User Manual of Visitor Management System (VZak)

Transcription

1 User Manual of Visitor Management System (VZak)

2 Table of Contents Introduction to Visitor Management System (VZak)...3 Logging into VZak...3 Understanding Home Screen of VZak Master tab Organization Details Adding Organization Details Updating Organization Details Department Master Creating New Department Updating Department Master Deleting Department Master Visitor Pass Image Upload Visitor Pass Image Upload Preview Pass Images System Setting Master Set Details Employee Tab Employee Master Creating New Employee Updating Employee Master Deleting Employee Visitor Tab Visitor Visit Entry Visit Close Visitor Master Modifying Visitor Deleting Visitor Report Tab Visitor In/Out Details Current in Details Report Visitor In Out With Photograph Export Reports Change Password Log out...26

3 Introduction to Visitor Management System (VZak) VZak is an excellent solution to provide secure, speedy and optimized end to end information of the Visitor, with a feature of a Photo ID and Access Cards. With VZak Visitor's all relevant information is captured in a secure database file, including Visitor photo, name of the Visitor, Visit Time,Visitor's in premises, Visitor's count and generate visitor Pass. VZak also improves upon most of the negative points of a pen and paper system. Login with VZAK VMS A user can log-in by providing their User ID and password. The Login is displayed as below 1. Enter User ID in the field provided 2. Enter Password in the field provided 3. Click OK The user can cancel the Login Screen by clicking Cancel

4 Get Started with VZAK VMS Once a user logs into the system, the Home screen of VZak is displayed There are several tabs at the top on the Home screen, By using these tabs; the user can perform different tasks More detailed information about Home screen; is displayed in table 1 Table 1: Home screen of VZak Field Description Master Master tab is used for administrative work. Employee Employee tab is used for add/modify and delete Employee Visitor Visitor tab is used to crate visitor pass Report Report tab is used to generator reports Change Password Change Password tab is used for changing password. Log Out Log Out tab is used for log-out from screen.

5 1. Master tab The user can perform various activities from Master Tab 1. On the left side of Home screen, Click Master tab Drop down Menu appears as shown in the figure below; More detailed information about Master Tab; is displayed in Table 2 Field Table 2: Master Tab Menu Description Organization details Used to create, update Organization Data Department Master Used to create, update and delete Department Visitor Pass Image Upload System Setting Master Used to create, update organization logo and instructions image Used to create, update and date settings

6 1.1 Organization Details The user can add organization, update organization from VZak system using Organization Details menu Adding Organization Details 1. On the left side of Home Screen, click Master tab Drop down menu is displayed 2. From the Drop down menu list, click Organization Details The Organization Details screen is displayed Note: The fields which contain * sign at top right corner are mandatory Updating Organization Details 1. On the left side of Home Screen, click Master tab Drop down menu is displayed 2. From the Drop down menu list, click Organization Details The Organization Details screen is displayed 3. Update the required data in the given fields 4. Click Update The information will be updated in the system

7 The user can close the Organization Details screen by clicking Cancel 1.2 Department Master The user can create, update and delete Department information from the VZak system from Department Master menu Creating New Department 1. On the left side of Home Screen, click Master tab Drop down menu is displayed 2. From the Drop down menu list, click Department Master The Department Master screen is displayed 3. On Department Master. screen, in the left side box, click New 4. The respected fields are seen in the right side box 5. Enter Department Name in the field provided 6. Click Save The user can cancel filled information by clicking Cancel. The user can close the screen by clicking Close Note: The fields which contain * sign at top right corner are mandatory

8 1.2.2 Updating Department Master The user can update department information from the system using Department Master screen 1 On Department Master Screen, in the left side box, select the Department record The respected fields are seen in the right side box 2 Update the information, which is to be updated 3 Click Update The information will be updated in the system The user can close the Department Master screen by clicking Close Deleting Department Master The user can delete Department information from the system 1. On Department Master Screen, in the left side box, select Department 2. Click Delete The user can close the Department Master window by clicking Close 1.3 Visitor Pass Image Upload The user can create, update pass image information from Visitor Pass Image Upload menu Visitor Pass Image Upload 1. On the left side of Home Screen, click Master tab Drop down menu is displayed 2. From the Drop down menu list, click Visitor Pass Image Upload The Visitor Pass Image Upload screen is displayed

9 3. On Visitor Pass Image Upload screen, in the left side box, click Browse 4. Select organization logo file which needs to be uploaded 5. Click Save 6. Click Preview to check the image reflections on pass 7. On Visitor Pass Image Upload screen, in the right side box, click browse for Instruction image 8. Select instruction image file which needs to be uploaded 9. Click Save 10. Click Preview to check the image reflections on pass The user can cancel the filled information by clicking Cancel Preview Pass Images The user can preview pass images the from the VZak system 1. On Visitor Pass Image Upload Screen, click Preview Visitors pass image including organization logo and instructions image is displayed

10 2. On Print Pass Screen, click Print to print pass 3. To close pass preview screen without pass printing click Close 1.4 System Setting Master The user can send and set date format for VZak system from System Setting Master menu Set Details 1. On the left side of Home Screen, click Master tab Drop down menu is displayed 2. From the Drop down menu list, click System Setting Master The System Setting Master Screen is displayed as below

11 3. select Display Date Format in the field provided 4. Select Enable Sending to get automatic of visitors report 5. Select SMTP is SSL if your server supports encryption 6. Select Daily report's Sending Time to set time for sending report 7. Enter SMTP Server IP of your service provider 8. Enter SMTP Port of your service provider 9. Enter From Id in the field provided 10. Enter From Password in the field provided 11. Enter To id's in the field provided. User can enter multiple id separated by; 12. Click Save The user can cancel the filled information by clicking Cancel Note: The fields which contain * sign at top right corner are mandatory 2. Employee Tab The user can perform various activities from Employee Tab. This tab is used to create,update and delete employee data 1. On the left side of Home screen, Click Employee Tab Drop down Menu appears as shown in the figure below;

12 More detailed information about Employee Tab; is displayed in Table 3 Field Table 3: Employee Tab Menu Description Employee Master Used to create, update and delete Employee's Information

13 2.1 Employee Master The user can create,update and delete employee's information using Employee Master screen Creating New Employee 1. On the left side of Home Screen, click Employee tab Drop down menu is displayed 2. From the Drop down menu list, click Employee Master The Employee Master Screen is displayed 3. On Employee Master screen, in the left side box, click New The respected fields are displayed in the right side box 4. Select Department Name in the field provided 5. Enter Employee Company Id in the field provided 6. Enter Employee Name in the field provided 7. Enter Employee Mobile Number in the field provided 8. Enter Extension Number in the field provided 9. Select Working Status in the field provided 10. Click Save New Employee Information will be saved in the system The user can cancel the filled information, by clicking Cancel Note: The fields which contain * sign at top right corner are mandatory

14 2.1.2 Updating Employee Master The user can update the employee information from the system 1. On Employee Master Screen, in the left side box, select employee record The respected fields are seen in the right side box 2. Update the information, which is to be updated 3. Click Update The user can cancel the filled information by clicking Cancel Deleting Employee The user can delete employee information from the system 1. On Employee Master Screen, in the left side box, select employee record 2. Click Delete 3. Click Yes The user can close the employee master screen by clicking Close 3. Visitor Tab The user can perform various activities from Visitor Tab 1. On the left side of Home screen, Click Visitor tab Drop down Menu appears as shown in the figure below;

15 More detailed information about Visitor Tab; is displayed in Table 4 Field Table 4: Visitor Tab Menu Description Visitor Visit Entry Used to create Visitor visit Details and generate pass Visit Close Used to close Visitor Visit Visitor Master Used to update and delete visitor details 3.1 Visitor Visit Entry 1. On the left side of Home Screen, click Visitor tab Drop down menu is displayed 2. From the Drop down menu list, click Visitor Visit Entry The Visitor Visit Entry Screen is displayed Enter Visitor Name in the field provided Enter Name from the drop down list under Person to Visit label and select the record Select Purpose of Visit from drop-down list provided Select Visitor Type from drop-down list provided Enter visitor Company Address in the field provided

16 8. Enter Govt Id Card Number in the field provided 9. Enter Mobile Number in the field provided 10. Enter id in the field provided 11. Enter Belongings in the field provided 12. Select Gender in the field provided 13. Click Refresh to get count of visitors currently present in the premises 14. Click Save pass print screen will be shown as below, 15. Click Print to print pass 16. Click Close to close the pass print screen The user can close the Visitor Visit Entry window by clicking Cancel Note: The fields which contain * sign at top right corner are mandatory 3.2 Visit Close The user can close visit of visitor using Visit Close screen. There are two ways to close the visit. Way 1: 1. On the left side of Home Screen, click Visitor tab Drop down menu is displayed 2. From the Drop down menu list, click Visit Close The Visit Close Screen is displayed

17 3. Select visitor entry in the left side box and click Visit close The user can close the Visit Close screen by clicking Close Way 2: 1. On the left side of Home Screen, click Visitor tab Drop down menu is displayed 2. From the Drop down menu list, click Visitor Visit Entry The Visitor Visit Entry Screen is displayed

18 3. Press F8 and scan the bar-code printed on pass Visit will be closed and user can create new entry on the same screen. User do not need to switch the screens to create and close the visit 3.3 Visitor Master The user can view,update and delete data of visitors using Visitor Master screen Modifying Visitor 1. On the left side of Home Screen, click Visitor tab Drop down menu is displayed 2. From the Drop down menu list, click Visitor Master The Visitor Master Screen is displayed

19 3. Click Modify to modify visitor details 4. Click Yes Visitor Modification screen will appear as shown below,

20 5. Update the information, which is to be updated 6. Click Save If user needs to blacklist a visitor s/he can select Blacklisted as Yes The user can close the Visitor Master window by clicking Close Deleting Visitor The user can delete visitor information from the system 4. On Visitor Master Screen select visitor record 5. Click Delete 6. Click Yes The visitor will be deleted from the system The user can close the visitor master screen by clicking Close

21 4. Report Tab The user can generate various reports from Report Tab 1. On the left side of Home screen, Click Report tab Drop down Menu appears as shown in the figure below; More detailed information about Report Tab; is displayed in Table 5 Field Table 5: Report Tab Menu Description Visitor In/Out Details Used to generate Visitor in-out report(in time as well as out time) Current In Details Report Used to generate Visitor in report(only in time) Visitor In Out with Photograph Used to generate Visitor in-out report with Visitor photo

22 4.1 Visitor In/Out Details 1. On the left side of Home Screen, click Report tab Drop down menu is displayed 2. From the Drop down menu list, click Visitor In/out Details Tab The Visitor In/out Details. Screen is displayed 3. Select From Date in the field provided 4. Select To Date in the field provided 5. Click Generate Report The user can close the Visitor In/out Details window by clicking Close

23 4.2 Current in Details Report 1. On the left side of Home Screen, click Report tab Drop down menu is displayed 2. From the Drop down menu list, click Current In Details Report Tab The Current In Details Report Screen is displayed 3. Select From Date in the field provided 4. Select To Date in the field provided 5. Click Generate Report The user can close the Current In Details Report screen by clicking Close

24 4.3 Visitor In Out With Photograph 1. On the left side of Home Screen, click Report tab Drop down menu is displayed 2. From the Drop down menu list, click Visitor In Out with Photograph Tab The Visitor In Out with Photograph Screen is displayed 3. Select From Date in the field provided 4. Select To Date in the field provided 5. Click Generate Report The user can close the Visitor In Out with Photograph window by clicking Close 4.4 Export Reports When report is generated follow below steps to export report in excel or pdf or word format 1. Click on the highlighted button(export Button) 2. Select file format in which report should be exported 3. Enter report name 4. Click Save Below screen guides you on the exporting reports

25 5. Change Password The user can perform change password activities from Change Password Tab 1. On the right side of Home screen, Click Change Password Change Password screen will appear as shown in the figure below;

26 2. Enter Old Password in the field provided 3. Enter New Password in the field provided 4. Enter Confirm Password in the field provided 5. Click Save The user can close the Change Password screen by clicking Cancel 6. Log out The user can log out from system by clicking Log Out. Login screen will be displayed to the user.