Search by Guest Name — Webcam Version

Before you start

Use Search when the guest does not have access to their Circool Pass.

This may happen if the guest does not have their phone, cannot access their Circool account, or still needs to finish setting up their Circool profile.

Option 1: Search by name — Circool Ready

Use this option when the guest already has an active Circool account and their profile is complete.

Step 1: Open Search

1. From Guest Management, click Search.

Step 2: Search for the guest

1. Search by the guest’s name.
2. Select the correct person from the search results.
3. Use the profile photo, when available, to confirm you are checking in the right guest.

Step 3: Select a destination and check in

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

Option 2: Search by name — Not Circool Ready

Use this option when the parent or student contact exists in Circool, but still needs to activate their Circool account.

Step 4: Open Search

1. From Guest Management, click Search.

Step 5: Find the guest

1. Search by the person’s name.
2. Once found, click the matching name and information.

Step 6: Choose how to help the guest complete setup

Circool gives you two options to help the guest complete setup.

To send an activation link, click Send SMS or Send Email. The guest will receive a link to complete setup and access their Circool Pass.

Step 7: Use Verify Here, if needed

If the guest has their ID but does not have access to their phone, click Verify Here.

This allows your team to enter the guest’s birthday and take a selfie with the webcam.

Step 8: Enter the guest’s birthday

1. Enter the guest’s date of birth.
2. Click Continue.

Step 9: Take the guest’s selfie

1. Ask the guest to align their face with the webcam.
2. The camera should auto-focus, turn green, and take the photo.
3. If the photo is not captured automatically, click the camera button to take the photo.

Step 10: Select a destination and check in

1. Select a Destination.
2. Click Check In.

Step 11: 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.

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