Visitor Management Front Desk User Guide

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1 Visitor Management Front Desk User Guide

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3 Table of Contents CHAPTER 1 Introduction Conventions Used in this Documentation Prerequisites Licensing Visitor Management Version Compatibility CHAPTER 2 Front Desk Attendant Permissions Front Desk Attendant Permissions Cardholder Options CHAPTER 3 Installation Prerequisites ClickOnce Setup Methods of Deployment Server Name Using SSL Installation Installing the Application via Network Installing the Application via Server Workaround for Security Policies Support Two Security Policies Creating Two Copies of the Service File Creating a New Virtual Directory Updating the ClickOnce Deployment Updates Visitor Management Front Desk User Guide 3

4 Table of Contents CHAPTER 4 Front Desk Getting Started Logging In Logging Out User Interface Controls User-defined Fields Visitors Searching for a Visitor Adding a Visitor Viewing the Visitor Profile Modifying a Visitor SnapShell Scanner Setting Up the SnapShell Scanner ScanShell Scanner Setting Up the ScanShell Scanner Scanning Credentials to Search for Visitors Scanning Credentials to Replace Visitor Information Scanning Credentials to Add Visitors Visits Notification Scheduling a Visit Modifying a Visit Removing a Visit Disposable Badges BadgeDesigner Layout Printer Settings Bar Code Choosing a Default Printer Printing Badges Signing In a Visitor Access Control Assigning Access Control Badges Capture Information Setting Up the Camera Capture a Visitor Photograph Signing Out a Visitor Visitor Management Front Desk User Guide

5 CHAPTER 1 Introduction Visitor Management is for managing and tracking visitors within your organization. The hosting party logs into a browser-based application to add a visitor or schedule a visit. The web application allows users to log into the visitor management system from any desktop. The front desk attendant can search for visitors, sign visitors in or out, capture information, determine status, and have notifications sent to the host and visitor. Front desk attendants can also view upcoming visits. Scheduled visitors use the Kiosk for self sign-in. When the visit is scheduled, a notification is sent to the host and visitor. The visitor s will contain a bar code which is the visit key. This is used to sign in or out for the scheduled visit. Configuration of these applications is done with Visitor Administration. This is also a browser-based application. It is used to configure settings such as sign-in locations and kiosks. Conventions Used in this Documentation The text in this documentation is formatted to make it easy for you to identify what is being described. Where a term is defined, the word is represented in italics. Field names are shown in bold. Menus and menu choices are shown in bold italics. All menu choices have accelerator keys, which enable you to select the menu choices using the keyboard. The underlined letter represents the accelerator key for that menu item. Accelerator keys are written, for example, <Alt>, <C>. Keyboard keys are represented in angle brackets. For example: <Tab>, <Ctrl>. Keyboard key combinations are written in two ways: <Ctrl> + <Z> means hold down the first key and press the second <Alt>, <C> means press the first key, then press the second Buttons on the screen are represented in square brackets; for example: [Modify], [Cancel]. Visitor Management Front Desk User Guide 5

6 Prerequisites The Web Application Server is installed through a custom installation of the access control software. For more information, refer to the Installation Guide. Other considerations: Your server must be a member of a domain. Workgroups are not supported. You should be logged into the computer as a domain user. Use the fully qualified name of the computer for the URL. This is important when typing the computer name in the configuration file. The LS Application Server service s Log On user should be a domain user. Be sure the LS Application Server service is running. Be sure that the user has access to B.A.S.I.S., permissions assigned, and linked to a directory account. When making changes, restart IIS when you are done. Sign-in locations should be configured in Visitor Administration before using Visitor Management Front Desk or Host. Licensing Visitor Management is a licensed module. To use these applications, the license must be set to a number greater than zero. The Visitor Management section of the license indicates the number of concurrent licenses being used and the number purchased. The maximum number of visits indicates the number of visits you are allowed to have stored in the system. Note: For group visits, each invited visitor is counted as a single visit event. For example, if a group visit contains 10 visitors, this uses 10 visits of the license. Visitor Management Version Compatibility There are two options for Visitor Management. The existing Visitor Management application can be accessed through System Administration, ID CredentialCenter, or Visitor Management. The B.A.S.I.S. ET693 Visitor Management is comprised of the new smart client Front Desk application, the browser-based Host application, browser-based Administration application, and the Kiosk. Visits scheduled in System Administration, ID CredentialCenter, or Visitor Management can be viewed and modified in these other applications. However, when group visits are scheduled using the Front Desk or Host, they cannot be changed in System Administration, ID Credential Center, or Visitor Management. Group visits are not supported through these user interfaces. For visits scheduled in System Administration, ID CredentialCenter, or Visitor Management, the sign-in location does not exist. When these visits are seen in Visitor Management Host, this field will be blank. In Front Desk, these visits will only be seen when All is selected for the sign-in location, and will not show up in any other location selected. When an event has been created in System Administration, ID CredentialCenter, or Visitor Management, the notification does not have the scheduled time or visit key. Visit events should be scheduled in Visitor Management Host or Front Desk. 6 Visitor Management Front Desk User Guide

7 CHAPTER 2 Front Desk Attendant Permissions B.A.S.I.S. user permissions are enforced. These permissions are configured in System Administration or ID CredentialCenter in the Users folders. These permissions should be configured for the user to access components of Visitor Management. A change in user permissions requires restarting IIS. Restarting IIS will allow the correct permissions to be applied. The Users folder allows for granular control of the permissions assigned to users within each group. Front Desk Attendant Permissions For front desk attendants who will be scheduling visit events, adding or updating visitors, signing visitors in or out, and printing badges. Visitor Management Front Desk User Guide 7

8 * This permission only applies in a segmented system. 8 Visitor Management Front Desk User Guide

9 Front Desk Attendant Permissions * This permission only applies in a segmented system. Visitor Management Front Desk User Guide 9

10 If there are required fields, toggle the View permission to Yes to be able to print badges. Also, if there are other user-defined fields on the badge layout, toggle the View permission to Yes to be able to print badges. 10 Visitor Management Front Desk User Guide

11 Front Desk Attendant Permissions For fields pertaining to visitors or visits, Edit permissions should be granted if the front desk attendant is expected to see the entries or modify them. All user-defined fields that are drop-down lists require View permissions. All List Builder user-defined fields must have View permissions. This includes fields that may or may not be relevant to Visitor Management. Note: List Builder items sometimes do not appear in user-defined drop-down fields. After making changes in List Builder, it is necessary to restart IIS. Cardholder Options Additional options can be configured in the Cardholder Options folder on the Visits form. These settings will apply to the Front Desk. After making changes to the Cardholder Options, you must log out and then log in again for the settings to take effect. For more information, refer to the System Administration or ID CredentialCenter User Guide. Visitor Management Front Desk User Guide 11

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13 CHAPTER 3 Installation Visitor Management Front Desk is deployed using ClickOnce. This facilitates simple installation or upgrade of the application for front desk attendants. The Front Desk application can be deployed from the server or a shared network location. Once installed, updates can also be obtained automatically. Prerequisites Before using ClickOnce, make sure the computer has Microsoft.NET Framework 4.0. ClickOnce Setup To utilize ClickOnce, B.A.S.I.S. must first be installed on the server. Doing so will install a folder, FrontDeskClickOnce, with the required files. In most typical installations, the folder will be C:\Inetpub\wwwroot\FrontDeskClickOnce. Methods of Deployment One option for deployment is to make it available through a shared network location. To do this, move the ClickOnce directory to the appropriate location on your network. Another option is to deploy through the server. With this method, the application can be installed on the computer by accessing the files with a browser. Server Name The name of the server is usually configured during the installation process. However, if you wish to change it, this can be done in the servicemodelclient.config.deploy file. This is located in C:\inetpub\wwwroot\FrontDeskClickOnce\config. Visitor Management Front Desk User Guide 13

14 Using SSL The configuration files will also need to be changed when using SSL. 1. Locate the following file: Navigate to C:\inetpub\wwwroot\FrontDeskClickOnce\config and edit the servicemodelclient.config.deploy file. 2. Locate the section that states <!-- Points to the endpoint that supports a security policy with HTTP and Windows Authentication enabled--> Comment markers <!-- and --> are used to indicate a portion of the code that will be ignored. 3. Comment out the endpoint address section of code for http by surrounding it with comment markers. a. Type <!-- at the beginning of the section, before <endpoint address="http... b. Type --> at the end of the section, after BasicHttpBinding_IIdvmService ></ endpoint>. 4. Locate the section that states <!-- Points to the endpoint that supports a security policy with HTTPS and Windows Authentication enabled--> The code for https is commented out by default. 5. Remove the comment markers <!-- and --> surrounding that section to enable the code. 6. For the address in that same section, change http to https. Installation Once the ClickOnce deployment site has been created and configured, it is possible to install the application. Installing the Application via Network 1. Obtain the location of the deployment site. 2. Navigate to the directory, FrontDeskClickOnce. 3. To install Front Desk, run Lnl.OG.VM.FrontDesk.View.application. 4. Click [Install]. Installing the Application via Server Note: To use this method of installation, JavaScript should be enabled for the browser. If it is not, contact your administrator for assistance. 1. Use a browser to go to the address, name>/frontdeskclickonce where <server name> is the name of the B.A.S.I.S. server. If SSL has been configured, the URL will start with 2. Click [Install]. The progress bar will indicate when installation is complete. 14 Visitor Management Front Desk User Guide

15 Workaround for Security Policies Workaround for Security Policies A Front Desk or Kiosk error may occur, stating, The HTTP request is unauthorized with client authentication scheme Negotiate. The authentication header received from the server was Negotiate,NTLM This error occurs because only one security policy is typically supported by the Windows Communication Foundation (WCF) service for Visitor Management, regardless of the IIS setting to support both anonymous and Windows Authentication. Support Two Security Policies Two security policies may be supported, requiring two webservices, two virtual directories, and two copies of the service file. Creating Two Copies of the Service File 1. Navigate to C:\Inetpub\wwwroot\Lnl.OG.Services. Copy the directory, IdvmWebHost. 2. Name the copied directory IdvmAnonWebHost. 3. In the IdvmAnonWebHost directory, locate the HttpServices.config file and rename it to Services.config. Creating a New Virtual Directory 1. In IIS, create a new virtual directory named Lnl.OG.AnonServices. 2. For the path, browse to and select the new directory, C:\Inetpub\wwwroot\Lnl.OG.Services\IdvmAnonWebHost. Updating the ClickOnce Deployment 1. Navigate to C:\Inetpub\wwwroot. Copy the directory, FrontDeskClickOnce. 2. Name the copied directory AnonFrontDeskClickOnce. 3. Locate the following file: Navigate to C:\inetpub\wwwroot\AnonFrontDeskClickOnce\config and edit the servicemodelclient.config.deploy file. 4. Locate the section that states <!-- Points to the endpoint that supports a security policy with HTTP and Windows Authentication enabled--> Comment markers <!-- and --> are used to indicate a portion of the code that will be ignored. 5. Comment out the endpoint address section of code for http by surrounding it with comment markers. a. Type <!-- at the beginning of the section, before <endpoint address="http... b. Type --> at the end of the section, after BasicHttpBinding_IIdvmService ></endpoint>. 6. Locate the section that states <!-- Points to the endpoint that supports a security policy with HTTP and anonymous --> This code is commented out by default. 7. Remove the comment markers <!-- and --> surrounding that section to enable the code. Visitor Management Front Desk User Guide 15

16 8. In IIS, create a new virtual directory named AnonFrontDeskClickOnce. 9. For the path, browse to and select the new directory, C:\Inetpub\wwwroot\AnonFrontDeskClickOnce. From a non-domain account, start Internet Explorer and go to: name>/anonfrontdeskclickonce for Front DeskInstall the application. After doing so, you should be able to log in and use the application. Updates If a configuration file in the deployment location has been modified, Front Desk can be updated automatically. Upon starting the application, updates will be automatically detected and retrieved. 16 Visitor Management Front Desk User Guide

17 CHAPTER 4 Front Desk Visitor Management Front Desk is used for searching and adding visitors, scheduling visits, signing visitors in or out, capturing a photo, printing badges, and assigning access control badges. Front desk attendants can also view upcoming visits or determine the status of a visit. Getting Started For the Front Desk to function properly, the LS Application Server must be running. Note: If segmentation is enabled, the cardholder and the user must be in the same segment. Lack of a common segment causes the inability to save visitors. Logging In Before using the application, you must log in. 1. Start the Front Desk application. 2. Type in your username. 3. Type in your password. 4. Choose the directory from the drop-down. 5. Click [Login]. Or to cancel and close the application, click [Quit]. The login name is displayed at the top of the window. Once logged in, you will be able to see the schedule of visits. When the correct user name and password has been typed in and there is a failure to log in, check that the user account has access to the system. This is configured in System Administration or ID CredentialCenter on the General form of the Users folder. Logging Out 1. To log out from the application, click Logout. Visitor Management Front Desk User Guide 17

18 User Interface For the visitors on the list, the scheduled time and host are listed, as well as a thumbnail of their photograph (if available) and the state of the visit: Scheduled The individual has an appointed time for an upcoming visit. Late The individual has not arrived and it is past the appointed start time for the visit Active The individual has arrived and has been signed in. Signed out The visit has concluded and the individual has been signed out. Overstayed The individual has not been signed out and it is past the appointed end time for the visit. When a visit is selected, the event details and visitor profile are displayed on the right-hand side of the window. The list of visits/visitors is shown based on the sign-in location of the workstation (indicated at the top of the window). For the first time the application is used, the default location is All. After a signin location has been selected, this will be the default selection for incoming visitors that are displayed. Controls To see incoming visitors for the next day or previous day, use the arrow buttons to navigate back and forth between the days. For each day, you can toggle between Upcoming and Active visits. You may also use the calendar controls to navigate. Click [Today] to display scheduled visits for the current day. Click the calendar month icon to select a specific date, or use the links at the bottom of the menu to Show next event or Show previous event. Group visits are events that have multiple visitors associated with them. When the group visit is selected, you may view the invited visitors on the Event Details tab. A group visit can have up to a maximum of 75 visitors invited. By default, the application refreshes once per minute. This setting can be configured in System Administration using the Cardholder Options Visits form. User-defined Fields This documentation refers to data fields that are shipped as the default. If you have used FormsDesigner to customize your data fields, the elements on the user interface will be different. Visitors Front desk attendants may search for visitors in the system. The visitors information can also be updated. Searching for a Visitor Using Front Desk, you can search through existing records for a visitor. You may search for a visitor based on the last name. 18 Visitor Management Front Desk User Guide

19 Visitors Note: When entering the criteria, keep in mind that only the first word or name will be used for searching. The entry of additional words will be ignored. Though the list of visitors displays those scheduled for the location of the workstation, when searching, the criteria will be applied to all visitors (regardless of location). 1. In the text field, type the last name of the visitor. You may use partial names. 2. Click the search button. The search results will be displayed, listing the individuals whose names match the criteria entered in order of relevance. 3. If the search does not produce desired results, a button will appear allowing you to add the new visitor. To do so, click [New Visitor] and enter the visitor s information. 4. If you wish to cancel the search at any time, click the X that appears in the same text field. Alternatively, searching can be done automatically with the use of a scanner. Adding a Visitor 1. Click [New Visitor]. If searching for a visitor yields no results, you will also have the option to add a new visitor. Click [Add Visitor]. 2. On the Visitor Profile tab, type the visitor s information. 3. Click [Save]. If you do not want to save the information, click [Cancel]. Note: Fields denoted with an exclamation point are required. You will only be able to save the information when the required fields are filled in. Viewing the Visitor Profile You may view the visitor profile to see details such as the visit information, visitor s name, photo, contact information, and credentials. 1. Locate the visitor s name under the list of visits. If the visitor does not appear in the list, search for the visitor s name. 2. Click on the name. The Visit Information will be displayed on the right side of the window, with the Visitor Profile. Modifying a Visitor 1. Select the visitor. 2. Make changes to the visitor profile. You may manually enter the new information or obtain the information from a scanned credential. 3. Click [Save]. If you do not want to save the information, click [Cancel]. SnapShell Scanner A business card scanner can be used to obtain visitor information. With the SnapShell IDR, you can scan a visitor s business card, obtaining the last name to search for visitors in the system. Setting Up the SnapShell Scanner 1. Connect the SnapShell scanner to the computer using the provided USB cable. 2. Use the Add Hardware Wizard to install the driver from the Supplemental disc. Visitor Management Front Desk User Guide 19

20 3. When prompted, select Business Card for the SDK component to be installed. 4. Select the SnapShell Camera for the type of scanner. ScanShell Scanner The ScanShell 1000A can be used to obtain information from state-issued identification or passports. Before importing DMV or passport data, the values should be properly mapped to data fields in FormsDesigner. For more information, refer to the FormsDesigner User Guide. Typically, the address obtained from business card scans will be a business address; the address from driver s license scans will be a home address. Setting Up the ScanShell Scanner 1. Install the scanshell_net.exe file from the Supplemental disc. Use only the driver located on the Supplemental disc, located under \Credential Center Device Drivers\ScanShell. Do not use the manufacturer disc to install the driver. 2. Restart the computer. IMPORTANT: Although you will not be prompted, the computer must be restarted. Otherwise, this will not function properly. 3. Connect the ScanShell scanner to the computer using the USB cable provided. Only one of these scanning devices may be connected and used on the computer. Attempting to connect multiple scanners will result in an error. The scanner should be properly calibrated. Refer to the manufacturer documentation. In order to calibrate the scanner, the domain user should be made a member of the Administrators group. Scanning Credentials to Search for Visitors 1. After obtaining a credential from the visitor, place it on the scanner. 2. Press the button on the front panel of the device to start the scanning wizard. (You may have to press and hold the button for a second.) 3. If you are using the ScanShell scanner, you will be prompted to select the document type to be scanned. a. Select the type of credential being scanned. If scanning a driver s license, then enter the country and state. b. Click [Scan]. 4. The scanning status is displayed. A search will occur. If the visitor exists in the system, the search results will return individuals with the matching last name. Scanning Credentials to Replace Visitor Information If the visitor information needs to be changed, it can easily be updated with the scanned information from the credential. To begin, place the credential on the scanner. This procedure can be initiated in one of two ways: 1. The scan can be initiated from the Front Desk. a. Select the visitor to be modified. 20 Visitor Management Front Desk User Guide

21 Visits b. From the Visitor Actions pull-down menu, select [Update from Scan]. 2. Or the scan can be initiated from the device. a. Press the button on the front panel of the ScanShell. After scanning, a search based on the last name is performed. b. Select a visitor from the search results. c. If there is new data, a button becomes available, [Update from <document>]. Click this button to replace the existing information. 3. Click [Save]. If you do not want to save the information, click [Cancel]. Scanning Credentials to Add Visitors If scanning produces undesired search results, you will have the option to add the visitor. 1. After scanning and searching, click [Add Visitor]. 2. The information that was scanned will be used to fill in the fields on the Visitor Profile. 3. Click [Save]. If you do not want to save the information, click [Cancel]. Visits When visitors arrive at an organization for a scheduled visit, they may be signed in at the front desk. Note: Group visits cannot be modified in System Administration or ID CredentialCenter. Group visits are solely a feature of Visitor Management Host and Front Desk software version 6.3 or later. On a segmented system, if visitors are segmented, both the cardholder and visitor must be in the same segment to schedule a visit. Notification If is configured and enabled, the host and/or visitor will be able to receive notifications whenever a change is made to a visit. For more information about configuring this feature, refer to Configure Visitor Fields in the FormsDesigner User Guide, and Configure Default Recipients in the System Administration or ID CredentialCenter User Guide. Scheduling a Visit 1. Click [New Event]. 2. Type in the name of the event. 3. Enter the host name. 4. Select the location of the visit event. 5. Enter the date and time of the event. 6. Next to All Visitors, click [+]. A list will be displayed to choose the name of the visitor. 7. If needed, search for the visitor by typing in the name. Search results will be displayed from which you may choose the visitor. 8. Select the visitor and click [Select]. Visitor Management Front Desk User Guide 21

22 Repeat this step to add more visitors for a group event (up to a maximum of 75 visitors). Or you may make multiple selections by holding the <Ctrl> key or <Shift> key and clicking. A group visit can have up to a maximum of 75 visitors invited. To remove a visitor, select a visitor you have invited and click [ ] from the pull-down menu. There must always be at least one invited visitor for a visit event. 9. Click [Save]. If you do not want to save the visit, click [Cancel]. Modifying a Visit 1. Select the visit. 2. Make changes to the event details. You may change the visit event name, sign-in location, host, visit time, or invited visitors. Some fields may vary, depending on system customizations. Note: Visits originally scheduled in B.A.S.I.S. do not have a sign-in location. When modifying a visit in Front Desk, a sign-in location must be configured. 3. Click [Save]. If you do not want to save the information, click [Cancel]. Removing a Visit 1. Select the visit by clicking on it. 2. From the Event Actions pull-down menu, select Remove event. 3. When prompted for a confirmation for deleting the visit, click [Yes]. When a large group event is deleted, notification s are sent for the participants. This may require some extended wait time while the system performs this function. Disposable Badges A temporary badge may be printed using the Dymo LabelWriter 400/400 Turbo. This is configured in System Administration or ID CredentialCenter, on the Visits form of Cardholder Options. Select the Allow disposable badge printing check box. The driver should be installed on the computer that is running the Front Desk application. Plug in the power cable. When instructed to do so, use the provided USB cable to connect the printer to the computer. For more information, refer to the manufacturer documentation. BadgeDesigner Layout If you are using the shipping label, the following settings are recommended when creating the badge layout. To configure these settings in BadgeDesigner, select View > Layout. On the Page tab: Width: inches Height: inches Left Margin: 0 inches Right Margin: 0 inches Top Margin: 0 inches Bottom Margin: 0 inches 22 Visitor Management Front Desk User Guide

23 Visits On the Badge Area tab: Width: inches Height: inches IMPORTANT: When viewing the layout in BadgeDesigner, it will appear without a margin. The Dymo LabelWriter 400/400Turbo automatically adds a margin when printing. Changing the margin on the badge layout in BadgeDesigner will cause the printed badge to be shifted or clipped. For more information, refer to the BadgeDesigner User Guide. Printer Settings After the printer is connected, change the paper size of the adhesive label type you are using to Shipping. This is done through the Printing Preferences. Right-click on the printer and select Printing Preferences. Or within the printer queue, from the Printer menu, select Printing Preferences. Click [Advanced] and change the Paper Size to Click [OK] to save the change. Bar Code For signing visitors in or out, a 3 of 9 3:1 or 3 of 9 2:1 bar code is used. IMPORTANT: When printing a badge that contains a barcode, the barcode must be clearly printed so that it can be read by the scanner. It is recommended that the barcode be of adequate size and the printer quality be set to high. Choosing a Default Printer Details about the Front Desk user can be viewed by clicking [My Account]. 1. While viewing your account, click Badge Printing if it is not already selected. 2. Select a printer. 3. Click [Set as Default]. 4. Click [Save Changes]. If you do not want to save the information, click [Cancel]. Printing Badges Once a visitor has been scheduled, you may print a badge. 1. From the Visitor Actions pull-down menu, select Print Badge. 2. When the print preview is displayed, verify that the information is correct. 3. Click Print Badge. An adhesive badge will be printed for the visitor to wear. Note: If a change has been made to the badge layout in BadgeDesigner, the change may not be seen in Front Desk. To make sure the badge layout is updated, restart Front Desk. Signing In a Visitor 1. Locate the name of the visitor and click on it. Visitor Management Front Desk User Guide 23

24 2. Click Sign In. The visit will become active. Access Control If you have elected to use active badges, you will have the option to assign one when signing in the visitor. Only one badge (with the Visitor badge type) may be assigned to a visitor. This is configured in System Administration or ID CredentialCenter, in the Cardholder Options folder on the Visits form. Select the Allow access control badge assignment check box. To sign out visits using the badge, the badge status must be configured. This is also done on the Visits form in the Cardholder Options folder. For information, refer to the System Administration of ID CredentialCenter User Guide. Note: The Configuration Download Service (LnlConfigDownloadService.exe) must be running to use active badges in Front Desk. In Front Desk, badges and access levels are modified when an active badge is assigned to a visitor during sign-in and can also be modified when a visitor is signed out. This is what happens when assigning an active badge to a visitor during sign-in: 1. Any access levels assigned to the new active badge are removed if they are not in a segment shared by both the visitor and badge type. All other access level assignments remain. 2. Any active badges previously assigned to the visitor are disabled according to the Badge status for sign out configured on the Visits form of the Cardholder Options folder. The disabled badges remain assigned to the visitor. 3. The new active badge s activate and deactivate dates are synchronized with the event if the Synchronize active badges and active visits check box is selected on the Visits form of the Cardholder Options folder in System Administration or ID CredentialCenter. If the Prompt user check box is selected, synchronization only happens if the user selects Update badge activate and deactivate dates when assigning an active badge. 4. The new active badge is activated. When a visitor is signed out, any active badges assigned to the visitor are disabled according to the Badge status for sign out configured on the Visits form of the Cardholder Options folder. The disabled badges remain assigned to the visitor. Assigning Access Control Badges 1. Sign in the visitor. A dialog box for assigning an access control badge appears. 2. Manually type in the number of the badge. Or if you are not using access control badges, simply leave the field blank. 3. Click [Sign In Visitor]. Or, if you do not want to sign in the visitor, click [Cancel]. Capture Information Photographs of visitors may be taken when they arrive for their visit. 24 Visitor Management Front Desk User Guide

25 Visits Photograph To capture the visitor photo, it is necessary to properly install and configure a camera for the Front Desk. Most cameras with WDM drivers will work. The drivers for these cameras are only supported on Windows XP and Windows 7. The following cameras are officially supported and known to work well: Logitech QuickCam Orbit AF HP TouchSmart Webcam Videology 24Z704USB Setting Up the Camera 1. Insert the CD provided with the camera and run the installation program. 2. Insert the USB cable provided with the camera into a USB port and Windows will install the camera. Be sure to consult the manufacturer documentation. After the installation is complete, the camera should function with the Front Desk application. Capture a Visitor Photograph If the visitor does not already have a photograph, a generic icon will be displayed in place of the photograph. 1. Select the visitor from the list to be photographed. If the visitor does not appear in the list, search for the visitor s name and select it. 2. Click Update Photo under the visitor profile. The Biometric Capture Wizard is displayed. 3. Have the visitor stand in position so that he/she shows up on the live display. 4. Use the slider control to zoom in or out as necessary. 5. Once ready, click [Take Picture]. If the picture is not satisfactory, you may click [Re-take Picture]. 6. The picture is automatically cropped to the correct size. You may use the crop window to adjust the correct position and size for the picture. 7. If the picture is acceptable, click [Done] to exit from the Photograph Capture and return to the main application. 8. Click [Save Changes]. IMPORTANT: If you do not click [Save Changes], the photograph will be lost upon exiting or selecting a different record. Automatic Cropping Automatic cropping occurs to frame the face and shoulders of the subject, and is relative to the location of the eyes. The cropped image area and aspect ratio are pre-configured. If necessary, the image will be rotated such that the eyes are level in the photograph. Visitor Management Front Desk User Guide 25

26 For proper function of this feature: The minimum resolution recommended is 640 x 480. Images larger than 1600 x 1200 may result in warnings and diminished performance. The subject s eyes must be visible. There should only be one face in the image. A plain background must be used. The image must be in color. The image includes the subject s head and at least the top of the shoulders. The subject s head must not be too close to the edge of the photograph. The subject s head cannot be tilted more than 17 for eye location to occur. In cases where automatic cropping does not function properly, the crop window will appear and you will be able to manually drag it to the correct position. Signing Out a Visitor 1. Locate the name of the visitor on the list of scheduled visits. 2. Click Sign Out. When using active badges for visitors, the badge will be deactivated when they sign out. 26 Visitor Management Front Desk User Guide

27 Index A Access control badge Active badge Add visitors visits Assign badge Automatic cropping B Badge badge layout BadgeDesigner layout Badges Business card scanner C Capture photo Choose default printer ClickOnce Controls D Default printer Deployment Disposable badges E Error G Getting started I Installation Introduction... 5 L Licensing... 6 Log in Log out M Modify visitors visits P Photograph Photograph visitor Prerequisites... 6 Print badge Printer settings R Remove visits S Scan credentials Schedule visits Search for visitors Security policy Sign in Sign out SnapShell Visitor Management Front Desk User Guide 27

28 Index U UDFs User interface User-defined fields V Version compatibility... 6 Visitor profile Visitors Visits Visitor Management Front Desk User Guide

29 Index Visitor Management Front Desk User Guide 29

30 6161 East 75th Street Indianapolis, IN Phone: (317) B.A.S.I.S. ET693 Visitor Management Front Desk User Guide, product version 6.5 Item number E897, revision 2.006, January 2013 Content of this document copyright Lenel is a registered trademark used by Stanley Security Solutions with permission from Lenel Systems International, Inc. Windows, Windows Server, and Windows Vista are trademarks and Microsoft is a registered trademark of Microsoft Corporation. Integral and FlashPoint are trademarks of Integral Technologies, Inc. Crystal Reports for Windows is a trademark of Crystal Computer Services, Inc. Other product names mentioned in this User Guide may be trademarks or registered trademarks of their respective companies and are hereby acknowledged. Information in this document is subject to change without notice. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without the express written permission of the authors. The software described in this document is licensed to Stanley Security Solutions by Lenel Systems International, Inc. Portions of this product were created using LEADTOOLS , LEAD Technologies, Inc. ALL RIGHTS RESERVED. The software includes ImageStream Graphic Filters. Copyright Inso Corporation. All rights reserved. ImageStream Graphic Filters and ImageStream are registered trademarks of Inso Corporation.

Portions of this product were created using LEADTOOLS 1991-2009 LEAD Technologies, Inc. ALL RIGHTS RESERVED.

Portions of this product were created using LEADTOOLS 1991-2009 LEAD Technologies, Inc. ALL RIGHTS RESERVED. Installation Guide Lenel OnGuard 2009 Installation Guide, product version 6.3. This guide is item number DOC-110, revision 1.038, May 2009 Copyright 1992-2009 Lenel Systems International, Inc. Information

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