Guest Has Their Circool Pass — Webcam Version

Before you start

This walkthrough covers guest check-in when your school is using a webcam only and is not using a self-service kiosk.

Use the check-in path that matches the person standing in front of you:

• Guest has their Circool Pass: Scan their Circool Pass if they have it ready.
• Search by Name — Circool Ready: Use this when the guest already has a Circool account and their profile is complete, but they do not have their phone or pass available.
• Search by Name — Not Circool Ready: Use this when the parent or student contact exists in Circool but still needs to complete setup.
• First-time guest: Use this when the person is not already in Circool. They can scan a poster QR code and complete setup on their phone, or your team can create and check them in from the front desk using the webcam.

Step 1: Open the Circool Pass scanner

If the guest has their Circool Pass ready, start from the Guest Management dashboard.

1. Click Circool Pass.
2. Your webcam will turn on and open the scan window.

Step 2: Scan the guest’s Circool Pass

A webcam scan window will open.

1. Ask the guest to open their Circool Pass on their phone.
2. Ask them to hold the pass up to your webcam.
3. Circool will scan the QR code from their screen.

Below is an example of what a parent or guardian’s Circool Pass may look like.

Step 3: Select the destination and check in the guest

After the guest’s Circool Pass is scanned, a check-in window will appear.

1. Select the guest’s destination from the Destination dropdown.
2. Click Check In to complete the visit.

Step 4: View who has checked in today

Your Dashboard shows who has checked in today.

• View guests in Card View or List View.
• Use Filters to quickly see guests who are still on site.
• To check someone out, click Check Out on their record.
• Circool saves the guest’s arrival and departure times so your school has a clear visit history.

What happens next

After the guest is checked in, they will appear on your Guest Management dashboard for the day.

If your school prints badges, a guest badge may print based on your school setup. When the guest leaves, check them out from the dashboard to keep your visit history accurate.

Need help?