How to Manually Register a New Guest with a Webcam

Before you start

Use this process when the guest cannot scan the check-in poster from their own phone and does not already have a Circool Pass ready.

This may happen when:

• The guest does not have their phone with them
• The guest cannot access their Circool account
• The guest is visiting for the first time
• The front desk needs to manually capture the guest’s ID and photo

Step 1: Open Search

1. Go to the Guest Management tab.
2. Click Search.

Step 2: Register a new person

1. Click Register New Person (ID Verification).

Step 3: Capture the guest’s ID

Circool will ask you to capture a photo of the guest’s ID document.

1. Ask the guest to hold their government-issued ID, such as a driver’s license or passport, near the webcam.
2. Make sure the ID is close enough for the webcam to read clearly.
3. Click the camera icon in the bottom-right corner.
4. Click Confirm & Continue.

Step 4: Take the guest’s profile photo

Next, Circool will use the webcam to take the guest’s profile photo.

1. Ask the guest to face the webcam.
2. The camera should automatically detect the person’s face.
3. If the photo is not captured automatically, click the camera icon in the bottom-right corner.
4. Once the photo looks correct, click Use This Photo.

Step 5: Select a destination

1. Select the guest’s Destination.
2. Click Submit for Review.

Step 6: Review the pending guest

After the guest is submitted, their information will appear under Pending Review.

1. Click Review.

Step 7: Open the guest profile

Open the guest profile to review the details before completing check-in.

Step 8: Add contact information, if needed

If you want to add the guest’s phone number or email for future check-ins, you can edit their profile before continuing.

1. Click Edit.
2. Add the guest’s phone number or email address.
3. Click Done.
4. Click Continue to Check-In.

Step 9: Approve the destination and check in the guest

1. Approve or select the guest’s Destination.
2. Click Check In.

Step 10: 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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