Guest Management — Webcam Version

Who counts as a guest?

In Circool, a guest is anyone who is not a staff member at your specific school.

Guests may include:

• Parents and guardians
• Vendors
• Student aides
• Volunteers
• District staff members visiting your school

Guest Management resources

These are the main tools your front desk team will use in Guest Management.

Guest Management Dashboard Overview

Get comfortable with the Circool dashboard, buttons, filters, and guest check-in tools so your front desk team can move through the day with confidence.

Click the tile below to view the guide.

Set up Circool for your school

These setup guides help your school keep Guest Management ready for daily use.

How to check in a guest

At the front desk, every guest may arrive a little differently. Some will have their Circool Pass ready. Some may need to be found by name. Others may be visiting for the first time.

What does Circool Ready mean?

If you see the tag Circool Ready next to a person’s name, that means they have activated their Circool account and cleared the required security checks.

They should have Circool on their phone, but you can also look them up by name if needed.

Circool Pass:  Scan their Circool Pass if they have it ready

Use this option when the guest has their Circool Pass ready on their phone.

Search by Name — Existing Circool Record

Use this when the guest already exists in Circool but does not have their Circool Pass available.

This may include a parent, student contact, or repeat guest whose profile is already complete and Circool Ready. It may also include someone who exists in Circool but still needs to finish setup before check-in.  

First-Time Guest

Use this when the guest is new to Circool and has never visited the school.

Your team can either have them complete setup from their phone using the check-in poster or create them manually from the front desk using the webcam.

How to check out a guest

When a guest leaves the building, check them out from the Guest Management dashboard so your school has an accurate record of their visit.

People

The People section helps your school find parents, guardians, student contacts, staff members, and returning guests.

How to send parents their Circool activation

Learn how to send Circool activation links to parents and guardians so they can get their Circool Pass ready before visiting school, attending events, or using student check-in and check-out.

How to add people to a Watchlist

This guide walks you through adding specific people to a Watchlist and setting clear operator instructions for your front desk team.  

Helpful tips

• Start with the dashboard: Guest Management is your front office home base for daily check-ins and check-outs.
• Use the fastest path: If the guest has their Circool Pass, scan it. If not, search by name.
• Help parents become Circool Ready: If a parent or guardian is not ready yet, help them activate while they are at school.
• Keep setup current: Review destinations, alert contacts, Watchlists, posters, and printers before school starts.

What happens next

After your Guest Management setup is ready, your front desk team can check guests in by Circool Pass, name search, poster QR code, or manual registration.

Guests who check in will appear on the Guest Management dashboard, where your team can view who is in the building and check guests out when they leave.

Need help?