Visitor Management Checklist

Prep-Steps

• Watch the Visitor Management for Teachers and Staff video to establish a foundational understanding of the system before customizing.

• For additional best practices and information regarding setup, follow along with our Visitor Management Setup video.

Step 1: Enable the Visitor Management Module

• Enable Module: Navigate to the Admin Control Panel > Modules > Visitor Management and switch the toggle on. 

• Visitor Adults: Choose to allow all teachers/staff to check in visitors, or limit it to specific staff members by clicking Add Adults and assigning them individually.
  Note: All Admin users have access by default. 

Step 2: Adjust General Settings

Navigate to Visitor Settings > General Settings and customize the following configurations:

• School hours: Set your school hours (e.g., 6:00 AM to 5:00 PM).

• Customized reasons for visit: 

  • Decide if you want to perform matrix verification for pick-up and/or drop-off. 

    • If not: uncheck the box in the Pick Up section and add a custom “student pick up” reason if desired

    • If yes: add Pick Up and Drop Off reasons and follow the directions in Step 7 to create your matrix. 

    • Pick Up only: On the Drop Off tab, scroll down and switch the “Enable matrix verification for Student Drop-Off” toggle off. 

  • Add additional Custom Reasons as desired

  • Enable print badge toggle for each reason that should prompt a badge to print.

• Customized list of destinations: Add specific locations where visitors are allowed to go on campus (e.g., Main Office, Gymnasium, Library).

• Customized Questions: Add any mandatory screening questions visitors must answer (such as health or security inquiries).

• Phone number required & Photo capture: Toggle these on to require visitors to input their phone number and take a photograph of themselves.

• Pre-set Visitor: For closed-list events and meetings, a pre-set list can be added. Guests not included on this list will not be able to check in.

• Automatic checkout: Toggle this on to automatically check out all active visitors at the end of the configured school hours.

Step 3: Set Up Kiosk Settings

Go to Visitor Settings > Kiosk Settings and configure the following options:

• Required ID scanning: Toggle on to require visitors to scan the barcode on the back of their physical driver's license, state ID, or passport.

• Enable visitor self check out: Allow visitors to quickly check themselves out on the kiosk when leaving.

• Dymo printer: Enable this if you have a supported Dymo printer set up to print self-serve visitor badges.

• Spanish translation: Toggle on to provide a multilingual option.
  Note: you must manually input the Spanish translations for your custom reasons, destinations, and questions

Step 4: Build Out List Settings

Navigate to Visitor Settings > List Settings to create important monitoring and alert lists:

• Watch List: Manually add individuals who should be flagged or denied entry if they attempt to check in (e.g., known custody issues or campus banned visitors).

• Security Staff & Emergency Contacts (List 1 & List 2): Populate these lists with the emails and phone numbers of staff members who should receive notifications during a security event.

• Pre-set Visitor List: Add pre-approved individuals who are expected on campus to allow them to bypass certain checks. Note: all other visitors will be denied entry if enabled.

Step 5: Configure Security Settings

Navigate to Visitor Settings > Security Settings to determine how security alerts are sent:

• Emergency Alerts: Define the email subject and message content, and select which staff lists (from Step 5) will receive an alert if the dashboard alert button is clicked.

• Sex Offender Alerts: Configure the alert message and select which staff lists are notified if front-desk staff sends an alert when a visitor matches the 50 states’ sex offender registries.

• Watch List Alerts: Configure the alert message and select which lists receive notifications if front-desk staff sends an alert when a visitor matches an entry on your custom Watch List.

Step 6: Set up Kiosk Device(s) and Optional Printers

• Kiosk: Download the Securly Visitor app on your iPad or Android tablet. 

  1. Log in with the SSO options and your school credentials - the same method used for logging in to Pass. 

  2. Follow the prompts to set up the Kiosk.

  3. Double-tap with two fingers on the app to access the Admin Settings if needed.

• Printers (Optional): Set up the printer following the instructions provided in the box or on the printer company website. Once you have a successful test print on your printer, follow these steps to connect Visitor Management. 

  • Go to Visitor Management > Printer Setup, and click Setup Instructions.

    • Select your printer and follow the on-screen instructions. Additional information for each can be found here. The following are compatible printers:

      • Brother

        • Brother QL-820NWB Desktop Label Printer

        • Requires DK 1202 printer labels

      • DYMO

        • DYMO labelWriter 450 turbo

        • DYMO LabelWriter 450

        • DYMO LabelWriter 550 turbo

  • To set the printers up for the Visitor app:

    • Brother:

      1. Ensure the printer is connected to the 2.4 GHz wireless band.

      2. Run a test print on the Brother iPrint&Label app

      3. Double tap with two fingers on the Visitor app to access Admin Settings. 

      4. Click add new wireless printer and select your printer

      5. Double tap again to do a test print

    • DYMO:

      1. Go to Visitor Settings > Kiosk Settings, and ensure the DYMO printer option is toggled on.

      2. DYMO printers need to be set up and plugged into computers.

      3. Double tap with two fingers on the Visitor app to access Admin Settings and do a test print. 

Step 7: Configure the Guardian/Student Matrix (Optional)

Complete this step if matrix verification will be used for Pick-up or Drop-off.

• Roster users: Under Users > Main Users, ensure students have been added to Pass. 

• Access Sample File: Go to Visitor Settings > Visitor Guardian/Student Matrix and download the sample CSV template provided on the page.

• Create File: Fill out the mandatory columns in the spreadsheet: Student First Name, Student Last Name, Guardian First Name, and Guardian Last Name. 

  • Note: The guardian names must perfectly match their legal names as they appear on their driver's license/ID.

• Upload File: upload it manually, or place it in your SFTP "student-guardian" sub-folder. 

  • Note: district uploads for multiple schools require an additional “School Name” column.