Compare Roles at a Glance
Students don’t sign in to Visitor. The Students tab in Org Management decides who can check in late, check themselves out, or be picked up at the site.
Super Users in Org Management are the only people who can create or change District-Wide forms. They also need the Site Admin role at a site to open Forms there. Site Admins see turned-on District-Wide forms in Forms but can’t open, turn off, or edit them.
Assign Site Roles in Org Management
Site roles come from GoGuardian Org Management, where OU mappings and individual user mappings assign each user to a site as an Admin, Staff, or Student. An individual mapping overrides the OU mapping for that user. Site Admins then give staff Visitor access by assigning them to check-in points. For step-by-step instructions, see Add Sites and Users in Org Management.Understand the Site Admin Role
Site Admin is the setup role for Visitor. Everyone on the Admins tab for the site in Org Management is a Site Admin. Site Admins have full access at every check-in point, whether or not they’re assigned to it. They can:- Set up and change check-in points, kiosks, badge printers, forms, watchlists, and notification lists
- Check people in and out, review screening alerts, and view the Activity Log at every check-in point
- Give staff access to Visitor
- Unlock Visitor kiosk settings with their PIN
Understand Assigned Staff
Assigned staff are staff assigned to at least 1 check-in point, usually front office staff. Each check-in point lists them under Assigned Staff. They can:- Check people in and out on the Front Desk
- Review screening alerts, confirm or dismiss possible matches, and escalate issues
- Edit check-in details and print badges
- View the Activity Log
- Add a badge printer from a front desk computer
Review What Other Staff Can Do
Most staff never sign in to Visitor, and they don’t need to. Staff on the Staff tab in Org Management can still:- Be chosen as a host, and receive a notification when their visitor arrives
- Receive a notification when a visitor or student chooses a room they’re assigned to as their destination
- Receive escalation alerts by email or SMS if they’re on a notification list
Give Staff Access to Visitor
To give staff access, assign them to a check-in point. They can then open Visitor and work that check-in point’s check-ins. Rooms are shared between GoGuardian Hall Pass and GoGuardian Visitor, so staff you assign here are also assigned to the room in Hall Pass.- In Visitor, go to Check-In Points and open the check-in point.
- Under Assigned Staff, click Manage Staff.
- In Assign staff to room, add the staff who check people in and out here.
- Click Submit.
- Verify the result: The staff appear under Assigned Staff.
Check Who’s Assigned Before You Register a Room
A check-in point is a room, and Visitor access comes from the room assignment, wherever a Site Admin makes it. Staff assigned to the room in Settings → Rooms get the same access as staff assigned from Visitor. When you register an existing room as a check-in point, all staff already assigned to it can open Visitor and see screening results and visitor details there. So can staff added to the room later, for example for Hall Pass. Before you register an existing room, review its staff in Assign staff to room, in step 5 of Register a Check-In Point, and remove staff who shouldn’t have Visitor access. Removing them unassigns them from the room in Hall Pass too, so staff can’t keep the room for Hall Pass without Visitor access. If staff need the room for Hall Pass but shouldn’t have Visitor access, register a new room as the check-in point instead, and assign only the staff who check people in and out there.Remove Staff Access
To remove a staff member’s access to Visitor, remove them from every check-in point they’re assigned to. While they’re assigned to any check-in point, they can still open Visitor and work its check-ins. Visitor doesn’t list a staff member’s check-in points in one place, so check Assigned Staff on each check-in point.- In Visitor, go to Check-In Points and open a check-in point where the staff member appears under Assigned Staff.
- Under Assigned Staff, click Manage Staff.
- In Assign staff to room, click Remove next to the staff member.
- Click Submit, then click Remove Staff Member to confirm.
- Repeat for each check-in point they’re assigned to.
- Verify the result: The staff member no longer appears under Assigned Staff at any check-in point.
Unlock Kiosk Settings with a PIN
A PIN protects kiosk settings, so visitors and students can’t change them. Every staff member can set a personal PIN, but only Site Admins can unlock Visitor kiosk settings with theirs. If your site uses kiosks, at least 1 Site Admin needs a PIN. A PIN belongs to 1 staff member or admin and is the same PIN used for Hall Pass kiosks. For how to set it, see Set Your PIN.Show Visitors on Site in Hallway
Visitors on Site appears in the Hallway view for everyone with Hallway access. Site Admins always have Hallway access. To give it to staff, go to Settings → Hallway and turn on Allow Staff Access to Hallway, or add them to Hallway Users. Assigned staff can also check visitors out from Hallway at their check-in points. For more, see Hallway View.Troubleshoot Access
If a staff member can’t sign in to the site at all, check their role in Org Management. See Add Sites and Users in Org Management.