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Check-in a Visitor: Staff-Assisted

Learn how to check-in a visitor on the Staff-Assisted Visitor Management station.

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Please select from the scanning options below to learn how to check in a visitor on your Staff-Assisted Visitor Management station

To learn more about the scanning hardware supported by Visitor Management, check out our article on supported hardware.

 

 

Camera

Check-In a Visitor: Camera

Note: We recommend using the Logitech C925e for an optimal camera scanning experience in Visitor Management. You will need to allow camera access for “https://navigate360vm.com” in your browser settings. We also recommend Google Chrome, Microsoft Edge, or Safari when using the Camera Scanning Method. 

 

 

Please follow the below steps to check in a visitor on a Staff-Assisted station, with the default ID Scanning Method set to Camera Only:

  1. Log into Visitor Management and navigate to the Visitors page 
  2. Click on the Check-in Visitor button
  3. Users will be directed to the Capture Visitor ID page
  4. Users will be prompted to position the visitor's ID in front of the camera, so that it is in the center of the viewfinder on screen
  5. Users will also be able to switch between the below scanning methods:
    1. QR Code Scan
    2. Manual Check-in
  6. After retrieving the ID data from the camera, Visitor Management will check the visitor's First Name, Last Name, and Date of Birth for any potential matches on the national sex offender database. 
    1. If a match is found, users will be prompted with a Possible Sex Offender Match pop-up displaying the info from the visitor's ID and the info from the potential match on the database. Users can then compare the info to decide if it is a True Match and deny entry, or decide it is a False Positive and remove the match from their Visitor Profile
  7. Once the system is finished processing the scan, users will see the Visit Details page
    1. If the school requires a new picture to be taken for all visitors checking in, users can take a new photo of the visitor by clicking on the visitor's current picture on the Visit Details page
  8. Users will enter the below mandatory or optional information required for the visit, depending on the settings saved by an Admin user:
    1. Visitor Type - Always mandatory
    2. Reason for Visit - Always mandatory
    3. Destination
    4. Who are you visiting?
      1. Visitors can choose from either a Student or a Staff member
        1. Student - Users can select from already-associated students to their profile or search for another student. To search for a student, the user can click on Other to search by student name and select them for the visit. 
        2. Staff - Visitors can search for and select a staff member from the current building.
    5. Mobile Number
  9. Users can then click Allow Entry & Print Badge to finish the check-in process
 
 

2D Scanner

Check-In a Visitor: 2D Scanner

Note: There are currently two 2D Scanners supported by Visitor Management. The Zebra DS9308-DL and the Zebra DS457. A camera will also need to be connected to your computer in order to capture the visitor's photo after scanning their Driver's License.

 

 

Please follow the below steps to check in a visitor on a Staff-Assisted station, with the default ID Scanning Method set to 2D Scanner:

  1. Log into Visitor Management and navigate to the Visitors page 
  2. Click on the Check-in Visitor button
  3. Users will be directed to the Scan Visitor ID page
  4. Users will be prompted to scan the barcode on the back of the visitor's Driver's License with the 2D Scanner
    1. If this is their first time visiting the building, users will be prompted to take a photo of the visitor with a 5 second countdown after selecting Take Photo
  5. Users will also be able to switch between the below scanning methods to account for visitors that do not have a Driver's License with them:
    1. QR Code Scan
    2. Webcam
    3. Manual Check-in
  6. After retrieving the license data from the scanner, Visitor Management will check the visitor's First Name, Last Name, and Date of Birth for any potential matches on the national sex offender database. 
    1. If a match is found, users will be prompted with a Possible Sex Offender Match pop-up displaying the info from the visitor's ID and the info from the potential match on the database. Users can then compare the info to decide if it is a True Match and deny entry, or decide it is a False Positive and remove the match from their Visitor Profile
  7. Once the system is finished processing the scan, users will see the Visit Details page
    1. If the school requires a new picture to be taken for all visitors checking in, users can take a new photo of the visitor by clicking on the visitor's current picture on the Visit Details page
  8. Users will enter the below mandatory or optional information required for the visit, depending on the settings saved by an Admin user:
    1. Visitor Type - Always mandatory
    2. Reason for Visit - Always mandatory
    3. Destination
    4. Who are you visiting?
      1. Visitors can choose from either a Student or a Staff member
        1. Student - Users can select from already-associated students to their profile or search for another student. To search for a student, the user can click on Other to search by student name and select them for the visit. 
        2. Staff - Visitors can search for and select a staff member from the current building.
    5. Mobile Number
  9. Users can then click Allow Entry & Print Badge to finish the check-in process
 
 

ID Scanner

Check-In a Visitor: ID Scanner

Note: This check-in method requires an ID Card Scanner, such as the Acuant ID-150. You will also need AssureID Sentinel, ID-AIDD, and the Navigate360 ID Scanner App installed on your computer. Currently, this software is only compatible with Windows. If you are using a MacOS device, please see the steps outlined in the Camera and 2D Scanner tabs on this article. 

 

 

Please follow the below steps to check in a visitor on a Staff-Assisted station, with the default ID Scanning Method set to ID Scanner:

  1. Log into Visitor Management and navigate to the Visitors page 
  2. Click on the Check-in Visitor button
  3. Users will be directed to the Scan Visitor ID page
  4. Users will be prompted to insert the visitor's Driver's License into the ID Scanner
  5. Users will also be able to switch between the below scanning methods to account for visitors that do not have a Driver's License with them:
    1. QR Code Scan
    2. Webcam
    3. Manual Check-in
  6. After retrieving the license data from the scanner, Visitor Management will check the visitor's First Name, Last Name, and Date of Birth for any potential matches on the national sex offender database. 
    1. If a match is found, users will be prompted with a Possible Sex Offender Match pop-up displaying the info from the visitor's ID and the info from the potential match on the database. Users can then compare the info to decide if it is a True Match and deny entry, or decide it is a False Positive and remove the match from their Visitor Profile
  7. Once the system is finished processing the scan, users will see the Visit Details page
    1. If the school requires a new picture to be taken for all visitors checking in, users can take a new photo of the visitor by clicking on the visitor's current picture on the Visit Details page
  8. Users will enter the below mandatory or optional information required for the visit, depending on the settings saved by an Admin user:
    1. Visitor Type - Always mandatory
    2. Reason for Visit - Always mandatory
    3. Destination
    4. Who are you visiting?
      1. Visitors can choose from either a Student or a Staff member
        1. Student - Users can select from already-associated students to their profile or search for another student. To search for a student, the user can click on Other to search by student name and select them for the visit. 
        2. Staff - Visitors can search for and select a staff member from the current building.
    5. Mobile Number
  9. Users can then click Allow Entry & Print Badge to finish the check-in process
 
 

QR Code Scan

Check-In a Visitor: QR Code Scan

Note: This check-in option requires the visitor to provide their QR Code after scheduling a visit from the Visitor Check-in Mobile App.

 

 

Please follow the below steps to check in a visitor, using the QR Code Scan option on a Staff-Assisted station:

  1. Log into Visitor Management and navigate to the Visitors page 
  2. Click on the Check-in Visitor button
  3. Users will be directed to the Scan/Capture Visitor ID page depending on their default scanning method
  4. Users can click the QR Code Scan button to scan a visitor's QR Code from the mobile app
  5. Users will be prompted to position the QR Code in front of the camera, so that it is in the center of the viewfinder on screen
  6. Once the system is finished processing the scan, the Visit Details provided by the visitor on the mobile app will be applied to the check-in and their badge will be printed
 
 

Manual Check-in

Check-In a Visitor: Manual Check-in

Note: If you are experiencing any issues scanning the visitor's ID card using the other scanning methods outlined in this article, you can also access the Manual Check-in option directly from the Visitor Check-in page.

 

 

Please follow the below steps to check in a visitor, using the Manual Check-in option on a Staff-Assisted station:

  1. Log into Visitor Management and navigate to the Visitors page 
  2. Click on the Check-in Visitor button
  3. Users will be directed to the Scan/Capture Visitor ID page depending on their default scanning method
  4. Users can click the Manual Check-in button to manually enter the visitor's information
  5. Users will click Add Photo to take a picture of the visitor and then fill in the below information from the visitor's ID:
    1. First Name
    2. Last Name
    3. Date of Birth
  6. Click Screen Visitor
  7. Visitor Management will then check the visitor's First Name, Last Name, and Date of Birth for any potential matches on the national sex offender database. 
    1. If a match is found, users will be prompted with a Possible Sex Offender Match pop-up displaying the info from the visitor's ID and the info from the potential match on the database. Users can then compare the info to decide if it is a True Match and deny entry, or decide it is a False Positive and remove the match from their Visitor Profile
  8. Once the system is finished processing the information, users will see the Visit Details page
  9. Users will enter the below mandatory or optional information required for the visit, depending on the settings saved by an Admin user:
    1. Visitor Type - Always mandatory
    2. Reason for Visit - Always mandatory
    3. Destination
    4. Who are you visiting?
      1. Visitors can choose from either a Student or a Staff member
        1. Student - Users can select from already-associated students to their profile or search for another student. To search for a student, the user can click on Other to search by student name and select them for the visit. 
        2. Staff - Visitors can search for and select a staff member from the current building.?
    5. Mobile Number
  10. Users can then click Allow Entry & Print Badge to finish the check-in process
 
 
vms visitor management check in a visitor manual check in visitor

Related Articles

  • Visitors Page
  • Visitor Profile
  • Check-Out a Visitor - Staff Assisted
  • Check-in a Visitor: Self-Serve
  • How to Add Visitors to the Blocklist
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