HOMEOWNER SECURITY PROCEDURES for allowing gate entry to guests & contractors

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1 NEW! IMPROVED! HOMEOWNER SECURITY PROCEDURES for allowing gate entry to guests & contractors CONTENTS Page Overview of New System 2 OPTION A : For Internet Users OPTION B : For Non-Internet Users 4 8 Frequently Asked Questions 11 Quick Reference Guides 14 SECURITY CONTACT INFORMATION aipsecurity@omnihotels.com Security General Phone Gatekeeper System Registration (one-time) Questions or problems Automated Message Svc. (to leave a visit request message) or V8 February 14,

2 OVERVIEW OF NEW SECURITY SYSTEM WHAT ARE THE CHANGES? Your Community Association has implemented a new improved security system for gate control that impacts you and everyone visiting your property. This includes : Non-Permanent Guests Permanent guests, relationship MUST be given, friend, son daughter, etc. Party lists for non-resident guests Contractors, vendors, cleaning & yard service personnel People you never want to give access to your property HOW DOES IT WORK? The new system is 100% web-based. If you never use a computer, you can call Security, give them the temporary guest information over the phone, and they will input it into the web-based system. If you are away from your computer running errands -- or at the airport with only your Blackberry for access -- you can call or Security and they will input the information into the system. If you are reasonably web-savvy and connected to the Internet -- you will be able to efficiently (and privately) register which guests and contractors you want to be allowed access to your home. Your record is confidential and PIN protected V8 February 14,

3 WHAT ARE THE ADVANTAGES OF THIS SYSTEM? 1. A tighter gate entry process. This enhances safety for all of us. Many gated communities have software similar to what we are implementing. 2. Fewer loopholes. This is a PIN based system, whether you are calling in from Maine or sitting at your computer on the Plantation. 3. Fewer mistakes due to misunderstanding and human error. The information that is input into the computer is exactly what will be printed out and adhered to. 4. A more friendly and professional welcome to our guests and vendors. Visitors of residents will receive customized printed gate passes which should reduce the wait time at the gate. 5. Increased productivity for our Security officers who no longer will have to manually write out gate passes for guests, contractors, and vendors. 6. Better coordination between our three main staffed gates. All gates (Main Gates, Commercial, plus Long Point Gate) will be operating off of the same on-line data base GETTING STARTED Please familiarize yourself with the option that best suits you. Option A : Internet plus occasional phone Page 5 Option B : Phone only.... Page 9 Quick Reference Guides (for internet whiz-kids). Pages V8 February 14,

4 OPTION A : USING THE INTERNET STEP ONE : GET A PIN Send Security an ( aipsecurity@omnihotels.com ). Include the information in the form on the following page OR simply cut-and-paste the form, fill in the correct information, and it to Security. V8 February 14,

5 My name is :. John & Mary Doe My Plantation address is My primary phone and additional phone number (s) are PRIMARY # ADDITIONAL #1 ADDITIONAL #2 [NOTE : When you are on the web, use the primary number to identify yourself. When you are calling in by phone, any of the three numbers can be used for caller ID to help Security verify that you are who you say you are. If you do not use one of these three numbers when you call in, the process will take more time. For example, you might use your residence phone, a mobile phone, and the phone you use when you are away in the summer. The system will not allow you to register more than three phone numbers.] Please send me a temporary PIN. I understand that I may change this PIN later. [NOTE : (A temporary PIN will be sent to you by by the next business day. If you wish to change your PIN, we make two suggestions : (a) Do NOT use the PIN you use with your bank, charge cards, investments, etc. Your PIN is secure, but will be available to AIP Security personnel. [NOTE : They do not want to know your most secret PIN!!] (b) Use a four digit PIN that you are comfortable sharing with your spouse or partner. There can only be one PIN per household.] I would like to make sure that the information Security has on my family, household, and vehicles is up-to-date. Please send me a screen shot of your records on my household. I will call you with any changes. V8 February 14,

6 STEP TWO: USE THE SYSTEM FROM YOUR COMPUTER (1) Click on (2) Click on Security Gate Entry tab above the photos. (3) To pull up your private individualized gate entry information: Your User ID is the primary phone number you gave Security in Step One. Enter the last 7 digits with no dashes or spaces. For example, if your phone number is (904) , your User ID is Your PIN is the one you received from Security in Step One or the one you changed it to after you registered. Register on the system. For your next action, choose from the situations below: Situation #1 : You are expecting guests for a specific block of time Pre-register your guests on the system. You will be asked for their arrival and departure dates. When your guests arrive, they will be quickly given a printed guest pass, no matter which staffed gate they first enter. If they are visiting multiple times, you can enter future dates as well. Situation #2 : Your lawn service comes once a week. They visit the Plantation regularly, have pre-registered with Security, paid $50, and are part of the Plantation s Commercial Gate Device System You don t need to do anything. Situation #3 : Your pool cleaning service comes once a week. However they are not part of the Plantation s Commercial Gate Device System. You must register them. They will stay registered until you remove them from the system, but they must physically visit Security to get a new gate pass every day they visit the Plantation. V8 February 14,

7 Situation #4 : Your niece is staying with you for the next semester while she studies at Jacksonville University. She is a permanent guest. Register your niece (or any permanent guest) on the system with an expiration date of 12/31/9999. Relationship must be entered for permanent guests. All permanent guests stay registered until you remove them from your permanent guest list. However, the paper guest passes they receive expire in 30 days. Permanent guests must physically visit Security to renew their gate pass every 30 days. Situation #5 : Your Uncle Harry is not too honest a fellow. You don t want him EVER to be given access to your house. You request a Flag Message on Uncle Harry. Situation #6 : You are hosting a large party at your home. Copy and paste your party list (in the correct format) in the Parties/Events section. All your guests will move quickly through security, receiving printed passes. STEP THREE: USE THE SYSTEM FROM YOUR PHONE Situation #7 : You are in a shopping mall in Cincinnati and your cell phone rings. It is your best friend Samantha. She wants to stop by your house to pick up a book she left behind last weekend. It is OK with you. OR Situation #8 : You are sitting at home and get an unexpected call from your best friend s son who just landed at the airport and needs an emergency place to stay for the night. He will be at the gate in less than an hour and you know Security s computer might need a little cycle time. Call (Security). If the phone you are using is one of your three registered phones, you will be directed to a special voice mail system. Tell Security to let your guest through the gate. V8 February 14,

8 If the phone you are using is NOT one of your three registered phones, you will be prompted to give one of your registered phone numbers, and then your PIN. You can then leave your visitor request message. V8 February 14,

9 OPTION B : NEVER USING THE INTERNET STEP ONE: GET A PIN (1) Before you call Security, decide on 1-3 phone numbers that you are most likely to use when calling Security. [NOTE : These phone numbers are used for caller ID to help Security verify that you are who you say you are. If you do not use one of these three numbers when you call in, the process will take more time. For example, you might use your residence phone, a mobile phone, and the phone you use when you are away in the summer. The system will not allow you to register more than three phone numbers.] (2) Before you call Security, decide on a four digit PIN you would like to use. We make the following suggestions: (a) Do NOT use the PIN you use with your bank, charge cards, investments, etc. Your PIN is secure, but will be available to AIP Security personnel. [NOTE: They do not want to know your most secret PIN!!] (b) Use a four digit PIN that you are comfortable sharing with your spouse or partner. There can only be one PIN per household. (3) Call Security at or (Monday-Friday 7:30 AM to 4:00 PM) and ask for Security Chief Greg Curtis or Assistant Security Director Mike LaChapelle. Tell them your name, your 1-3 phone numbers, and your PIN. You are registered! NOTE: If you would like to make sure that the information Security has on your family, household, and vehicles is up-to-date, please stop by the main gate of Security and request a copy of your records. Alternatively, Security can send these to you through the mail. V8 February 14,

10 STEP TWO: USE THE SYSTEM WITHOUT A COMPUTER Call (Security). If you are using a phone that is one of your pre-registered phones, you will be directed to a special voice mail system. Tell Security to let John Doe through the gate and the time frame involved. If the phone you are using is NOT one of your three registered phones, you will be prompted to give one of your registered phone numbers, and then your PIN. You can then leave your visitor request message. Here are some common situations where you will need to phone Security and use the new process. Situation #1 : You are expecting guests for a specific block of time Call Security to pre-register your guests on the system. Make sure the message includes their arrival and departure dates. When your guests arrive, they will be quickly given a printed guest pass, no matter which staffed gate they first enter. If they are visiting multiple times, you can register future dates as well. Situation #2 : Your lawn service comes once a week. They visit the Plantation regularly, have pre-registered with Security, paid $50, and are part of the Plantation s Commercial Gate Device System You don t need to do anything. Situation #3 : Your pool cleaning service comes once a week. However they are not part of the Plantation s Commercial Gate Device System. You must call Security and register them. They will stay registered until you remove them from the system, but they must physically visit Security to get a new gate pass every day they visit the Plantation. V8 February 14,

11 Situation #4 : Your niece is staying with you for the next semester while she studies at Jacksonville University. She is a permanent guest. You must submit a written list, is acceptable, of desired Permanent Guests to Security (relationship must be given). Permanent guests stay registered until you request removal in writing. However, the paper guest passes they receive expire in 30 days. Permanent guests must physically visit Security to renew their gate pass every 30 days. Situation #5 : Your Uncle Harry is not too honest a fellow. You don t want him EVER to be given access to your house. You request a Flag Message on Uncle Harry Situation #6 : You are hosting a large party at your home. Give Security your party list and it will be input into your private record. All of your guests will move quickly through security, receiving printed passes. V8 February 14,

12 FREQUENTLY ASKED QUESTIONS 1. Is this optional? Yes. Sort of. But if you choose not to pre-register your guests using the on-line system or by phone, your guests will not receive premium service. In addition, you will have to be contacted by phone each time for guests before they will be allowed entry. If Security cannot reach you, your guests or contractors may be denied entry. If contractors and vendors are not pre-approved, they will be denied entry. Security will not call you due to traffic volume. You also will be adversely impacting Security s productivity and their ability to serve you optimally. 2. I don t feel very confident on computers. What should I do? We recommend you try the new system. If you can order a book on Amazon.com, you probably can master this on-line system. If you get stuck, ask Security to help you. The advantages of the on-line system are increased privacy, lower error rates, and improved productivity for our Security staff (which is paid for our of your Community Assessment dues). 3. I m concerned about privacy and identity theft. Is it really a good idea to have this information computerized? Actually, this system provides increased privacy and security. Today, a stranger could call Security and request that John Doe be given gate access. Only registered persons may input data into the system (whether through or phone). Another advantage is that you may add or remove names from the privacy of your own computer anywhere in the world any time of night or day. Alternatively, if you phone in, a voice mail record is made of your request. 4. What if I have blocked Caller ID on my phone? Will the system still be able to recognize my phone? No. If you have blocked the Caller ID function for your outgoing calls, the system will be unable to recognize your call. You will have V8 February 14,

13 to input your phone number manually, and then when prompted your PIN number. 5. Is there only one system per household? Can a household have two different set-ups? No. There can be only one system per address. 6. I m a Club member. I frequently get amenity cards for my guests. Is the amenity card process connected to the gate access procedure? Yes. The Club inputs persons for amenities cards. This allows them access to the Plantation for the duration of their amenity card. No. Security operates for the entire Plantation Community and is separate from the Club. 7. Are resort guests going to use this system? Yes. They will be able to call in guests, but will not have access to the internet or voic features of this system. 8. What if I forget my PIN? Security at aipsecurity@omnihotels.com to request a new PIN. A temporary PIN will be sent to you by by the next business day. You can change your temporary PIN if you want. 9. What if there is someone I do NOT want at my property? Request a Flag Message. 10. I rent out my condo. How do I enable this system for my renters? It depends. Renters must be registered with Security. If they are renting longer than nine (9) months, they are entitled to the same access as Property Owners. If they rent less than nine (9) months, they must be pre-registered by the rental agent/owner and must call Security for all guests. V8 February 14,

14 I live at Long Point. What happens after Long Point Security is closed? Visitors will have to call Security from the gate call box. If they are listed on the guest list and the owner is not home, they will be let in. 11. Does this impact Osprey Village? No. Osprey Village has a completely separate Security system 12. Why are we being encouraged to update our Security records? Doesn t Security already keep current records of who lives here? Unfortunately, Security only records the information it has been given. This tends to happen only when you first move to the Plantation. If you haven t updated your Security record recently, you might be surprised to find that your record contains old vehicles and license plates, the names of caretakers you no longer employ, and emergency contacts and phone numbers which have been long out of date. Please help Security protect and assist you by requesting a copy of your current Security record and then updating it as needed. You can request this at aipsecurity@omnihotels.com and an Adobe pdf file will be sent to you electronically. Alternatively, you can phone or stop by the main Security gate and request a copy of your records. You can pick these up at a mutually convenient time or Security can send these to you through the mail. Remember, it remains your responsibility to keep the information on emergency contacts, caretakers, and current residents up to date. V8 February 14,

15 QUICK REFERENCE GUIDE REGISTRATION PROCESS (ONE-TIME) NEW GATEKEEPER SECURITY SYSTEM for allowing gate entry to guests & contractors FOR INTERNET USERS 1. at any time OR phone the Director/Asst Director of Security at or (Monday-Friday 7:30 AM to 4:00 PM). 2. Register a primary phone number (and up to two other numbers) w/security. 3. Request a temporary PIN to initiate registration. 4. Go to Click on Security Gate Entry tab above the photos. 5. Pull up your private individualized gate entry information: Your User ID is the primary phone number you gave Security in Step Two. Enter the last 7 digits with no dashes or spaces. For example, if your phone number is (904) , your User ID is Your PIN is the one you received from Security in Step Three 6. Fill out the registration page and create a new four-digit PIN. [NOTE : Select a PIN that is different from that you use with banks. Also, make sure it is one you want to share with your spouse or partner.] 7. Log in again using the new PIN you established and access your information. FOR NON-INTERNET USERS 1. Phone the Director/Asst Director of Security at or (Monday- Friday 7:30 AM to 4:00 PM). 2. Register a primary phone number (and up to two other numbers) w/security. 3. Be prepared to give Security a four digit PIN [NOTE: Select a PIN that is different from that you use with banks. Also, make sure it is one you want to share with your spouse or partner.] SECURITY CONTACT INFORMATION aipsecurity@omnihotels.com Security General Phone Guest Entry Gatekeeper System Technical assistance Registration (one-time) Questions or problems Automated Message Svc. (to leave a visit request message) or V8 February 14,

16 QUICK REFERENCE GUIDE DAILY USE (after registration) NEW GATEKEEPER SECURITY SYSTEM for allowing gate entry to guests & contractors USING THE INTERNET 1. Go to Click on Security Gate Entry above the photos. 2. Pull up your private individualized gate entry information: Your User ID is the primary phone number you gave Security during registration. Enter the last 7 digits with no dashes or spaces. [For example, if your phone number is (904) , your User ID is ] Your PIN is the one you received from Security during registration OR the personal PIN you later established. [If you have forgotten your PIN, Security at aipsecurity@omnihotels.com to request a new PIN. A temporary PIN will be sent to you by by the next business day. You can change your temporary PIN if you want.] [If you have forgotten which phone number is your primary number, phone the Director/Asst Director of Security at /4447 (Monday-Friday 7:30 AM to 4:00 PM)] 3. Register your guests USING THE PHONE (from home, while traveling, or when you have no web access) 1. Call If calling from one of your three phone numbers, no PIN will be required. 3. Leave a visit request message. 4. If calling from an unregistered phone, the system will prompt for the primary phone number registered with Security and your PIN. 5. Leave a visit request message. SECURITY CONTACT INFORMATION aipsecurity@omnihotels.com Security General Phone Guest Entry Gatekeeper System Technical Assistance Registration (one-time) Questions or problems Automated Message Svc. (to leave a visit request message) or V8 February 14,

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