People Management allows an Operator to add People, edit History, and update information. The left side is a list of people. The right shows the information associated with the person currently selected on the left. On the right hand there are tabs for; Overview, Information, Classification, Access, and Checks. Above the tabs are the control features Lock/Unlock, Actions, Revert, Save, and Help. Below the People list on the left you'll find the Add, Quick Search, and Search features. 

Actions Menu

Click the Actions menu for the following options:

• Add Person
• Remove Person
• Scan ID
• Resolve Duplicates
• Resolve Duplicates by ID
• Add Picture
• Take Picture
• Remove Picture
• View Person History
• Add Person History
• Person Details Report
• Operation Management
  
  

Search

Click the Search icon below the list to locate a specific person record.

The Overview tab displays the most pertinent information related to the selected Person record.

Person ID

This is an open field that allows you to assign a unique ID for an individual in the KeepnTrack system. When manually assigned the Person ID must be unique to that person and be 3 to 15 characters in length using only letters and numbers. Anytime KeepnTrack assigns a PersonID it will be generated from the first letter of the person first name, the first letter of their last name, and a 5 digit number.

Prefix/Suffix

Enter a prefix, suffix, or title for this person.

First Name

Enter the first name of your person.

Last Name

Enter the last name of your new person.

Birthdate

Enter the person’s date of birth. KeepnTrack recognizes many different date formats, but we recommend MM/DD/YYYY.

Sex

Select Male, Female, or Not Specified.

Ethnicity

Select a person’s ethnicity using this drop-down menu. This list can be adjusted by operators in Kiosk Preferences.

Sign-In Message

This message will be displayed when this person signs in. For example, if a student has lost a backpack, an operator could have KeepnTrack display "Have student check lost and found for backpack" when he or she signs in.

Quick Info

This portion of the screen displays important information about the selected person, but it also provides links to the associated fields.

The Information tab displays contact and other information about the selected person.

Address

• Address Lines
• City
• State/Province
• Postal Code

Phone

To the right of the Phone Number fields, there is a radio button for Primary Phone. The number selected as primary will be displayed on the Overview tab. 

• Home Phone
• Mobile Phone
• Work Phone

Contact

• Fax
• Emergency Contact
• Email
• Employer
• Organization

Identification

• Government ID
  • This field is for any type of government identification, such as Social Security, Military ID, etc.
  • It is for matching purposes only and cannot be viewed.
• Driver's License #

• State/Province

Notes

Enter any information other people need to know about this person, such as medical allergies.

• Notes

• Medical Notes

The Classification tab gives information about the classifications assigned to this person. A person can have multiple classifications. There are five subtabs within the Classification tab. In each tab, select whether or not this person should have that classification.

Visitor

By default, every person in the KeepnTrack system is a Visitor; however, they can have multiple Classifications.

Effective/Expiration

Enter effective dates to mark a date in the future when this person can sign in under this Classification and an expiration date if they expire.

License Plate #

License plate of the vehicle belong to this person.

Vehicle Description

General description of their vehicle.

Vehicle Registration

State of registration for the vehicle.

Has Felony Conviction

Undeclared, No, or Yes

Volunteer

Approved facility Volunteers (i.e. parents, student aides, members of the community, etc.). 

Authorized Volunteer

Select if this person is an authorized volunteer

Effective/Expiration

Enter effective dates to mark a date in the future when this person can sign in under this Classification and an expiration date if they expire.

Volunteer Type

Drop down for Volunteer types are set in Account Preferences.

Application Notes

This field displays notes made on the Volunteer Application by the volunteer.

View Preferred Activities

Displays those Activities this person would prefer to volunteer for. These are set in the Application and can be modified in Person Status.

Preferred Times

This is an editable field that displays the times the volunteer would prefer to work. This is an optional part of the Volunteer Application and can be modified in Person Status.

View Custom Fields

Shows any custom question, and answers given by the Volunteer in the Application.

Student

Authorized Student

Authorizes this person to sign in as Student.

Effective/Expiration

Enter effective dates to mark a date in the future when this person can sign in under this Classification and an expiration date if they expire.

Student ID

The student's ID number.

Family ID

The Family ID can be used by an associate member of a family.

Teacher

The student's teacher.

Homeroom

The Homeroom for the student being viewed.

Grade

The Student's current grade.

Bus #1

The bus taken buy the student.

Bus #2

This field is for a secondary bus.

Block Sign-Out

For emergency situations when you need to prevent anyone from signing the student out.

Allowed to be Signed Out By

This is a list of people who are authorized to sign the Student out. If the person signing the student out is in the KeepnTrack system, their picture will be displayed here. Go here to learn more about this feature.

Staff

Authorized Staff

Authorizes this person to sign in as a Staff member.

Effective/Expiration

Enter effective dates to mark a date in the future when this person can sign in under this Classification and an expiration date if they expire.

Staff Types

Drop down for the Staff types. Staff types are set in Account Preferences.

Hire Date

The date this person was hired.

Staff ID

The ID issued to this person.

Vendor

Authorized vendors for your facility (i.e. food services, book fairs, mail delivery, etc.).

Authorized Vendor

Authorizes this person to sign in as a Vendor.

Effective/Expiration

Enter effective dates to mark a date in the future when this person can sign in under this Classification and an expiration date if they expire.