for each school.
  • Building Admins will only be able to view/edit the writeback settings for the school(s) assigned to them, based on the permissions applied to their User Profile.

 

Admins will be able to apply the below writeback settings for each school listed on the page:

  1. Status - (enabled by default)
    1. When enabled:
      1. An Attendance Mode must be selected in order to save the writeback settings.
      2. VM will attempt to transfer all Student Late Check-ins and Early Check-outs back to this school's PowerSchool instance.
      3. The school's PowerSchool Attendance Codes will need to be imported and mapped as Late Check-in and/or Early Check-out Reasons on the Student Tracking page.
        1. For more information on importing your PowerSchool Attendance Codes, click here.
    2. When disabled:
      1. VM will not attempt to transfer Student Late Check-ins and Early Check-outs back to this school's PowerSchool instance.
      2. The school will have access to VM's default Late Check-in and Early Check-out Reasons, as well as the ability to add Custom Reasons on the Student Tracking page.
        1. For more information on the Late Check-in and Early Check-out Reasons, click here.
      3. Users will need to manually enter any Student Late Check-ins and Early Check-outs in the school's PowerSchool instance.
  2. Attendance Mode
    1. Daily
    2. Time
    3. Meeting
      1. Note: The Attendance Mode selected on this page must match the Attendance Mode selected in the school's PowerSchool instance.

Admins can click the Save button to apply all updated writeback settings for the list of schools.

Prevent School Overrides

If all schools need to be enabled and have the Attendance mode set by the District Admin only, then the Prevent School Overrides setting needs to be toggled on. If individual schools either need to opt out or set their own Attendance mode, then the Prevent School Overrides setting needs to be toggled off. Toggling this setting off allows Building Admins to opt out the needed school building or set the needed Attendance mode specific to their building.

 
 
 

Writeback Logs

The Writeback Logs tab allows District Admins and Building Admins to quickly view the status of all Student Events that VM has attempted to transfer back to their PowerSchool instance.

Admins will see the logs listed in the Writeback Events table, with the below values for each event:

  1. Type
    1. Late Check-in
    2. Early Check-out
  2. Student Name
    1. Name of the student that was checked in or out.
  3. Student PS ID
    1. The student's unique ID number returned from PowerSchool's STUDENTS table.
  4. Date/Time
    1. The date and time that the event occurred in VM
      1. VM is set to instantly transfer Student Events immediately after the Check-in and Check-out process.
  5. Grade
    1. Grade of the student that was checked in or out.
  6. Reason
    1. The Reason/Attendance Code that was selected during the Check-in or Check-out process.
  7. Status
    1. Successful
    2. Failed

Admins will be able to filter the list of events using the below filters:

  1. Status
    1. All
    2. Successful
    3. Failed
  2. Student Name Search
  3. Building
    1. User will only see the buildings that they have access to.
  4. Date Range
 
 

 
 

 

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