Visitor Keeper User Guide

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1 Vivax Corporation Visitor Keeper User Guide Version Copyright Vivax Corporation ALL RIGHTS RESERVED July 2012

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3 Table of Contents Visitor Keeper Installation... 1 Installing Visitor Keeper Software on Your Computer... 2 Setting up Visitor Keeper for Proper Operation... 6 Initial (One-time) User Account Setup... 6 Entering Software Activation Information... 8 Before you Begin, Please Read What You Should Know About Visitor Keeper Initial (One-time) Software Setup System Feature Configuration Station Name Station Gateway (Location) Manager for Attached Devices General Visitor Logging Options Visitor Signature Handling Options Visitor s Badge Handing Options Assigning Next Visitor ID Number And Badge Number Automatically Signature Pad Settings Serial Port Setting Signature Image Settings Settings Visitor Keeper User s Guide Starting & Logging onto Visitor Keeper Shutting Down & Logging off Visitor Keeper To Terminate Visitor Keeper To Log off Visitor Keeper Signing Visitors In or Out The Visitor Sign In/Out Window Signing In a Visitor Identify the Visitor Provide the Specifics about the Visit Finish Logging In and, Optionally, Print a Visitor s Badge Signing Out a Visitor Identify the Departing Visitor Entering the Specifics about the Exit Finish Logging Out a Visitor Page i

4 Taking a Photo and Signature for the Log Collecting a Signature Taking a Photograph Visitor Alert Feature Visitor Watch in Action Notation Alert (or Notice) in Action Maintaining Visitor Records Entering a New Visitor Record About The Visitor Record Window The General Tab Visitor s Data Fields Collecting Visitor Photo and Signature Take Photo The Supplemental Tab The Notation Tab Modifying an Existing Visitor Record Deleting an Existing Visitor Record Managing Visitor Categories Enter a New Visitor Category Record Visitor Category s Data Fields Modifying an Existing Visitor Category Record Deleting an Existing Visitor Category Record Managing Visitor Companies Enter a New Visitor Company Record Visitor Company s Data Fields Modifying an Existing Visitor Company Record Deleting an Existing Visitor Company Record Maintaining Visitor Notations Enter a New Visitor Notation Record Notation Priority Level and Mark (Flag) Visitor Notation s Data Field Modifying an Existing Visitor Notation Record Deleting an Existing Visitor Notation Record Maintaining Visitor Watch Records Entering a New Visitor Watch Record Visitor Watch Data Fields Modifying an Existing Visitor Watch Record Deleting an Existing Visitor Watch Record Printing Visitor ID Cards and Visitor Badges Page ii

5 Printing with Card Layouts Printing a Visitor ID Card The Card & Report Layout Manager What is a Layout? Creating a New Layout Layout Description s Data Fields Copying an Existing Layout Importing a Layout into Layout Manager Do Not Import Printer Definition File Exporting a Layout from Layout Manager Using the Layout Designer Layout Designer Overview Layout Designer s Tips and Concepts Drawing Object Naming the Object Drawing Layer Drawing Fixed Data vs. Drawing Variable Data Drawing Order Drawing Condition Drawing Functions() The Designer Window Encoding Magnetic Stripe Data Adding Magnetic Stripe Encoding Magnetic Stripe Standards Track Track Track Magnetic Stripe Encoding Format Example #1: Example #2: APPENDICES How to Manually Start the Installation from Disk How to Use Search to Locate Records Direct Search Incremental Search Some Tips on Search How to Add User-Defined Visitor Data Field The Database Manager

6 Adding a User-Defined Data Field Modifying an Existing User-Defined Data Field Deleting an Existing User-Defined Data Field User Account, Password and Access Control User Accounts Overview User Levels User Groups Important Information about User Accounts Changing a User s Password Managing User Accounts & User Groups Managing Individual User Accounts Managing User Groups Managing Function Access Rights Granting & Restricting System Functions List of Function Sets under Access Control Main Application Window Visitor Log Window Visitor Table Window Visitor In Building Table Window Visitor Company Table Window Visitor Category Table Window Visitor Watch List Table Window Notation Type Table Window Predefined User Accounts and User Groups User Account: Vendor Admin User Group: Receptionist How to Use a Serial Device (Card Reader) for Signing In/Out Enable Serial Card Reader Features Configure Serial Card Reader Settings Comm Port Settings & Connection Test Automatic Identification Settings A Complete Example Specifying a Number Match Pattern Regular Expression System INI Files vkconfig.ini File Section: [Station Setting] Section: [Option Setting] Section: [Database Setting] Section: [Signature Pad Setting] Section: [Camera Setting] Section: [Data Entry Setting] Section: [Driver License Scanner Setting] Section: [Visitor Setting] Section: [Auto Card Identification Setting] Page iv

7 Section: [Card Reader] Section: [ Setting] vkglobal.ini File Section: [Station Setting] Section: [Option Setting] Section: [Auto Card Identification Setting] Section: [ Setting]

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9 Visitor Keeper User Guide Welcome Thank you for choosing Vivax s Visitor Keeper as your preferred solution to your visitor tracking and management needs. Visitor Keeper is part of our Gatekeeper Series of card-based software products addressing a diverse set of requirements. This document provides you with the following: How to install Visitor Keeper on your computer. How to use Visitor Keeper. Visitor Keeper Installation Installing Visitor Keeper is very simple. You will need the following items in order to successfully install and configure Visitor Keeper for your operation. Visitor Keeper Installation Disk Visitor Keeper Activation Code Visitor Keeper supports digital cameras, signature pads, and scanners for driver license and business card. If you are using any of these devices, please have them installed first. Optionally, you may need to have a plastic card or label printer installed on your computer to take advantage of the ID card functionalities of Visitor Keeper. You will also need the following information if you plan to use the notification feature. This information may be obtained from your IT support department (or your ISP, Internet Service Provider): A valid Address Outgoing Server (SMTP) SMTP Port Number (it is usually 25) User ID and Password for authentication The Installation Disk contains the installation software, which may also be downloaded from your vendor s web site. You will also need to have an Activation Code for Visitor Keeper. Page 1

10 Visitor Keeper User Guide Installing Visitor Keeper Software on Your Computer The installation of Visitor Keeper is mostly automatic. If you have an installation disk, please insert it into your computer s CD/DVD drive. The install program should start in just a moment. If you do not see the following window, please consult the Appendix, How to Manually Start the Installation from Disk. If you ve down loaded the installation software, gvk2 C6-ODBC Setup.Exe, into your computer, double click on the file icon to start the installation process. Click on to continue the installation. Page 2

11 Visitor Keeper User Guide Click on to accept the folder where Visitor Keeper will be installed. If you need to install Visitor Keeper in a different folder, click on to specify a new folder location. Click on to accept the folder where Visitor Keeper will store its database. If you prefer the database to be saved elsewhere, click on to specify a new folder location. If more than one user will be using Visitor Keeper as the same time, you will need to specify a folder located on your computer network where it is accessible by all users.as part of the standard installation, a set of files that make up the empty Page 3

12 Visitor Keeper User Guide data set used by Visitor Keeper is created and saved in the folder specified Data Folder. However, if the specified folder contains an existing data set, it will be preserved, and no new files will be created. The box for Write over any existing database should not be checked unless you wish to erase any existing data created by a previously installed Visitor Keeper. Typically, for a multiuser installation, all users share one single data set. During installation of all the users systems (except the first one), the box for Connect to an existing database in the folder specified above should be checked. Having this box checked will install all the necessary files, except an empty data set. Click on to specify the Standard Edition of Visitor Keeper. If a business card (or driver license) scanner is used, click on the radio button to specify the Scan/Snap Shell Edition. NOTE: A note for the system administrator: Both versions of the Visitor Keeper s executable are saved in the installed folder. The program shortcuts will point to the selected edition. This makes changing editions after the installation as simple as changing the target file in the shortcuts property. Page 4

13 Visitor Keeper User Guide Click to start the actual installation process. This will take only a moment to complete. If you wish to cancel the installation or change any settings, this is your last chance to do so. Please review the settings before clicking. Click to close the installation window. You have successfully installed Visitor Keeper on your computer. There should be a new icon on your desktop. Please proceed to the next section to complete the set up procedure. Page 5

14 Visitor Keeper User Guide Setting up Visitor Keeper for Proper Operation This process will take about fifteen minutes to complete. Please be sure that you have obtained the necessary activation code from your vendor. To complete this three-step process, please double click on the Visitor Keeper Icon to start it for the very first time. Initial (One-time) User Account Setup Access to Visitor Keeper is protected by user ID and password. When Visitor Keeper starts for the first time, it will prompt the user to set up a user account. Without this account, the user will not be able to use Visitor Keeper. If you do not see the following window, your copy of Visitor Keeper may have been set up by another user and is ready for use. You may skip this section but you will need to know the user ID and password to finish the rest of the software setup. NOTE: Visitor Keeper includes a Vendor Admin User reserved for technical support purposes. You may delete this user account after this initial setup. However, without this user account, it could be difficult for our staff to provide support services. Click to begin adding the first user. Page 6

15 Visitor Keeper User Guide Enter the primary user s name and a Login ID. You may choose any combination of letters or numbers for your Login ID. However, if you forget this information, you will not be able to access Visitor Keeper without contacting our technical support. IMPORTANT: You do not provide a password at this point; it is set to be the same as your Login ID with one difference. Your Login ID is not case sensitive, while the password is case sensitive. For example, if you enter MyID as your Login ID, then you must enter your password with a capital M, followed by a lower case Y, followed by capital I and D. For your Login ID, however, you may enter the letters M, Y, I and D in any upper or lower case combination - whatever is your preference. Page 7

16 Visitor Keeper User Guide Click to set up your first user account. You may cancel at this point. Otherwise, you have just successfully set up the first user. Click to create your first user account. You may still cancel at this point by clicking. Otherwise, you have just successfully created the first user and the Visitor Keeper Login Window appears. Enter your newly created Login ID and password and click to log into Visitor Keeper to continue the set up process. If you do not have your licensing information, you may click on to exit Visitor Keeper. Entering Software Activation Information Once you have logged in, you may fully activated Visitor Keeper by entering your activation information. Your software vendor should have Page 8

17 Visitor Keeper User Guide provided you with an Activation Code for Visitor Keeper. If not, please contact your vendor to obtain this information. NOTE: Visitor Keeper will cease to operate 30 days after the installation if the Activation Information is not entered. You must enter a valid Activation Code to continue using Visitor Keeper after the initial 30 days. To enter the Activation Information, drop down the Setup Menu and click on Register Visitor Keeper to open the Activation Window. Copy all the information verbatim into this window. The company name must be entered as it appears on your activation document. The company name is case sensitive, so be sure to copy the name exactly as is. If there is a space between words, there should be exactly one space between any two words. The activation code (including the dashes) must be entered in upper case. The Check Number to the right of each entry box must match the corresponding number listed in your activation document. The Check Number will be updated when you press the Tab Key to move to the next entry box. Page 9

18 Visitor Keeper User Guide Click to activate Visitor Keeper after you have verified your entries. If the activation code is valid, you will be prompted to restart Visitor Keeper. To continue, please click on Log Menu and select Exit to terminate Visitor Keeper. Restart Visitor Keeper by double clicking the icon on the PC s Desktop. When the Login Window appears, enter your account information and log back into Visitor Keeper for the next step. At this point, you may also want to set up Visitor Keeper to meet your requirements. You can always change these settings later. Click to continue setting up Visitor Keeper. You may click at this point and close the window without completing the final configuration process. Visitor Keeper will close for the time being. The next time Visitor Keeper starts; it will prompt you to complete the system configuration again. Page 10

19 Visitor Keeper User Guide Alternatively, you may enter a name for this newly installed station (computer) and a name of the entry point (where this station is located) and click to accept all the default settings and close this window. If you choose to customize your copy of Visitor Keeper, see the following Section, System Feature Configuration. Before you Begin, Please Read Please read through this section if this is the first time you are installing Visitor Keeper, or if you are a first-time user of Visitor Keeper. The section provides the basic background information and how to enter the data required for Visitor to function efficiently. What You Should Know About Visitor Keeper Since Visitor Keeper is a digital facsimile of a visitor log book, a common business process, it will feel familiar; yet there are differences. This short section highlights some of the issues when using Visitor Keeper to facilitate the transition from your current system to Visitor Keeper. Visitor Keeper requires that all first-time visitors be recorded in the Visitor Table as well as logging the visit in the Visitor Log. This may seems like an extra step for logging visits. However, this one-time, extra step will simplify all future visits. Furthermore, the visitor record serves as a focal point for all the information related to that visitor. Each visitor must be assigned a Visitor Category. This category determines which design layout to use for printing an ID card or a badge. Also, the category determines the options available to the visitor during sign in and sign out. It is a way to provide consistency to all visitors of the same category. All visitor categories are defined by the user. There is no limit to the number of categories. For example, a category of Vendor may be defined with a specific badge layout that indicates the visitor is a vendor of your organization. Finally, Visitor Keeper makes a distinction between a Visitor ID card and a Visitor Badge. The only reason for this distinction is how these cards are handled during the sign in and sign out process. Please keep in mind that a Visitor ID card is issued to a visitor to keep as permanent identification. It is valid until the date of expiration which is determined by the card issuer. A visitor badge is a temporary ID issued at the time of each visit and it is only valid during the time of that particular visit. Page 11

20 Visitor Keeper User Guide Initial (One-time) Software Setup The following are items that need to be created before using Visitor Keeper A list of Visitor Categories for classifying your visitors. Optional set of design layouts for visitor ID cards and badges. Because a visitor category is required for recording every visitor, it is best to create a list of categories beforehand. Creating a customized list of categories for your organization is quite simple. There is a list of categories to serve as examples. They may be used as is or adjusted to your special requirements. See Section Managing Visitor Categories for details on how to manage visitor category. If you are planning to issue ID cards or visitor badges, you will also need to create the necessary design layouts for the cards and badges. As mentioned above, each visitor category may have its own unique layout. However, a layout may be shared by multiple categories. Again, there are sample layouts for your reference. Please make copies of the samples so the originals will always be there to serves as examples. Modify the copies of the layout to your exact requirements. See Section The Card & Report Layout Manager to learn all about layouts and how to design your own. Note: Because it is very likely that the sample layouts are based on model of printers other than yours, when using the sample layouts, please remember to change the selected printer to the one you are using. Note: A convenient and inexpensive design service is available if you wish to have us develop a custom layout for you. Please contact your Visitor Keeper vendor for details. System Feature Configuration Computer software works best when it is properly configured. This section describes how to set up various features of Visitor Keeper to your specifications. Page 12

21 Visitor Keeper User Guide If the Modify System Preferences Window is not open, drop down the System Maintenance Menu (on Task Panel, left of the main window) and click on View System Preferences to open it. Station Name Enter a name for this station. It may be any unique description of this computer station or location. Generally, this is the name shown on Visitor Keeper s Main Window s Title bar. This serves as a visual Page 13

22 Visitor Keeper User Guide indicator of this set of software configuration since each workstation may be set up individually and differently. Station Gateway (Location) Visitor Keeper supports multiple entryways in multiple buildings over many campuses. However, most of the installations have few, if not just one, entry point. In Visitor Keeper s terminology, an entry point is called a gateway. In a busy gateway, there may be multiple sign-in stations. As stated in the previous section, each station is identified by a unique Station Name. In the same manor, each entry point has its own unique Gateway Name. The visitor log includes the gateway(s) used for entrance and exit. Enter a meaningful name for this entry point as it will be shown as part of the visitor log. You may pick a name from an existing list of entries or enter a different name for a new entry point. If a new name is entered, the following window will appear for additional information regarding this newly entered Gateway Record. If your organization has only one location, you may click (leaving the Located at blank) and skip to the next section, Manager for Attached Devices. Employee Restriction is not used by Visitor Keeper and should be left blank. For organizations with multiple buildings (or locations), please enter the name of the building where this entry point is located. Again, you may pick a name from an existing list of buildings or enter a different name for a new building. If a new name is entered, the following window will appear for additional information regarding this newly entered Building Record. Page 14

23 Visitor Keeper User Guide Buildings may be grouped into a Facility. Facilities are geographical locations like a campus or any area with multiple buildings. Just like Buildings, Facility must have a unique name. If you do not wish to group your buildings into facilities, please leave the Located In field blank. Otherwise, please enter the name of the facility where this building is located. And again, a Facility Window opens when you enter a new name. The name of the new facility entered must be a unique name within all the facilities. You may enter the optional Effective Date and Termination Date. If the Effective Date is given, this facility will be active until the date specified. If the Termination Date is given, this facility will be considered inactive after this date. Click on to save the new Facility Record and return to the Building Window. Click on again to save the Building Record and return to the Gateway Window. Finally, click on to save the new Gateway Record and continue the setup process. See the following sections. Manager for Attached Devices Next, check the boxes associated with the devices you wish to use. Please not for forget to install any device drivers that come with your equipment after this station is set up. Page 15

24 Visitor Keeper User Guide Three electronic signature pads (Welch-Allyn, Interlink Electronics, and Topaz) and CSSN business cards & driver license scanners are supported by the standard version of Visitor Keeper. Support is available for other devices, such as fingerprint scanners. Please check with your vendor. Please refer to the Appendix How to Use a Serial Device (Card Reader) for Sign In/Out for additional information on using a serial device for signing in and out visitors. The availability of some of the features in the remaining Tabs is dependent on the device selected. Some features are specific to particular devices and would not be meaningful if the associated device is not attached. CSSN Scanner Options For the CSSN Scanner, Visitor Keeper supports optical character recognition (OCR) of three types of documents: business card, Canadian driver license, or U.S. driver license. As a convenience feature, a separate window may be used to show the scanned data for review and correction before entering it in the Visitor Record if the Enable Scanned Data Correction Window Box is checked. This window makes reviewing and, if necessary, correcting of the scanned data easier but it is not required because any scanned data entered into the Visitor Record is fully editable directly from within the Visitor Record Window. See Section Entering New Visitor Record for more information on the correction window. Page 16

25 Visitor Keeper User Guide General Visitor Logging Options Next, click on the Visitor Sign In/Out Tab to configure all features related to visitor logging in/out. The options in this tab determine how the Visitor Sign In/Out Window functions. For a full description of this window, see Section Signing Visitors In or Out in the User s Guide. Visitor Keeper supports a variety of methods and options for logging visits to your facility. In the simplest form, visits may be keyed in by the receptionist. For a more efficient approach, visitors may be issued ID cards. The cards may be used as identification as well as a means to quickly log their visits electronically. NOTE: Visitor Keeper utilizes two types of cards: a permanent ID Card and a temporary ID Badge. Physically, both types of cards may be identical. However, for the purpose of Visitor Keeper, an ID Card is issued to the visitor for identification and remains valid for as long as the visitor has a relationship with your organization. The ID Badge is issued for the duration of each visit. The ID Badge may be printed new for each visit or preprinted to be reused by multiple visitors. In either case, an ID Badge is temporary and is only valid during the visit. The ID Badge will be invalidated or collected for reuse at the end of the visit. The options on this tab configure the various aspects of how Visitor Keeper handles visitor logging. Enable Automatic Visitor Sign In (Using ID Card) By using a bar code scanner or magnetic stripe reader, Visitor Keeper may automatically log visitors into the system by scanning the ID cards issued to the visitors. Page 17

26 Visitor Keeper User Guide The option provides the quickest and most accurate method for logging visitors in and out of your facility. This option is available only if a supported scanner is attached. Also, only visitors with a valid visitor ID Card may be signed in automatically. Automatic Sign Out ALL Visitors Visitor Keeper logs both the time when the visitor enters the building and the time the visitor leaves the building. The entry log remains open until the visitor signs out. Therefore, each visitor must sign out when exiting the building. Otherwise, a warning will be raised. By checking this option, the receptionist may override the system and allow a visitor to sign in the building again without having to sign out his or her previous visit. This option allows you the benefit of logging exit time but with the flexibility that lets the visitors leave without signing out. NOTE: Actually, if this option is not enabled, Visitor Keeper will open a warning window with the option to override the required sign out. To continue without first signing out the visitor, click. Otherwise, click to go back and sign out the visitor. With this option enabled, Visitor Keeper will automatically sign out the visitor (using the current time) and proceed to complete the new sign in process. Sign In ONLY Sign Out is not recorded By default, Visitor Keeper tracks both time of entry and departure. (The software requires signing Page 18

27 Visitor Keeper User Guide out any visits.) However, by checking this box, visitor departure will not be recorded. This option differs from Automatic Sign Out ALL Visitors which make signing-out optional while Sign In ONLY eliminates the logging of all visitor departures. Restrict Sign In If Visitor is Not Active Visitors may be restricted from signing into the building by specifying a Termination date and time when the visitor is no longer welcome. This option has to do more with the automatic sign-in feature than other methods of logging the visit. If this box is checked, visitors will be prevented from signing into the building if their records have expired (i.e., having the current date and time later than their termination date and time). Must Specify Employee/Destination Visited for Signing In Check this box if it is important to record where or with whom the visitor is meeting. If this box is checked, the receptionist must enter this information in order to complete the sign-in process. The Destination Field may store the location where the visitor is directed or the person with whom the visitor is meeting. It is usually optional unless this option is chosen. Page 19

28 Visitor Keeper User Guide Visitor Signature Handling Options Also on the Visitor Sign In/Out Tab are settings for Visitor Keeper to properly support the different brands of signature pads. Different pads function differently. Visitor Keeper provides these settings so signature pads with different capabilities are supported. NOTE: Signature Handling options are available only if one of the signature pad check boxes (in the Device Manager Tab) is checked. If a signature pad is not used, these options are ignored. Activate Signature Pad for Signing In If you want the option to collect a signature during signing into the building, check this box. Checking this box will activate the attached signature pad whenever a sign-in is requested. Signature is required for sign in A signature is not required for visitor sign-in, although the signature pad may be activated by the check box above. However, if a signature is required for the visit, check this box. Visitor Keeper will require a signature from the visitor to complete the sign-in process. Activate Signature Pad for Signing Out If you want the option to collect a signature when signing out a visitor, check this box. Checking this box will activate the attached signature pad whenever a sign-out is requested. Signature is required for sign out A signature is not required for visitor sign-out, although the signature pad may be activated by the check box above. However, if a signature is required for departure, check this box. Page 20

29 Visitor Keeper User Guide Visitor Keeper will require a signature from the visitor to complete the sign-out process. Visitor s Badge Handing Options A visitor Badge is different from a visitor ID. A badge is transient and is only valid during the visit at which the badge was issued. A Visitor Badge may be numbered to facilitate automatic processing. Visitor Keeper provides the following ways to manage badge numbering: Automatically Assign Unique Badge Numbers Checking this option lets Visitor Keeper assign a unique number to each visitor badge automatically. This method makes assigning unique numbers simple and it is best used when a new badge is printed for every visit. If this option is chosen, the assigned badge number will always be the next number after the largest badge number stored in the database. The first badge number is one. Page 21

30 Visitor Keeper User Guide The words AUTO # will be shown over the Badge Number Field (in the Visitor Sign In/Out Window) indicating that Visitor Keeper will automatically assigned a next badge number when necessary. Let the Receptionist Enter a Number Checking this option allows the receptionist to enter the number of the badge given to the visitor during the visit. This option is most useful when a set of pre-printed, numbered badges are used. Having this option enabled allows the recording of the badge number issued to the visitor for each visit. Also, to save time and improve accuracy, a card scanner may be used to scan the pre-printed badge for its number prior to being issued to the visitor. The Badge Number Field (in the Visitor Sign In/Out Window) will be enabled for the user to enter a badge number if this option is chosen. NOTE: To prevent using the same badge number for more than one visitor, if the badge number entered is currently assigned to another visitor (who is still in the building), that visitor information will be displayed replacing any information currently shown on the Visitor Sign In Out Window. Do Not Use Badge Number When the numbering of each badge is not needed, select this option. This will reduce the effort of signing in a visitor by not entering any badge number. If this option is selected, the Badge Number Field (in the Visitor Sign In/Out Window) will be disabled to prevent entry of any number. Page 22

31 Visitor Keeper User Guide NOTE: If the badge number is not used, the icon to bring up the badge number look up window will be hidden. This look up window contains a list of all the visitors who have not signed out of the building. Automatically Print the ID Badge for the Visitor Check this box if all visitors are to be issued a badge. This option works best with Automatically Assign Unique Badge Number to make sure that each printed badge has a unique number. The Print a badge for this visitor Box is usually unchecked during the sign in process. If the Automatically Print the ID Badge for the Visitor Option is chosen, this box will be checked by default. In either case, the user may opt to check or uncheck this box to control the printing of a visitor s badge. Ask for the Visitor s Badge for Reuse (or Destroy) By checking this option, Visitor Keeper will remind the receptionist to collect the badge from the visitor with a check box on the sign-out screen. Page 23

32 Visitor Keeper User Guide If this option is chosen during signing out of a visitor, and if the Badge Returned When Signing Out Box (in the Visitor Sign In/Out Window) is not checked, the user will be reminded to collect the badge before completing the sign out process. Assigning Next Visitor ID Number And Badge Number Automatically Next, click on the Auto Numbering Tab to configure auto numbering functions. Each visitor record must have a unique (alphanumeric) number. You may check this box to have Visitor Keeper to assign the next available number when a new visitor record is added. Numbers are assigned sequentially for each new record. NOTE: If the user aborts the addition of the new record, decides to assign a different Visitor Number, or, for whatever reason, the automatic number is not used, it is saved for another new visitor. This prevents having gaps in the sequence of numbers, especially in a multi-user environment. Page 24

33 Visitor Keeper User Guide NOTE: When specifying the Next Visitor Number, the number of digits is significant. When a new number is supplied to a new visitor, the minimum number of digits (as specified) is maintained. For example, if the visitor number is to begin at 1001 and a sixdigit number is desired, enter the Next Visitor Number as The two leading zeros are important and must be included to form a six-digit number. Enter the first number to be automatically assigned followed by the optional number prefix. The prefix may be any sequence of alphanumeric characters including punctuation. Be careful when selecting an initial value for the Next Visitor Number if there are existing visitor records stored in the database. Be sure to select a number that will allow the sequence to grow larger without running into any existing visitor number already in the database. To check for potential conflicts, open the Visitor Table Window and select the List by Number Tab. The highest visitor number is listed at the end of the list for your reference. A visitor badge may be assigned a unique number as well. Like visitor number, Visitor Keeper may be set up to assign the next available number whenever a visitor badge is printed. Numbers are assigned sequentially for each badge printed. NOTE: When specifying the Next Badge Number, the number of digits is significant. When a new number is supplied to a new visitor badge, the minimum number of digits (as specified) is maintained. For example, if the badge number is to begin at 1001 and a sixdigit number is desired, enter the Next Badge Number as The two leading zeros are important and must be included to form a six-digit number. Enter the first badge number to be automatically assigned followed by the optional number prefix. The prefix may be any sequence of alphanumeric characters including punctuation. Although Visitor Keeper allows duplicate badge numbers, be mindful when selecting an initial value for the Next Badge Number so the possibility of duplicate numbers is minimized. Page 25

34 Visitor Keeper User Guide Signature Pad Settings Click on the SigPad Settings Tab to set the parameters for using a signature pad. The settings in this Tab control the functioning of the attached Welch- Allyn signature pad. NOTE: The settings for Topaz Signature Pad are controlled from within the signature window shown when capturing a visitor s signature. The Interlink epad has no user configurable settings. Serial Port Setting This sets the serial port used to connect the Welch-Allyn signature pad to the PC. This is the only signature pad that uses a serial port. All other pads connect via USB and this setting has no effect. Signature Image Settings Collected signatures are saved in JPEG format. The signature dimensions and resolutions may be adjusted for best printing quality. The default image width to height ratio is 3 to 1, which seems to produce the best printing results. Horizontal and vertical resolutions (in dots per inch) may be set independently. However, it is best to keep these two values the same. The larger the number the more refined the image. Adjusting these values has the effect of making the lines of the signature thicker or thinner. Page 26

35 Visitor Keeper User Guide Settings Click on the Settings Tab to set the parameters for enabling and setting the notification feature. Enter the In-Building Report Recipient Addresses here. This report may be sent to multiple recipients; each with their own address. Use a comma (,) to separate each address if more than one is given. Page 27

36 Visitor Keeper User Guide If all the Outgoing Server information has not been entered in the following Tab, please enter it now. Otherwise, a test may be sent by clicking. Enter a valid return address (From Address). This address also identifies the sender to the recipients of these s. However, it does not have to be a real address as long as it meets the requirement for a proper address. Enter the next two fields (Outgoing Server (SMTP) & SMTP Port Number) with the information given from your IT Department (or from your ISP). Be careful not to make any typographical errors. This information should be entered verbatim. If your server requires authentication before accepting any outgoing s, you will need to have a valid Sending User ID and Password. Again, enter this information in the next two fields exactly as it was given to you. The case of the letters is usually important and must be observed when entering this information. NOTE: The one-click feature of sending the In-building Report via Page 28

37 Visitor Keeper User Guide is enabled when a proper address along with the Outgoing Settings are entered. Once enabled, a red In-Building Report! Menu Item is visible on the right-hand side of the Main Menu Bar. Once everything is configured, click to save the settings. You may click unchanged. to quit and leave any existing settings Congratulations! You have successfully installed and configured Visitor Keeper for your computer. The next section describes how to use Visitor Keeper. Page 29

38 Visitor Keeper User Guide Visitor Keeper User s Guide Visitor Keeper is designed to be an easy-to-use replacement of the paper visitor log book. Unlike a paper log book, entries made into Visitor Keeper are not static and may be organized and referenced with ease. Besides collecting the visitor s signature, an optional photo may be taken as part of the sign-in process. With a compressive ID card and visitor badge layout designer, customized photo ID s and badges may be printed as needed. Because Visitor Keeper is part of Vivax s Keeper Series of software, it is compatible with our entire line of software products. Starting & Logging onto Visitor Keeper To use Visitor Keeper for visitor management, you will need to have your user ID and password handy. Your account information was created during system installation. There are two ways to start Visitor Keeper: from the Start Menu or from the Desktop. Starting from the Desktop is more convenient just double click on the icon located on your PC s Desktop. If the icon is missing from the Desktop, Visitor Keeper may be started from Window s Start Menu located at the lower-right hand corner of the computer s screen. Click on Start to bring up the Start Menu and then click on All Programs to open the Program Menu. Click on Visitor Keeper to open the Folder. Finally, click on Visitor Keeper 2.30 to start the software. Visitor Keeper will start and display the following Title/Login Window. Page 30

39 Visitor Keeper User Guide Enter your account information (which was created during installation) and click to gain access. If you do not wish to start Visitor Keeper at this time, click on to terminate the program. Once the a valid User ID and Password is entered, the Title Screen closes and the main Window is now available for logging visitors. All the Visitor Keeper functions are available from this Main Window. The name of this work station and the name of the current user are shown in the Title Bar for identification. NOTE: All of the frequently used functions are listed on the left-hand panel for easy access. All the features are available from the main (dropdown) menu across the top under the window s title. Shutting Down & Logging off Visitor Keeper To minimize unauthorized access, Visitor Keeper may be terminated when it is no longer needed. Alternately, the current user may log off from Visitor Keeper until it is needed again. Since Visitor Keeper tracks visits by users, logging off the system and allowing other users to log on when needed allows the software to properly track system usage. Page 31

40 Visitor Keeper User Guide To Terminate Visitor Keeper Click on Exit under Common Actions Task Panel or click on the File Menu and select Exit to quit Visitor Keeper. To Log off Visitor Keeper Click on Log Off User under the Common Actions Task Panel or click on the File Menu and select Log Off User to log out of Visitor Keeper. Page 32

41 Visitor Keeper User Guide Click on to confirm and log off Visitor Keeper. If you wish to remain logged on to Visitor Keeper, click. Once the user is logged off, Visitor Keeper will remain locked with the following window waiting for another valid user ID and password. To regain access to Visitor Keeper, enter a valid user ID and password, and click to log back into the system. Otherwise, you may click to terminate Visitor Keeper. Signing Visitors In or Out Managing the visitor log is the main purpose of Visitor Keeper. This section describes how to use Visitor Keeper to track visitors by the simple sign in or out process. Please keep in mind that Visitor Keeper maintains a database of all the visitors to facilitate signing in and other visitor management functions. Please refer to the next chapter on how to manage visitor and related information. NOTE: If you are new to Visitor Keeper, you may want to review Section Initial (One-Time) Software Setup for the basic background information on how Visitor Keeper operates. The Visitor Sign In/Out Window The Visitor Sign In/Out Window is where most of the visitor logging take place. All the visitor sign in and out operations are performed from Page 33

42 Visitor Keeper User Guide this window. Technically, this window provides all the features needed to log the entrances and exits of all visitors. However, for your convenience, visitor logging may be performed from some other windows. From the Main Window, open the Visitor Sign In/Out Window, if it is not already visible. Click on the Sign In a Visitor in the Task Panel to open the Visitor Sign In/Out Window. Page 34

43 Visitor Keeper User Guide The Visitor Sign In/Out window contains a number of buttons and a fair bit of information is divided into four different size quadrants. The two larger quarters (or panels) are located on the left side of the window. The top, light yellow panel serves as the visitor lookup area. The bottom, light blue panel contains visit specific information including a signature and a current photo. The visitor photo (from file) and message area occupy most of the right half of the window. Below which is a small light blue panel with the Sign In, Sign Out action buttons. Note: When the Visitor Sign In/Out Window is visible, both Sign In a Visitor and Sign Out a Visitor Items are hidden from the Task Panel. Page 35

44 Visitor Keeper User Guide NOTE: If a business card scanner is installed and set up correctly, you will see the message circled in red in the following window. The actual message may vary depending on the model of the scanner used. Signing In a Visitor The procedure for signing in a visitor is very similar to that of its paper equivalence. Here, the procedure is broken into three steps: 1. Identify the visitor 2. Specify any information regarding the visit 3. Finish logging in the visitor and, optionally, print a visitor badge Identify the Visitor The first and most important of all the steps is to identify the visitor. In Visitor Keeper s terms, this means the visitor must exist in the database. If this is a first-time visitor, a new visitor record must be added for this visitor to complete the sign in process. For details on visitor records, see Section Maintaining Visitor Records. If the Visitor Sign In/Out Window is not visible, please open it now. See Section The Visitor Sign In/Out Window for an overview of this window. Page 36

45 Visitor Keeper User Guide Looking up an existing visitor or entering a new one may be accomplished within the yellow panel. Since looking up a visitor from the database is, by far, the more common of two operations, this panel provides two different ways to lookup a visitor: the direct search or the visual search. Direct search provides a quick way to lookup a visitor from the database. It is the more efficient of the two methods. Visual search is less convenience but much more interactive. It provides immediate visual feedback during the search process. Either way, the visitor may be identified by any of the following criteria: Full Name Visitor ID Number Driver License Number To use the Direct Search Method, just type any one of the search criteria in the corresponding field and press the Key. If the criteria entered matches exactly what s in the database, the corresponding visitor information will be displayed. Page 37

46 Visitor Keeper User Guide If no match is found, the Lookup a Visitor Window is opened for Visual Search. The main purpose of the lookup window is to support Visual Searches of the visitor records from the database. To manually open this window to initiate a Visual Search, click on next to the Last Name Entry Field. For a full description on how to use this window to lookup a visitor, see Appendix How to Use Search to Locate Records. NOTE: Search by visitor s name is a bit more flexible. A full first and last name will result with the first visitor of that name found in the database. However, the first name is optional. It may be omitted which will result in the first visitor with the matching last name. If the first initial of the first name is used, the visitor with the matching last name and first initial will be displayed. For a better search result, the first few letters of the first name may be entered for an even closer match. Page 38

47 Visitor Keeper User Guide Highlight the record of the visitor to be signed in and click on to select the transfer the visitor information to the Visitor Sign In/Out Window and continue the sign in process. For your convenience, a View Detail Button is provided for viewing the details of the highlighted visitor. Also, New Visitor and Modify Buttons are provided for adding a new visitor record and modifying any existing record without leaving this window. See Section Maintaining Visitor Records on how to enter new and modify existing visitor records. Provide the Specifics about the Visit Once the corresponding visitor record is selected, information regarding this visit may be entered. But first, you may want to perform a quick visual check to make sure the visitor matches the person in the photo and see if any of the information in the system needs updating. NOTE: Open the Lookup a Visitor Window to access the visitor record if the visitor information needs updating. Page 39

48 Visitor Keeper User Guide Destination It is usually a specific location or a department where the visitor is visiting. However, this may also include information such as with whom the visitor is meeting. This information is kept as part of this log entry. If this field is designated as required by the System Preferences, a prompt will remind the user to supply this this information if it is not given. Visitor Company It is usually filled in from the information found in the visitor s record. Please note that the name shown here will be recorded as part of the log entry and may be different from the company name stored in the Visitor Record. The user is free to modify the data shown here without changing the actual company name stored with the visitor record. If the intent is to update the visitor record with new company information, it must be done within the Visitor Record window. Badge Number This field behaves differently depending on the System Preferences. See Visitor s Badge Handing Options under Section System Feature Configuration for the all the available options. If the badge number is used, it must be provided and must be unique within all the visitor s badges currently being used. Page 40

49 Visitor Keeper User Guide NOTE: If a card scanner is used in conjunction with reusable, numbered visitor badges, to save some typing, the badge number may be scanned from the badge as part of this step. Visitor Category It is usually filled in from the information found in the visitor s record. The Category determines how this visitor is handled. Most noticeably, it determines which badge layout to use for printing the visitor s badge. A different Category may be selected from the drop down list and the new selection will be recorded as part of this log entry. Changing the Category here will not affect the Category specified in the Visitor Record. To permanently alter the visitor s Category, it must be done within the Visitor Record window. Print a Badge for this visitor Box This box is usually unchecked to avoid accidental printing of a visitor s badge. If a badge is desired for this visitor, check this box and a badge will be printed at the completion of the sign in process. If a badge is required for each visitor as defined by the System Preferences, this box will be checked by default and a badge will be printed at the completion of signing in. However, unchecking this box will prevent a badge from being printed. NOTE: The badge layout is specified by the Visitor Category above. If the category does not specify a badge layout and a ID card layout is available, the card layout will be used for printing the badge. However, if neither layout is available, the Print a Badge Box will be unchecked and disabled to preventing the printing of a badge. Taking Photo and Signature At any time during this step, the receptionist may take a photo of the visitor and/or request the visitor to sign the entry log. The visitor may be signing on the signature pad while other information is being entered. The signature will appear on the Signature Panel for review. See Section Taking Photo and Signature on how to perform these functions. Page 41

50 Visitor Keeper User Guide Finish Logging In and, Optionally, Print a Visitor s Badge Once all the relevant information is entered and any required photo and signature are taken, click on to complete the sign in process and record the entry into the Visitor Log. To abort the operation, click on to cancel and clear the window for another operation. NOTE: Using the records in the Log Book, Visitor Keeper determines the most appropriate action for the chosen visitor. The Sign In Button is highlighted in green indicating the most appropriate action for the visitor is to sign in. If the visitor chosen is listed in the log book as currently in the building, the Sign Out Button would be highlighted in green. Page 42

51 Visitor Keeper User Guide Once the visitor is signed in successfully, the Visitor Sign In/Out Window is cleared and ready for the next visitor. Signing Out a Visitor The procedure for signing out a visitor is very similar that of signing in. Here, the procedure is broken into three steps: 1. Identify the departing visitor 2. Entering the specific information about the exit 3. Finish logging out Identify the Departing Visitor Identifying the departing visitor is the same as that of identifying an incoming visitor. However, there are two other, faster ways. If visitor badges are used, departing visitors may also be looked up by visitor s badge number. NOTE: If a card scanner is used, visitor badges may be scanned for the badge number. The matching visitor information will be displayed automatically greatly speeding up the sign out process. Page 43

52 Visitor Keeper User Guide The user may type in the badge number as indicated by the red cycle or click on to bring up the Lookup Visitor in Building Window. This lookup window is a condensed version of the visitor log showing only the visitors who are currently in the building. Highlight the departing visitor and click on to select and transfer the information to the Visitor Sign In/Out Window and continue the sign out process. Entering the Specifics about the Exit Once the departing visitor s record is located, the visitor may simply be checked out. However, there may be a few extra security issues that may be addressed by Visitor Keeper. Page 44

53 Visitor Keeper User Guide Badge Returned When Singing Out This check box is a way to remind the receptionist to collect the badge back from the departing visitor. If recyclable visitor badges are used or, for whatever reasons, badges need to be collected back from the visitors, a message reminding the receptionist to collect the badge is displayed if this box is not checked. Sign Out Date and Time The is usually set to current date and time. However, if a different time is more appropriate, the user may enter a different time into the log entry. Taking Signature A signature may be required for the visitor to sign out of the building. The signature will appear on the Signature Panel for review. If a signature is required, one must be provided to complete the sign out process. See Section Taking Photo and Signature on how to perform this function. Page 45

54 Visitor Keeper User Guide Finish Logging Out a Visitor Once all the necessary information is entered and any required signature is taken, click on to complete the sign out process and record the entry into the Visitor Log. To abort the operation, click on to cancel and clear the window for another operation. Page 46

55 Visitor Keeper User Guide NOTE: If visitor is not required to sign out (as determined by the System Preferences or the Visitor Category), then it is likely that the visitor log will contain log entries that have no sign out information. Normally, if there is a log entry without sign out information, Visitor Keeper considers the visitor still in the building and the visitor must sign out to close the entry. When a visitor is identified in the Visitor Sign In/Out Window, the visitor log is checked to determine the appropriate action. The corresponding button is highlighted in green. In the case where the visitor is assumed to be about to depart, the Sign Out Button is highlighted. However, if signing out is not required, the visitor may have left the building without signing out. Therefore, leaving the log entry without sign out information will cause the Sign Out Button to be highlighted the next time this visitor signs in. In other words, it is possible for a visitor to sign in when the system thinks the same visitor is signing out. Since there is no way to determine the correct activity, both the Sign In and the Sign Out Buttons are highlighted whenever a visitor who is exempt from signing out is identified. The receptionist makes the final determination as to which action to take. Page 47

56 Visitor Keeper User Guide Taking a Photo and Signature for the Log A signature may be taken during both the sign in and sign out process. Visitor Keeper may be configured to require a signature for signing in and/or signing out. However, a photo may only be taken during sign in. Capturing a photo is always optional. Collecting a Signature To request a signature from the visitor is very simple. Once the system is configured to use a signature pad, the pad is ready for the visitor to sign anytime a signature may be needed. The signature is visible on the screen for the user s review. There is also a to erase a bad signature for another. NOTE: For some models of signature pad, there is also a Clear Button on the pad itself for the visitor to erase the signature and try again. Taking a Photograph Button To take a photo during sign in, click the open the Getting a Photograph Window. button to For a full description on how to use this window, see Section Take Photo under Entering a New Visitor Record. NOTE: A photo may be taken during the sign out process but it will not be saved in the visitor log entry. Because the receptionist may decide to sign in the visitor during a sign out process, the Take Photo Button is always available (enabled). Page 48

57 Visitor Keeper User Guide The visitor alert feature makes use of both the specially designed Visitor Watch List, and the Visitor Notations having priority levels of Alert or Notice. This feature provides an effective way to notify the receptionist of any special situation requiring their attention. Visitor Alert Feature As stated, Visitor Keeper supports two types of alert methods: Visitor Watch and Visitor Notation. Although both methods achieve the same goal, they have important differences. The following table lists all the different properties between them. Visitor Watch Only One Watch Item per visitor. Watch Item may be assigned to multiple visitors. Watch has only one priority level. Watch Item is more proactive and is always shown when one is assigned to the visitor. Watch Item may not be modified at the time of the alert (when the visitor is being signed in or out). Visitor Notation No limit to the number of notations per visitor. A list of these specially marked notations is presented in a table form for the receptionist to review. A notation is limited to the corresponding visitor and cannot be shared with other visitors. Notations have two priority levels: Alert and Notice (or Please Read). Alert being the most important and is shown before any notations with Notice level. Notations are more passive, if any Alerts or Notices are available, only a show button is shown to inform the receptionist of the alerts. The actual message is only shown upon request. Notations may be modified any time when viewed. This makes notations more dynamic and the messages may be adjusted as the situation dictates. Based on the properties of these two features, Visitor Watch is better suited for situations that are more common among visitors and Visitor Notation is better for unique situations for individual visitors. See Section Maintaining Visitor Notations and Section Maintaining Visitor Watch Records for details on how to create and manage these records. For example, if some visitors must be treated with upmost courtesy, a VIP Watch Item may be created and assigned to this group of visitors to remind the receptionist to be extra courteous. Page 49

58 Visitor Keeper User Guide Another example for a notation to alert the receptionist may be that a visitor has left behind a personal item at the last visit. A Notice notation may be entered into the visitor s record. So, the next time this visitor shows up, the receptionist will be notified to return the item. Visitor Watch in Action During the signing process (either in or out), if the identified visitor has a Watch assigned, a Watch Panel is automatically displayed on the Visitor Sign In/Out Window partially covering the Visit Information Panel. The detail of the visitor watch is displayed along with the suggested action. To continue the signing process, click on to close the Watch Panel. To show the Watch Panel again, click on. If no Watch is assigned to the visitor, the will be hidden. NOTE: There is no need to close the Watch Panel to select to another visitor or to complete the signing process. The panel will automatically close accordingly. Notation Alert (or Notice) in Action While a Visitor Watch automatically appears if it is available during a signing process, Visitor Notations do not. When Alert Notations (or Notice Notations) are available, only a Show Alert (or Show Notice) Button is shown in the Visitor Sign In/Out Window. Page 50

59 Visitor Keeper User Guide For Alert Notation, a Show Alert Button is visible for viewing the Alert Notations. For Notice (Please Read) Notation, a Show Notice Button is visible for viewing the Notice Notations. To view the actual notations, click on either or Button to show the Visitor ALERT Panel over the Visit Information Panel, Page 51

60 Visitor Keeper User Guide or the Please Read Panel, respectively. While the Visitor Alert Panel (or the Read Me Panel) is shown, all the standard buttons in the Visitor Sign In/Out Window are disabled. Normal signing functions will resume once the notation panel is closed. To close the panel, click on or. NOTE: There may be more than one Alert Notation or Notice Notation associated to a visitor. All the notations will be listed for view in chronological order with the newest entry first. The receptionist may scroll down the list of notations to review. NOTE: If there are both types of notations listed with the visitor, open Alert Notations are shown. NOTE: To streamline the changes of these notations, they may be modified or deleted directly from within the Visitor Sign In/Out Window. To edit or delete any of the notations, right click on the notation record of interest to bring up a Popup Menu. Click on the corresponding Menu Item to select Modify to open a Visitor Notation Record Window for editing, or click on Delete to open a Confirm Delete Window. To completely remove the notation record from the system, click on. Otherwise, click on to cancel the operation. Page 52

61 Visitor Keeper User Guide Maintaining Visitor Records Visitor Keeper uses the Visitor Table for saving all visitor related information. In order to log a visit, a Visitor Record must be created for the visitor. Once a visitor has his or her Visitor Record in the system, subsequence visits will be logged without needing to re-enter the visitor s information. This section shows how to maintain data in the Visitor and other related Tables. NOTE: Visitor Keeper provides a uniform interface to the users. The concepts shown here on how to maintain a database table may apply directly to all other tables in Visitor Keeper. Just about all the data in Visitor Keeper is organized in tables. All user tables are available from the Table Drop Down Menu from the Main Window. The menu items for opening table windows have this form: Show Table Name Table For your convenience, the tables may also be opened from the Common Actions and System Maintenance Task Panels. Drop down the Table Menu and select Show Visitor Table to open the Visitor Table Window or, more easily, by clicking on View Visitor Table from the Common Actions Task Panel. Page 53

62 Visitor Keeper User Guide All the buttons for maintaining the data in the table are located toward the bottom of the window. There is always a New Button for adding a new record, a Modify Button for making changes to an existing record, and a Delete Button for (permanently) removing the record from the database. When a record is removed, all the associated records are also removed. Generally, removing a record from the database is not advisable. Depending on the table, there may be other buttons (or controls) for functions specific to that table. For example, a Print Button is provided for printing an ID card from the Visitor Table Window while a Show Photograph Check Box controls the visibility of the photo of the selected visitor. NOTE: Not all organizations want to issue visitor ID Cards. The Print Button may be disabled (dimmed) if the visitor s Category does not identify a layout for printing the ID card. See Section Managing Visitor Categories for more details on printing cards. NOTE: Displaying the photograph of the highlighted visitor could be very useful. However, on some computers, fetching the photo from the database may be slow enough to cause an unacceptable delay in scrolling through the table. Unchecking the Show Photograph Box will minimize the delay by not showing any visitor photos. One more general feature of a table window is the Search Entry for quickly locating a particular record. In most tables, records are organized in some listing order. There are usually two sort orders: alphabetically by name and numerically by the record s unique number. In some tables, the number field is actually alphanumeric for more flexibility. To display records in a particular order, click on the Tab Page 54

63 Visitor Keeper User Guide associated with that order. To quickly locate a record in a large table, use the Search Entry. There are different methods for locating a record. See the Appendix on How to Use Search to Locate Records for more details. Entering a New Visitor Record To enter a new Employee Record, open the Visitor Table Window and click on to open a blank Visitor Record Window. Enter the new employee information and click to save the new record. A note to users of the ScanShell business card scanner: If the scanner is installed and connected correctly to your computer. Visitor Keeper will activate it when entering a New Visitor. A message at the bottom of the Visitor Record Window indicates that a scanner is found and is functioning properly. The information on the business card is read into the new visitor record and, for future reference, an image of the card is saved with the record. NOTE: This process of entering a new visitor record is pretty much the same for any other kind of records managed by Visitor Keeper. The procedures shown here may apply to entering any other new records. Page 55

64 Visitor Keeper User Guide About The Visitor Record Window Some records have just a few data fields while others have many more. Since the size of a record window is limited, records with more data fields than will fit on a single window will be divided into tabs. Clicking on the Tab s Title will make the corresponding sheet visible. Tabs, in general, are also used to keep information organized within a window. NOTE: For the keyboard user, pressing Ctrl-Tab (press and hold down the Ctrl Key and then press the Tab Key) will open the next Tab (on the right) while pressing Ctrl-Shift-Tab (press and hold down both Ctrl Key and Shift Key, and then press the Tab Key) will open the previous Tab. The primary function of any data record window is for data entry. In this regard, the Visitor Record Window is different from most other record windows. Besides being used for data entry, the Visitor Record Window is also the focal point of all things related to this visitor. This includes notations, visit log, photo, and signature. The Visitor Record Window is divided into three main tabs. The first two tabs contain visitor data while the last tab contains free-form notations about the visitor. The Each tab is detailed below. The General Tab This tab contains all the standard data for the visitor, buttons for handling photo and signature, and a set of five tabs containing additional information related to this visitor. The General Tab comes in two varieties: one with photo & signature and one with photo only. Page 56

65 Visitor Keeper User Guide Visitor information is not limited to what is available on this tab. Any additional information not available in this tab may be added by the user. User defined data fields are displayed under the Supplemental Tab. See Appendix How to Add User-Defined Visitor Data on how to define custom data fields. Page 57

66 Visitor Keeper User Guide Personal Info Tab The Personal Info Tab contains the visitor s personal data. The information in this tab is specific to the individual. Information regarding their employer (or company) is shown under the Company Info Tab. See Section Visitor s Data Fields for a description of the visitor record maintained by Visitor Keeper. NOTE: For organizations that do not require all this personal information, this tab may be hidden from the user. This tab is hidden by default. To unhide this tab to collect personal information, see Appendix System INI Files, Section vkglobal.ini File, Section [Option Setting]. NOTE: Visitor Keeper has a field for driver license number for organizations that require this information. The license number may be used to retrieve the visitor record from the database. Page 58

67 Visitor Keeper User Guide Business Card Tab If a business card was scanned when entering a new visitor record, the scanned image will be shown on this tab. A few useful buttons are provided for your convenience. The Rotate 180 Button inverts any card that is accidentally scanned upside down. The other buttons on the left provide the zooming in and out of the image. The current version of Visitor Keeper allows for only one business card per visitor record and only when a new visitor record is being entered. Company Info Tab The Company Info Tab contains information of the company (or employer) represented by the visitor. Visitor Keeper uses a separate Visitor Company Table to store the company data apart from the individual visitor. Only one copy of the company data is kept for all the visitors from the same company. Therefore, changing the information of Page 59

68 Visitor Keeper User Guide a company of a particular visitor will be reflected in all the visitors from the same company. To emphasize this point, a Modify Company Info Button is provided for making any company information changes. See Section Managing Visitor Companies for details on entering visitor company information. Security Security features are provided for basic access control to your facilities. Effective and termination dates (and times) may be specified for each visitor. The visitor is considered active (valid) between the dates specified. If a time is also specified for Effective Date, the visitor is active from the given time. Otherwise, it is assumed to be active after the first moment of that day. The visitor is terminated at midnight of the date specified in Termination Date unless an earlier time is given. Watch is used to notify the receptionist of any special action required at the time of sign in. The user must first create a list of watch actions before using this feature. If a Watch is selected from the drop down list, it will be presented at the Visitor Sign-In Window when the visitor is present. Visitor Keeper provides another method for alerting the receptionist to any special action required during the sign in process. The Watch method is better suited for common or reoccurring situations. For example, if certain group of visitors must always be escorted into your office, it is a good candidate to create a Watch for this situation. The other method utilizes the visitor s notation records. This method is best for uncommon or one of a kind conditions. This method is explained in Section Maintaining Visitor Notations. Page 60

69 Visitor Keeper User Guide Entry Log Tab For your convenience, an individual visit log is provided on this tab. This is a concise listing of all the visits made by this person. Visitor s Data Fields This section lists all the standard Visitor Data Fields with a brief description. Field Name Number First Name Last Name Visitor s Company Visitor Field Description Alphanumeric Field: A unique number assigned to this visitor. It is just an arbitrary number that is given to the visitor for identification. The purpose of this number is to uniquely identify each individual visitor. Visitor Keeper may be set up to automatically assign a unique number. Alphanumeric Field: This field contains the first name of the visitor. If a middle name (or initial) is available, it should be entered here after the first name. Alphanumeric Field: This field contains the last name of the visitor. Drop Down Field: This field stores the name of the visitor s company. Visitor Keeper stores all the companies in a table and makes them available in a drop down list. When a new company name is entered, Visitor Page 61

70 Visitor Keeper User Guide Field Name Visitor Category DL Number Address City Home Phone Number Mobile Phone Number Pager Phone Number Fax Phone Number Work Address Other Address Visitor Field Description Keeper will display a new Visitor Company Record Window to collect the new company s information. See Section Managing Visitor Companies on how to maintain company information with Visitor Keeper. Drop Down Field: The is a user defined list of categories which is used to determined which Card Layout to use when printing an ID (or a badge) for this visitor. See Section Managing Visitor Categories on how to create and maintain a list of visitor categories. Alphanumeric Field: This field contains the driver license number of the visitor. Alphanumeric Field: This field contains the (two) lines of the visitor s address. Alphanumeric Field: This field contains the city, state code and the zip code of the visitor s address. Alphanumeric Field: This field contains the home phone number of the visitor. Alphanumeric Field: This field contains the mobile phone number of the visitor. Alphanumeric Field: This field contains the pager phone number of the visitor. Alphanumeric Field: This field contains the fax phone number of the visitor. Alphanumeric Field: This field contains the work address of the visitor. Alphanumeric Field: This field is used to store another address. It could be the visitor s personal or any other address. Page 62

71 Visitor Keeper User Guide Field Name Effective Date & Time Termination Date & Time Watch Visitor Field Description Date & Time Field: The date and time when this visitor is active. With this information, a visitor record may be entered for printing an ID card before the initial visit. This is particularly useful for our access control module in determining the validity of this visitor. Date & Time Field: The date and time when this visitor is no longer active. This could be used to mark the end of the validity of the record. Drop Down Field: This is a user defined list of Watches which is used to alert the receptionist about any special condition at the time of visitor sign-in. See Section Managing Visitor Watch on how to create and maintain a list of visitor watches. Collecting Visitor Photo and Signature Visitor Keeper supports electronically capturing of signatures and photographs. These digitized images may be printed on the cards. Page 63

72 Visitor Keeper User Guide The buttons are located on the right-hand side of the General Tab. Clicking on the Take Photo Button will bring up a separate window for taking photo. Depending on the system s setting, there may or may not be a viewing area for the signature and a Clear Signature Pad Button. If a signature pad is installed for Visitor Keeper, the signature controls will appears under the Take Photo Button as shown above To record a signature, simply have the visitor sign on the attached signature pad. The signature appears on the screen will be saved when the visitor record is saved. Clicking on the Clear Signature Pad Button will erase any signature from the record. If it is accidentally erased, clicking on the Cancel Button to close the window will prevent the signature from being permanently erased from the system. Take Photo Click on Window. to open the Getting a Photograph There are two ways to capture a photo: from a photo file or from an attached digital device. In either way, the captured photo is displayed with a cropping frame. The frame is both movable and resizable (with aspect ratio preserved). Use the cropping frame to selection the portion of the image best suited for the photo. Click to save the selection to the database. Otherwise, click to close the window without saving the image. To capture a photo from a photo file, only files in JPG format may be used. Enter the photo file name at the bottom of the Getting a Photograph Window and press to display a photo for cropping. A copy of the image is stored in the Visitor Keeper s database and the original photo file is no longer required. Alternatively, clicking on will display a photo browser for you to visually select a Page 64

73 Visitor Keeper User Guide photo. When using the browse option, Visitor Keeper remembers the last file folder for the next selection. To capture a photo from the attached digital device (typically a TWAIN digital camera), click on to open the device control window. This window varies depends on the digital device attached. Usually, there is a live video that functions as the view finder of the camera. Make any camera adjustment and take a photo. The photo will be displayed for cropping once the device control window is closed. Page 65

74 Visitor Keeper User Guide NOTE: A digital device must be selected before capturing any photo. Click on to open a device selection window. There may be multiple digital devices listed in this window. Click on the desired device and close the window to complete the selection. The Supplemental Tab This tab contains all the user-defined (custom) data fields. See Appendix How to Add User-Defined Visitor Data Field for details on user-defined fields. The fields are listed in the order as they appear in the data table. NOTE: This tab may be hidden if there are no user-defined data. Page 66

75 Visitor Keeper User Guide The Notation Tab Visitor Keeper provides unlimited entries of notations for each visitor record. Notations are time-stamped free-form text records that are associated with a particular visitor. Notations are best for any random, miscellaneous information that needs to be recorded. See Section Maintaining Visitor Notation Record for how to manage notations. Modifying an Existing Visitor Record To modify an existing Visitor Record from the Visitor Table Window, highlight the Visitor Record to be modified, and click on to open the selected Visitor Record Window. Make any changes to the visitor record and click to save the changes. Otherwise click on to cancel changes. Generally speaking, only data shown within the window where the Cancel Button is located may be restored by clicking on Cancel. If changes were made in a window opened from within the Visitor Record Window, these changes would be permanent once the window is closed. NOTE: This process of modifying an existing Visitor Record is pretty much the same for any other kind of records managed by Visitor Keeper. The procedures shown here may apply to modifying any records. For a description of all the data shown in the Visitor Record Window, see Section Entering New Visitor Record above. Page 67

76 Visitor Keeper User Guide Deleting an Existing Visitor Record To delete an existing Visitor Record from the Visitor Table Window, select the Visitor Record to be removed, and click on to open the selected Visitor Record Window. To confirm the deletion, click to permanently remove the record. Otherwise, click on to abort the deletion. NOTE: This process of deleting an existing Visitor Record is pretty much the same for any other kind of records managed by Visitor Keeper. The procedures shown here may apply to deleting any records. Managing Visitor Categories The Visitor Category serves two import purposes. It identifies the Card Layout used when printing a card for the visitor. This provides a simple and consistent method for changing Card Layout to all visitors within the same group. It also defines any special handlings required for this category of visitors. The categories maintained in this table are available for selection from the drop down list in the Visitor Record Window. Drop down the Table Menu and select Show Visitor Category Table to open the Visitor Category Table Window or, by clicking on View Visitor Category Table from the System Maintenance Task Panel. If the System Maintenance Task Panel is minimized, click on the title to expand it. Page 68

77 Visitor Keeper User Guide Managing Visitor Category Records is very much like managing Visitor Records. The Visitor Category Table Window contains similar action buttons and tabs as in the Visitor Table Window. Their functions are the similar to those found in the Visitor Table Window for maintaining Visitor Categories. Enter a New Visitor Category Record To enter a new Visitor Category Record, open the Visitor Category Table Window and click on to open a blank Visitor Category Record Window. Enter the new visitor category information and click to save the new record. A Visitor Category Record consists of identification information and settings for the category. A unique Category Number and unique Description is required for identifying the category. The card layout is used for printing the visitor ID Card. If no layout is given, ID Card printing for this category is disabled any card printing button is Page 69

78 Visitor Keeper User Guide disabled. An optional badge layout may be specified for printing the temporary badge for the visitors during their visits. If this layout is not given, and the card layout is specified, the card layout will be used when printing a badge. Otherwise, Visitor Keeper will disable any badge printing function. Automatically Sign Out Visitors of This Category This check box is provided to allow this group of visitors to exit without the need to sign out. If this option is chosen, both the Sign In and Sign Out Buttons in the Visitor Sign In/Out Window will be highlighted in green when a visitor of this category is present. For a more detailed explanation of this option see Section Finish Logging Out a Visitor under Signing Out a Visitor. Visitor Category s Data Fields This section lists all the Visitor Category s Data Fields with a brief description. Field Name Number Description Card Layout Badge Layout Visitor Field Description Alphanumeric Field: A unique number assigned to this visitor category. It is just an arbitrary number that is given to the category for identification. It is required but has no special purpose for the current version of Visitor Keeper. Alphanumeric Field: This field contains the name (or description) of this category. It is also required and must be unique within the list of all the visitor categories. Drop Down Field: This field specifies the optional card layout to be used for printing the visitor ID Card. By Visitor Keeper s definition, an ID Card is a long-term identification card issued to and kept by the visitors. If no layout is given, the ID Card printing function is disabled. The list of layouts is user-defined. See Section Using the Layout Designer on how to create card layouts. Also, see Section Printing a Visitor ID Card on how to print and issue visitor ID Cards. Drop Down Field: This field contains the optional card layout for Page 70

79 Visitor Keeper User Guide Field Name Visitor Field Description printing a visitor badge for the duration of a visit. If this layout is not given, the Card Layout will be used when printing a visitor badge unless the Card Layout is omitted. In which case, Badge printing will be disabled. Again, by definition, a visitor badge is a temporary ID issued at the point of entry. It is only valid for that specific visit. The list of layouts is user-defined. See Section Using the Layout Designer on how to create card layouts. Modifying an Existing Visitor Category Record To modify an existing Visitor Category Record, from the Visitor Category Table Window, highlight the Visitor Category Record to be modified, and click on to open the selected Visitor Category Record Window. Make any changes to the visitor category record and click to save the changes. Otherwise click on to cancel changes. For a description of all the data shown in the Visitor Category Record Window, see Section Enter a New Visitor Category Record above. Deleting an Existing Visitor Category Record To delete an existing Visitor Category Record, from the Visitor Category Table Window, select the Visitor Category Record to be removed, and click on to open the selected Visitor Category Record Window. To confirm the deletion, click to permanently remove the record. IMPORTANT: Be extra careful when deleting a visitor category record since there may be multiple visitors assigned to this category. Visitor Keeper will not be able to function properly for those visitors who have their category deleted. To resolve this problem, modify the visitor record by selecting another visitor category. Managing Visitor Companies To organize the visitors better, Visitor Keeper maintains a list of companies in its own table. This list of companies is available for Page 71

80 Visitor Keeper User Guide selection in a drop down list from the Visitor Record Window. This list may be maintained within the Visitor Company Table Window. To streamline visitor data entry, each time a new company name is entered into a Visitor Record, a new Visitor Company Record is created for the new company. This all happens within the Visitor Record Window. A new Visitor Company Record Window appears automatically for adding the new company record when necessary so the user does not have to deliberately add a new company record just to enter a new visitor record. However, to maintain all the company information, Visitor Keeper provides this feature to manage the information independent of the visitor records. Drop down the Table Menu and select Show Visitor Company Table to open the Visitor Company Table Window or, by clicking on View Visitor Company Table from the System Maintenance Task Panel. If the System Maintenance Task Panel is minimized, click on the title to expand it. Page 72

81 Visitor Keeper User Guide Enter a New Visitor Company Record To enter a new Visitor Company Record, open the Visitor Company Table Window and click on to open a blank Visitor Company Record Window. Enter the new visitor company information and click to save the new record. NOTE: A new company record may also be entered directly from the Visitor Record Window while entering the visitor record. Page 73

82 Visitor Keeper User Guide A Visitor Company Record consists of information about the company. Any information regarding the individual is stored within the Visitor Record. This arrangement allows multiple visitors from the same company to be grouped and simplifies data entry. Visitor Company s Data Fields This section lists all the Visitor Company s Data Fields with a brief description. Field Name Company Name Address City Phone Number Fax Phone Number Web Site Info Address Sale Address Service Address Visitor Field Description Alphanumeric Field: As a guide, there should be one unique name per company. The name must be unique for each company record. Alphanumeric Field: This field contains the (two) lines of the company s official address. Alphanumeric Field: This field contains the city, state code and the zip code of the company s official address. Alphanumeric Field: This field contains the main phone number of the company. Alphanumeric Field: This field contains the general fax phone number of the company. Alphanumeric Field: This field contains the URL (web address) of the official web site of the company. However, this may be used to store any relevant web address. Alphanumeric Field: This is one of three address fields. It is usually reserved for an address that requests any company information. Alphanumeric Field: This is one of three address fields. It is usually reserved for an address that places sales order to the company. Alphanumeric Field: This is one of three address fields. It is usually reserved for an address that Page 74

83 Visitor Keeper User Guide Field Name Visitor Field Description requests service or support from the company. Modifying an Existing Visitor Company Record To modify an existing Visitor Company Record from the Visitor Company Table Window, highlight the Visitor Company Record to be modified, and click on to open the selected Visitor Company Record Window. Make any changes to the visitor company record and click to save the changes. Otherwise click on to cancel changes. For a description of all the data shown in the Visitor Company Record Window, see Section Entering New Visitor Company Record above. Deleting an Existing Visitor Company Record To delete an existing Visitor Company Record, from the Visitor Company Table Window, select the Visitor Company Record to be removed, and click on to delete the selected Visitor Company Record. A confirmation window will appear. To confirm the deletion, click record. to permanently remove the IMPORTANT: Be extra careful when deleting a visitor company record since there may be multiple visitors referencing this company. If a visitor is found without a company, modify the visitor record by entering the visitor company information. Maintaining Visitor Notations It is almost impossible for an application to predetermine all the information that all users want to store in the system. Often, there is useful information that a computer program is not designed to keep. Page 75

84 Visitor Keeper User Guide To overcome this issue, Visitor Keeper provides unlimited entries of notations for each visitor record. Notations are time-stamped, freeform text messages that are associated with a particular visitor. Notations are best for any random, miscellaneous information that needs to be recorded. From the Visitor Table Window, select the Visitor to be notated. Click on to open the Visitor Record Window. From the Visitor Record Window, click on the Notation Tab to show the Notation Table. Enter a New Visitor Notation Record To enter a new Visitor Notation, click on the Notation Tab and click on to open a blank New Notation Window. Enter the new notation information and click to save the new notation. Page 76

85 Visitor Keeper User Guide A visitor Notation Record consists of a Subject Line, an optional Subject Type, the actual Note, and various notation controls. Notation Priority Level and Mark (Flag) The Marked Check Box helps highlight the notation from all the notations in the table. When this box is checked, a mark (cross icon) is shown next to the notation in the Visitor Notation Table. The Priority Level is similar to Marking a notation except Priority Level is more proactive. When a notation is marked, that notation is listed among all the others, highlighted by an icon. However, when a notation is given a Priority Level: ALERT or Please Read, this notation will be presented when the Visitor Record Window is opened or when the visitor is selected during sign-in or sign-out. See Section Handling Visitor Alert, Notice and Watch for more information. NOTE: Priority Level is presented as Radio Buttons. Therefore, only one of Priority Level (ALERT or Please Read) may be selected at one time. Selecting the other level will automatically deselect any previously selected level. To deselect an existing level, click on that level again. This will cancel any selected level without selecting another one. Locked by Author (May be viewed by but not modified by others) - Checking this box will prevent other users from changing or deleting this notation. Only the author of this record may modify its contents. Page 77

86 Visitor Keeper User Guide Private Notation (For the Author s Eyes ONLY) If this notation contains sensitive information that the user does not wish to share with other users, checking this box will hide the notation from the Visitor Notation Table. NOTE: The author of a notation is determined by the User Account logged in when the notation was created. Like the date and time when the notation is created, the author is automatically recorded by the system and cannot be changed. User Account is used by the system to determine if each notation may be viewed and/or modified. IMPORTANT: Although the notation may be locked by the author to prevent others from reading its contents. It should not be considered secure because anyone with database administrative knowledge will be able to view the notation by accessing the database directly (bypassing the system s control). Visitor Notation s Data Field This section lists all the Visitor Notation Fields with a brief description. Field Name Subject Subject Type Note Visitor Field Description Alphanumeric Field: A brief description of this notation. This is displayed on the Notation Table to identify the contents of this notation. Drop Down Field: Subject Type (Category) is used to better organize the accumulated notations for each visitor. Subject Types are user-defined categories for notations. This list is maintained by the Notation Type Table Window. To open this window, select Setup->System Table->Show Notation Category Table Alphanumeric Field: This field contains the actual textual notation. Modifying an Existing Visitor Notation Record To modify an existing Visitor Notation Record from the Visitor Notation Table Window, highlight the Notation Record to be modified, and click Page 78

87 Visitor Keeper User Guide on to open the selected Visitor Notation Record Window. Make any changes to the notation record and click to save the changes. Otherwise click on to cancel changes. For a description of all the data shown in the Visitor Notation Record Window, see Section Entering a New Visitor Notation Record above. Deleting an Existing Visitor Notation Record To delete an existing Visitor Notation Record from the Visitor Notation Table Window, select the Visitor Notation Record to be removed, and click on to delete the selected Visitor Notation Record. To confirm the deletion, click record. to permanently remove the IMPORTANT: Once the record is deleted, it is not possible to recover the removed record. Maintaining Visitor Watch Records The Visitor Watch List is part of the visitor alert feature. The other part of the visitor alert feature is supported by Visitor Notation with Priority Levels. Together, both of these methods allow the user to specify just about any conceivable situation that requires the receptionist s attention. Notations are best for any one of a kind condition that is specific to the individual visitor. Watch Records are better for repetitive situations because a Watch may be assigned to multiple visitors. The watch list maintained in this table is available for selection from the drop down list in the Visitor Record Window. Page 79

88 Visitor Keeper User Guide Drop down the Setup Menu, click on the System Table Submenu and select Show Visitor Watch Table to open the Visitor Watch List Window, or click on View Visitor Watch List from the System Maintenance Task Panel. If the System Maintenance Task Panel is minimized, click on the title to expand it. Entering a New Visitor Watch Record To enter a new Visitor Watch Record, open the Visitor Watch List Table Window and click on to open a blank Visitor Watch Record Window. Enter the new watch information and click to save the new record. Page 80

89 Visitor Keeper User Guide A Visitor Watch Record consists mainly of a brief description of the situation, a detailed notation and any action to be taken if this situation is encountered. The rest of the data is for control of the record. NOTE: Keep in mind that a Visitor Watch record is informational. Its purpose is to inform the receptionist about a certain situation that may occur during the visit and to suggest how best to address the situation. Visitor Watch Data Fields This section lists all the Visitor Watch Data Fields with a brief description. Field Name Number Brief Description Note Visitor Field Description Alphanumeric Field: A unique number assigned to this visitor watch record. It is just an arbitrary number that is given to the watch item for identification. It is required but has no special purpose for the current version of Visitor Keeper. Alphanumeric Field: This field contains the description of this watch situation. It is also required and must be unique within the list of all the visitor watch records. Alphanumeric Field: This field contains the detailed information of the situation that requires special attention. Be as descriptive as possible so the condition may be clearly understood. Page 81

90 Visitor Keeper User Guide Field Name Action Level Date Effective Visitor Field Description Alphanumeric Field: This field contains any suggested actions to take if the situation occurs during the visit by this person. The more instructional the better to assist the receptionist in handling the situation. Numeric Field: This field contains the level of urgency of this watch situation. It is not used by the current version of Visitor Keeper. Date Field: The date when this visitor watch becomes active. It is not used by the current version of Visitor Keeper. Modifying an Existing Visitor Watch Record To modify an existing Visitor Watch Record from the Visitor Watch List Table Window, highlight the Visitor Watch Record to be modified, and click on to open the selected Visitor Watch Record Window. Make any changes to the visitor watch record and click to save the changes. Otherwise click on to cancel changes. For a description of all the data shown in the Visitor Watch Record Window, see Section Entering New Visitor Watch Record above. Deleting an Existing Visitor Watch Record To delete an existing Visitor Watch Record from the Visitor Watch List Table Window, select the Visitor Watch Record to be removed, and click on to delete the selected Visitor Watch Record. A confirmation window will appear. To confirm the deletion, click record. to permanently remove the Page 82

91 Visitor Keeper User Guide IMPORTANT: Be extra careful when deleting a visitor watch record since there may be multiple visitors with references to this watch situation. Printing Visitor ID Cards and Visitor Badges Visitor Keeper defines two types of visitor card: Visitor ID and Visitor Badge. Visitor ID s are a more permanent type of identification issued to frequent visitors while a Visitor Badge is a temporary identification issued to the visitor at the time of visit. An ID has a much longer life span then a Badge that is only valid during the duration of the visit that it was issued. NOTE: Visitor ID s may be printed any time from the Visitor Table Window. Visitor Badges may only be printed during the visitor sign-in process. Printing with Card Layouts With Card Layouts, the user designs the look of the cards, both front and back, if your card printer supports double sided printing. Which Card Layout to use when printing a particular visitor is determined by the visitor s Category. Each visitor is assigned a Visitor Category. Two Card Layouts are assigned to each Visitor Category one for the visitor s ID and the other is for the visitor s Badge. This roundabout way of selecting a Layout for printing ensures that all visitors of the same Category use the same Layout for printing. Furthermore, it reduces inconsistency and possible errors of printing with the wrong Layout. Printing a Visitor ID Card To print a visitor ID Card from the Visitor Table. Page 83

92 Visitor Keeper User Guide Drop down the Table Menu and select Show Visitor Table to open the Visitor Table Window or, more easily, click on View Visitor Table from the Common Actions Task Panel. Select the visitor for whom the card is printed and click on to print the ID card. A preview window opens with the image of the card shown. Page 84

93 Visitor Keeper User Guide To print the card from the Preview Window, click on the Printer Icon. Otherwise, click on the Exit Button to close this window. The Card & Report Layout Manager A Card Layout defines the look and the contents of the printed card or badge. Both front and back of the card may be defined. Visitor Keeper uses a Layout Manager to organize an unlimited number of Layouts. Drop down the Setup Menu and select Manage Card & Report Layouts to open the Card, Report & Form Layout Window, or click on Design a Card Layout from the Cards Task Panel. Page 85

94 Visitor Keeper User Guide The Card & Report Layout Window is divided into three areas: left, right and center. The left shows a list of card and report groups or categories. The center shows a list of layout descriptions associated with the category highlighted on the left. The right shows a sketch of the currently highlighted layout description. Besides the standard New, Modify and Delete buttons for creating, modifying and deleting layouts, there are buttons for importing and exporting layouts and a button for making a copy of a layout. NOTE: Some Layouts are locked and cannot be modified (button is disabled). These are example Layouts or custom Layouts from your software vendor and cannot be changed. To use these layouts, please make a copy and use the copy instead. This prevents any accidental changes to the samples. What is a Layout? Functionally, a Card Layout determines how and what information is printed on the card. Logically, each Layout is composed of two parts. The first part, the Layout Description, is a database record containing the properties of the Layout. The second part, the Layout Definition, is a collection of objects that describes what the layout looks like. These objects are visually manipulated with the aid of the Layout Designer. See Section, Using the Layout Designer, on how to design you own layouts. Layout Descriptions are records stored in a table within the Visitor database. In contrast, each Layout Definition is saved in its own file Page 86

95 Visitor Keeper User Guide along with a companion file for printer properties. All these files are saved in a folder within the folder that contains the Visitor database. IMPORTANT: Besides defining the contents of the printed card, the Layout also specifies from which printer the card is printed. In addition, any document-specific printer properties may be specified within the Layout using the Layout Designer. This feature lets the Layout specify the printer and print properties for output. Creating a New Layout Most default printer properties set from within Windows s Control Panel will be overridden by the settings in the Layout used for printing. Therefore, if there are any specific properties required for the Layout, it must be set using the Layout Designer s Project Page Setup Window See Section, Using the Layout Designer, for details. From the Layout Manager Window, click on to open the Adding a Card Layout (Layout Description) Window. It is simpler to specify the group (type) of layout before clicking on the New Button although the Layout Group may be selected from the Layout Description Window. For each Layout, there must be a unique name for identifying the Layout. The Layout Group is very important because it specifies the purpose of the Layout and what data is available for printing. Once you have started designing the Layout, changing the Layout Group may cause errors in the Layout. If errors are encountered, try changing the Layout Group back to the original value. Page 87

96 Visitor Keeper User Guide Layout Description s Data Fields Field Name Name Layout Group Pages Layout Type Field Description Alphanumeric Field: A unique name for identifying this Layout. It should be a short but informative name that describes the Layout. Drop Down Field: A list of available types of Layout used by Visitor Keeper. Basically, the type determines for purpose this Layout is designed for. For example, all Layouts with Visitor Card Layout Group are designed for printing Visitor Cards or Badges. With this, the Layout Designer can decide what (variable) data is available for printing. Numeric Field: Frequently, this field is set to one. There are some tricks the number of Pages can do during printing with this Layout (See the Sample Two-Sided ID Layout ). However, its main function is to control the number of pages to print per record. Drop Down Field: Form/Card: Select this Layout Type for printing a single card or paper form per employee. In other words, this Layout will print one card or one form per record. Listing: Select this Layout Type for printing reports or listings where there are multiple records per card or page. This is usually used for printing listings or reports on a collection of records. The key difference between these two types is found in the Layout Designer. If Listing is selected for the Layout, Table Objects are available for use in the Layout Designer. Table Objects are used for creating listings in a report Layout. See Section, Using the Layout Designer, for more information about layout objects. Page 88

97 Visitor Keeper User Guide Copying an Existing Layout Layouts may be created from scratch. However, it may be more efficient to create new layouts by modifying a copy of another layout. To make a copy of an existing layout, first select the Layout to be copied, and then click on the Button to open the Copy a Layout Window. Enter a unique Name for the copy of the Layout and click create the copy. to Importing a Layout into Layout Manager From the Card & Report Layout Window, click on the Import Layout Window. to open From this window, enter the name of the Layout Exchange File (and press the Tab Key) to show all the Layouts stored within the file. For convenience, clicking will open a file browser for selecting a Layout Exchange File. All the Layouts stored in the opened file will be listed for import. Select the Layout of interest and click to import the Page 89

98 Visitor Keeper User Guide Layout. There is also a button for removing any unwanted Layouts from the Exchange File. The selected Layout will be deleted by clicking this button. Do Not Import Printer Definition File Associated with each Layout is a Printer Definition File. This file stores the printer settings of which the Layout is based. The Import/Export process automatically includes this file associated with the layout. The Layouts in the Exchange File may be created from a PC with different printers attached than those installed in your PC. Although printers of the same type (paper, card, etc.) have similar printable area, there are usually some minor differences between different printers. In addition, the printer specified in the Layout is where the card will be printed. If the printer specified is not installed, an error will result from attempting to print with this Layout. It is important to use the Layout Designer to review the imported Layout to be sure that it will work with the available printer. If there is a preferred printer for the imported Layout, it should be specified using Layout Designer after it is imported. By checking this box and not importing the printer definition during the import process, the default printer will be used for the newly imported Layout. Exporting a Layout from Layout Manager The ability to export Layouts to files makes sharing and backing up Layouts much simpler. Because a Layout is composed of multiple components, transferring a Layout from one machine to another can be a bit technical for the average user. With the export function, Layouts are packaged in, so called, Exchange Files. Many Layouts may be stored in a single Exchange File and, like any Windows file, may be backed up or shared. Page 90

99 Visitor Keeper User Guide From the Layout Manager Window, click on Export Card Layout Window. to open the From this window, enter the name of the Layout Exchange File. For convenience, clicking will open a file browser for selecting (or entering a new name in another folder) for the Layout Exchange File. Click to export the selected Layout. To add more Layouts to the same file, please specify the same Exchange File name for exporting. NOTE: If no folder name is given with the Exchange File name, Visitor Keeper will locate the Exchange File in the Vivax\Visitor Keeper\Temp Folder found in your common program data folder. This folder may be changed at the time of installation. For less confusion, it is better to use the file browser to locate where you wish to keep the Exchange File. Using the Layout Designer The Layout Designer is a graphic design tool for creating fully customized ID card and visitor badge layouts. With this build-in tool, users can create any number of custom badges or ID s for their organization. NOTE: A set of card layouts are provided for your review. These sample layouts may be used as is or modified to suit your needs. In any case, the samples also serve as examples of various features of the Layout Designer. If customization is desired, please make a copy of the layout for the modification since all the sample layouts are locked and cannot be altered. See Section Copying an Existing Layout on how to make copies of card layouts. Page 91

100 Visitor Keeper User Guide Drop down the Setup Menu and select Manage Card & Report Layouts to open the Card, Report & Form Layout Manager Window, or click on Design a Card Layout from the Cards Task Panel. From the Card & Report Layout Window, select layout description of the layout to be modified and click on to open the Card Layout Window. Page 92

101 Visitor Keeper User Guide Click on the layout Designer Button to open the Layout Designer Window. Layout Designer Overview This section is designed to simplify the learning efforts of using the Layout Designer to create and modify card layouts. These same principles also apply to design report layouts when applicable. The discussion in the section is a little more technical than the rest of this User s Guide. Although it is written more for the support and installation personnel, it is still useful for the general users who, on occasion, may need to make changes to the card Layouts. Layout Designer s Tips and Concepts The following tips and concepts help you understand and use the Layout Designer for creating and modifying card layouts. Drawing Object The basic drawing element in the Layout Designer is called an Object. Physically, an Object is an arbitrary-sized, rectangular area anywhere on the card, with a specific type of item to be drawn. A card layout is a collection of Objects defining how the card is to be printed. For example, to print a company logo, use a picture (graphic) Object to define where the logo is positioned on the card and specify the name of the file containing the logo for the Object to render. To print any textual information on the card, use a Text Object or a RTF Object to define where and what to print. There are many types of Objects and they are available from the vertical Toolbar on the left margin of the Layout Designer Window. Page 93

102 Visitor Keeper User Guide Available Objects are, listed in top to bottom order on the toolbar: Text, Line, Rectangle, Circle, Picture (Graphics), Bar Code, Formatted (RTF), Form Control, Chart, Table, HTML Text, and OLE Container. Each Object has its own set of properties. Furthermore, each type of Objects has its own set of properties uniquely for itself. Besides the specialized properties, all Objects share a common set of properties. The Layout Designer is used for both creating card Layouts and report Layouts. Although all the Objects may be used in a Card Layout, most of them are not normally required. For card Layouts, the useful ones are: Text and Formatted Text Objects for textual data, Bar Code Objects for automated processing, and Picture, Rectangle, Circle, and Line Objects for graphics. Naming the Object As mentioned above, a Layout is basically a collection of Objects. Sometimes, a Layout contains many Objects. It s not always simple to tell one Object from anther. Therefore, it is recommended that, each Object be given a unique and meaningful name for easy identification. Page 94

103 Visitor Keeper User Guide The name is one of the common Object properties. Once a name is specified, the Layout Designer will refer to the Object by the given name. For example, a Picture Object is shown as drawing. There may be a many Picture Objects with one for photo, one for signature, and one for Logo. By assigning a name to each Object, any ambiguity is eliminated. Drawing Layer The Layout Designer has a very useful feature call Layer, although its application is not always obvious. A Layer may be considered as a transparent sheet of paper on which Objects are drawn. Each Layer, having the exact same size as the printable area, should be given a unique and meaningful name for identification. Also for easy identification, a unique color is assigned to each Layer. The background color of all the Objects on the same Layer have the same shade of color as the Layer. Page 95

104 Visitor Keeper User Guide Layers are stacked on top of each other. However, unlike real life, Objects on a Layer stacked underneath Objects on an upper Layer are not hidden by those on top. The visibility of overlapping Objects is determined, instead, by the Object Order. See Section Drawing Order for more details. The main purpose of Layer is for organizing Objects into groups for ease of manipulation. For example, during the card-design process; Objects on the same Layer may be hidden or shown with a simple click on the Check Box. This makes designing complex, overlapping Objects visually more clear by hiding some of the Layers. This and other Layer s features may be specified from the Layer Definitions Window. Selecting the Layer Definition item from the Popup Menu will open the Layer Definitions Window. Page 96

105 Visitor Keeper User Guide Layer is also useful for simplifying conditional printing of related Objects. By assigning the related Objects to the same Layer, this group of Objects may be skipped (not printed) based on conditions set for that Layer when the card is printed. See Section Drawing Condition on how to selectively print different part of a layout. NOTE: One novel use of Layers (with condition printing) is to define Layouts for printing cards on both sides or for printing more than one card from a single Layout. By defining a layer for each side of the card and set the printing condition accordingly, this Layout will produce a double sided card with different content on either side of the card. This concept may be extended to produce multiple cards from a single Layout. See Section Drawing Condition for details. Drawing Fixed Data vs. Drawing Variable Data When designing what to print on a card, we quickly realize that there are two types of content: those that remain the same from card to card and those that vary from card to card. The content that remains the same is called Static (fixed) data while the content that varies is called Variable data. Static Text, such as Visitor Badge, may be printed with a Text Object. Any text enclosed between a pair of double quotations will be printed as is. Variable Text, such as name of a visitor, is printed by specifying the Variable that holds the text. For example, the expiration date on a visitor card may look like this: Page 97

106 Visitor Keeper User Guide The Text Object, used to print this example, contains both static text ( Exp: ) and variable text (the date of expiration as recorded in the visitor record). The following Text Object content is used to produce this result: Exp: + Date$(Visitor.DateTerminated, %M %d, %y ) This is not really an ideal example because of its extra complicity in the Date$() function. However, in trying to provide real-life examples, the extra details are included here with the following explanations: Static Text: Exp: is enclosed in double quotation marks so the letters are printed exactly as it appears. Please note the space between the colon and the closing quotation mark. It is necessary because there should be a space between the colon and the first letter of the month. Operator: + is used by the Layout to indicate joining of two piece of text. It is needed here to string together the static text with the variable text. Variable: Visitor.DateTerminated is defined to contain the date when the visitor record expires. Besides identifying what data to print, the variable also functions like a place holder to identify where to print the actual data. In this example, it is placed after the static text as it is intended. Function: Date() is the one complication that is often necessary, The purpose is to control how the date is printed since there are many formats a date can be presented. See Section Drawing Functions() for more details on functions and Date$() in particular. In this example, Date$() with %M %d, %y parameter will format the date as shown in the image above. Drawing Order Since Objects are drawn one at a time, there is a sequence order of Objects. This drawing order is important only if the Layout contains overlapping Objects or forcing page breaks (to a new page) before printing the next Object. Otherwise, the order of which the Objects are printed is irrelevant. Drawing order is important to overlapping Objects because the order in which the Object is printed determines what part of which Object remains visible. In this regard, Objects may be viewed as clear stickers with various opaque designs printed on them. The stickers that are placed on the card surface first will be (partially) covered by any overlapped stickers placed later in the sequence. Page 98

107 Visitor Keeper User Guide For example, to print the Info Icon (the letter I inside a colored circle) two Objects are needed: a Circle Object and a Text Object (printing the letter I ). In this example, the Circle Object must be printed before the Text Object. Otherwise, if the Text Object is printed first, the colored circle will completely covers the letter I when it is printed last. Drawing order is also important when a page break is involved. As the Objects are printed in sequence, the Object that has a forced page break property will cause printing to begin at a new page. Therefore, the object with the page break property (and all subsequence Objects) will be printed on a new page. It is very important that Objects to be printed on the same page (or side of a card) are listed together. Otherwise, the result may be Objects not being printed as excepted. The drawing order is visually shown in the Objects Tab in the Layout Designer Window. The initial drawing order is the same as the order in which the Objects are created in the Design Area. As the Layout is being created and refined, the drawing order frequently becomes somewhat scrambled. This is because a newly added Object is always inserted into the last drawing position. NOTE: The physical location of the Objects on the card layout has no bearing on the drawing order of the Objects. To change the drawing order of the Object, simply click and drag the selected to the desired position. All Objects on and below the destination of the dragged Object will move down one slot to accommodate the moved Object. Page 99

108 Visitor Keeper User Guide NOTE: Another way to view the Object List is from the Object List Window. Right click on any Object to bring up the Popup Menu, then, click on the Object List to open the Object List Window. Besides listing all the Objects in the Layout, the Object List Window also shows the more advanced feature of object linking. This feature lets the size and the position of an Object to be dependent on another Object. which allows the size and position of any Object to be dynamically determined at the time of printing. Page 100

109 Visitor Keeper User Guide Drawing Condition Drawing condition is one of those features that may never be needed but is very useful for designing dynamic Layout. For every Object, and every Layer, there is an Appearance (Drawing) Condition Property. The purpose of this property is to determine, at printing time (not during layout design), if the associated Object (or Layer) is to be printed or hidden. The Appearance Condition is specified as an expression that must be evaluated as a simple True or False. In other words, the condition is a statement that can be tested for its truthfulness. If the condition is True, at print time, the Object or Layer will be printed. Otherwise, the Object remains hidden. By default, all Objects and Layers are initially set to be printed unconditionally. To specify the drawing condition of a Layer, open the Layer Definitions Window, select the Layer to set the condition and enter the condition directly into the Condition Entry or click on the Button to open the Edit Layer Condition Window for a more visual, interactive entry. To specify the Appearance Condition of an Object, first, select the Object (from the Objects Tab) to show its properties. Page 101

110 Visitor Keeper User Guide And then, locate the Appearance Condition Property under the Layout Property Group. If the properties of Layout Property Group are hidden, click on the plus sign on the left of the Layout Property Group Title to show the properties. Some Objects have may properties, you may need to scroll up and down to find this property. To specify an Appearance Condition, click on the drop down icon to show following options: True The Object is always printed False The Object is never printed Formula - The option will bring up a window for entering a print-time condition. Click on Formula to open the Edit Appearance Condition Window to specify any condition that must be met for the associated Object to be printed. Page 102

111 Visitor Keeper User Guide NOTE: Both Edit Appearance Condition Window and Edit Layer Condition Window are almost identical except for the window s titles. Any expression that evaluates as True or False may be entered here. The Information/Message Area will indicate if there is any issue with the condition expression. The following are some examples: Page() = 2 This condition is frequently found associated with a Layer. With this condition, all the Objects on this Layer will only be printed on the second page or, for an ID card, on the back side of the plastic card. Images.VisitorPhotoExist This is one of the variables provided for handling images. It will be set to True if the associated visitor record contains a photo. Otherwise, it will be set to False. A Layout may use this variable to control the printing of the visitor photo. One scenario may use this variable to hide a white rectangle (photo) so a background image is printed where a visitor photo would have been. Visitor.DateTerminated <= Now() This last example is not likely to be very useful in card layout design. However, it does serve as a good example. When comparing two dates, an earlier date is considered to be less than a later date. This expression is true when the Visitor.DateTermintated (termination date) is less than today s date. In other words, it is True when the visitor record terminates (expires). Page 103

112 Visitor Keeper User Guide Drawing Functions() Layout Designer has a collection of functions to facilitate the generation of contents to be printed. For example, to get the date and time when the card is printed, use the Now() function. Anywhere Now() is specified in an Text Object, the current date and time is printed. A function is distinguished from a variable by the pair of trailing parentheses (). As you may have noticed, Functions, like Variables, act like place holders and the specific data will replace the Function name when the card is printed. Functions are made more powerful with the addition of Function Parameters. For example, with a Parameter specifying what type of bar code to print, a single Barcode() is enough to print all the supported bar code symbologies. If a Function accepts any Parameters, they are listed within the parentheses and, if more than one parameter is specified, they are separated by commas. Otherwise, to support different types of bar codes, there will be one bar code function for each symbology. The following is a short list of the some of the most commonly used functions in alphabetical order: ATrim$(<aString>) This function returns a string with the contents of the <String> parameter with any leading and trailing spaces removed. The function is handy when printing multiple string variables together. Without using ATrim$(), multiple unwanted spaces may be printed between words. Barcode(<aString1>, <astring2>) The function prints a bar code of the contents in <astring1> with the symbology (barcode type) specified in <astring2>. The Layout Designer support many symbologies including the common Code 3 of 9 and Code 128, Date$(<aDate>, <astring1>, <astring2>) This function prints the given date (<adate>) in the format specified in <astring1>. The last Parameter, <astring2> specifies the country code for localization of the format. This function provides a large variety of date formats to suit your needs. A full list of available formats is listed under the Date$() Tab in the Edit Text Window. NOTE: If <astring2> is omitted, the current code of the local country is assumed. Page() This function, besides indicating the currently printed page number, is useful when combined with Layers. Specifically, when used in the condition for printing a Layer, a single Layout will be able to print different contents on different side of the card. Page 104

113 Visitor Keeper User Guide NOTE: The front side of the first card is page number 1, the back side of the first card is page 2, the front side of the second card (if any) is page 3, and so on and so forth. Now() This dual purpose function specifies both today s date and the current time depending the context of how it is used. When used in Text Object for printing, the string format will determine whether today s date or the current time is printed. For visitor badges, it is informative to have the current date printed to indicate that the badge is only valid for that day. The Designer Window Like many graphic design applications, the Layout Designer Window is organized into different areas to facilitate editing of the layout. By default, the Layout Designer Window is arranged as the screen shot above. The area on the left is divided into two panels with the top panel containing three tabs and the bottom panel contains the properties of the selected object from the top panel (or the design area, the central panel). The first tab on the top panel contains a list of objects defined in the layout. The second tab on the top panel lists all the layers defined for the current layout. Layers are used to group objects together, and frequently used to control printing of objects on the front versus back of the ID card. The third tab on the top panel contains a preview of the layout. Page 105

114 Visitor Keeper User Guide NOTE: Both the Objects Tab and the Layers Tab contain pop-up menus with action items relevant to the selected object or layer. The menu is activated by right clicking on any item or layer within the respective tab area. One useful menu item for Objects is Object List Selecting this item will open the Object List Window which allows changing the order of how each object is drawn. The advanced object linking feature is also available from this window. Another useful menu item for Layer is Layer Definitions Selecting this item will open the Layer Definitions Window. This window allows changing the order of how the layers are drawn. A condition for showing the layer may be specified in this window. The central panel is the design area for visually positioning objects. The right panel contains a list of all the available variables that may be printed by the layout. For a detailed description of all of the features in Layout Designer, please refer to the online documentation. Encoding Magnetic Stripe Data Encoding data onto the magnetic stripe is as simple as printing the same information on the card. Magnetic stripe encoding may be combined with other electronic encoding as long as the printer supports these functions. Adding Magnetic Stripe Encoding From the Layout Design s view point, Magnetic Stripe encoding data and any printed data look the same. In fact, the process for adding encoding data is the same as adding any textual information on the card, with one exception. Encoding data is prefixed by a special character to tell the printer to encode the following data (instead of printing it on the card). For Evolis Pebble printers, the special character to trigger encoding is a vertical bar ( ). Please check with your printer manufacturer for the special character used with their printers. Page 106

115 Visitor Keeper User Guide To add magnetic stripe encoding to a card layout, add a Text Object to any empty area on the Design Area. If this is a two-sided layout, please add the Text Object to the front side. If this is Text Object is setup correctly, the data specified within this object will not be printed on the card although it is visible from the Layout Designer (it will be encoded on the magnetic stripe). The content of this text object has the following format which dictates how the magnetic stripe is encoded. Please refer to the follow sections for details. Magnetic Stripe Standards The Magnetic Stripe may be encoded in many different ways depending on the capability of the mag stripe encoder. However, by the wellestablished standards, each magnetic stripe is divided into three tracks. They are labeled Track 1, Track 2, and Track 3. The data formats for these tracks are also defined by ISO. It is these formats that most magnetic stripe encoders follow. Track 1 As defined by the International Air Transportation Association (IATA), this track has a data density of 210 bpi (bits per inch) and may contain up to 79 seven-bit characters. This track is usually reserved for IATA use. Page 107

116 Visitor Keeper User Guide Track 1 Field Description Field Name Length Field Description Start Sentinel 1 The % Character Format Code 1 The standard Format Code for financial institutions is B. Primary Account Number 19 This is a variable length field of up to 19 characters. Separator 1 The ^ Character Country Code 3 Optional, used only if the Account Number begins with 59. Surname Surname Separator Frist Name Variable length field 1 The / Character Variable length field Space 1 Middle Name Variable length field Name Separator 1 The. Character Title Variable length field Separator 1 The ^ Character Expiration Date 4 Optional YYMM expiration date. If there is no expiration date, a ^ is used. Discretionary Data Optional data used by the card issuer. End Sentinel 1 The? Character Track 2 This track is defined for on-line transactions by the American Bankers Association (ABA). It has a data density of 75 bpi (bits per inch) and may contain up to 40 five-bit numeric characters. This 5-bit encoding scheme allows for recording hexadecimal digits. Track 2 Field Description Field Name Length Field Description Start Sentinel 1 0x0B or ; in ASCII Primary Account Number 19 This is a variable length field of up to 19 numeric characters. Page 108

117 Visitor Keeper User Guide Field Name Length Field Description Separator 1 0x0D or = in ASCII Country Code 3 Optional, used only if the Account Number begins with 59. Expiration Date 4 Optional YYMM expiration date. If there is no expiration date, a = is used. Discretionary Data Optional data used by the card issuer. End Sentinel 1 0x0F or? in ASCII Track 3 This track is designed for financial transactions as well. However, this is the only track that has read/write ability. It has the same data density as Track 1 (210 bpi) and may contain up to 107 numeric digits. Besides sharing the same Start and End Sentinels as Track 1, there is no predefined standard for its data format. Magnetic Stripe Encoding Format Visitor Keeper utilizes the printer s pass through mode to encode any magnetic stripe data. This method is available on most plastic card printers that support magnetic stripe encoding. Using this method, a special character is used to tell the printer that what follows is data to be encoded. For the Evolis Pebble printers, a vertical bar ( ) is used to signal the start of encoding. The data to be encoded is terminated with another vertical bar. The single digit number immediately follow the starting vertical bar indicate which Track to encode. Example #1: " 1" + " =HELLO" + " " This example encodes the number follow by a Separator (=) and the word HELLO on Track 1. Please note the necessary Start and End Sentinels are automatically supplied by the Evolis printers. For other printers, please consult their printer manuals for more information. This example uses three strings for clarity. It may also be written with one longer string. Page 109

118 Visitor Keeper User Guide Example #2: " 2" + ATrim$(Employee.Number) + = + Right$(Date$(Employee.DateTerminated,"%y%02m"), 4) + " " This is a more realistic example where variable information is encoded on Track 2. This example demonstrates two points. First, ATrim$() must be used so any trailing spaces will be removed from encoding. Second, Right$() with a length of 4 limits the expiration date to YYMM since the Date$() conversion always converts to a 4-digit year. Page 110

119 Visitor Keeper User Guide APPENDICES How to Manually Start the Installation from Disk Insert the Visitor Keeper Installation Disk into the computer s DVD drive. This usually opens a window requesting an action from Windows. You may click on the red X to close this window and continue with the following procedure. If waiting a brief moment after inserting the disk, there is no apparent activity on the screen, then click on Windows Start Button to pop up the system menu. Click on Computer listed in the pop up menu to open the Computer s Explorer Window. Double click on the Visitor Keeper Installation Disk (on the DVD Drive) icon to open the DVD s Explorer Window and then click on gvk2 C6 ODBC Setup.Exe to start the installation process. Page 111

120 Visitor Keeper User Guide How to Use Search to Locate Records Records are listed in a table in some kind of order, usually, in alphabetical order by name or description. Frequently, there is more than one listing order available for each table. When there is more than one sorting order, Visitor Keeper uses tabs to show all the sort orders for selection. The first column of the table always shows the current sort field of the table. Most windows have a Search Entry for entering the search criteria for locating a record within the table. The Search function is available on tables that, potentially, contain a large number of records. There are two ways to locate a record within a table: direct search and incremental search. There are advantages and disadvantages with each method and sometimes, it comes down to personal preference. So, as long as these methods are understood, use whichever one you prefer. Direct Search This is by far the most common form of database search available and it is the simplest to use. Any table window with a Search Entry supports this method. Enter the criterion in the Search Entry Box and press the Key to locate the record with the closest match. Be sure the criterion specified matches that of the current sort (listing) order. Search will take place when the Tab Key is pressed. For example, if the records are listed by name, enter the (last) name of the record to locate and press tab. It is not necessary to enter a complete value to locate any record. In most cases, entering the first few letters will be enough to locate any record. This search method will locate and highlight the first (under the current sort order) record that matches the given criterion. If the specified criterion does not match any record, the record with the closest matching value will be highlighted. Page 112

121 Visitor Keeper User Guide This is a quick way to locate any record. Especially, when this method is used to position the highlight near the desired record and then use the arrow keys to select the record of interest. Incremental Search Incremental Search is a little different and needs a little more explaining. The main advantage of this method is the immediate visual response of the search results. However, if the database engine is very busy or the network connection to the database server is sluggish, the response may not be so instantaneous. Also, this method works best with alphanumeric type search criterion. The closest matched record is highlighted as each letter (key) is pressed. To perform an Incremental Search, click anywhere within the table (the list of records). This ensures that the table has the input focus. (The table will receive all the keyboard input.) If the cursor is blinking in the Search Entry Box, a Direct Search will be performed instead. With the press of each alphanumeric key, the record with the closest matching value is highlighted. Also, what has been typed as search criterion is displayed in the Search Entry for reference. The (Backspace) Key may be pressed for correction and the highlight will revert back to the previously highlighted record. As long as only printable character keys are pressed, the search will continue with the cumulative character string. However, if any of the Arrow Keys (including Page Up and Down, Home, and End Keys) are pressed, the search will be terminated and the Search Entry will be cleared. This is very handy for starting a new search after typing a string of letters or when the highlight is very near the desired record. Using the Arrow Keys will position the highlight to the desired record. Finally, Page 113

122 Visitor Keeper User Guide it is more intuitive then it sounds. Give this a try and observe the search response. Some Tips on Search Visitor Keeper always lists names alphabetically by last name and a comma (, ), followed by a space, the first name and the optional middle name. When searching with someone s full name, enter the last name, followed by a comma, a space and then the first name. Often, a last name and the first initial is all that s needed to locate the record. Be sure to use a comma and a space to separate the names. Searching with numbers may be tricky because what we perceive as a number and what the computer considers as a number may be different. Take Employee Number as an example. The content of this field may look like a number and the name of this field may suggest a numeric value. But in fact, it is an alphanumeric field and it is treated as such when sorted. However, since the contents are actually strings of digits that only look like numbers, the records are listed alphabetically. In computer terms, they are listed in their ASCII order, which is mostly the same as alphabetical order with punctuations and digits that come before any letters. For example, AABCC is listed before ABCC because the B in the second string comes after the second A in the first string. By the same reason, (in character string) is listed before If these two values are treated as numbers then the order will be reversed with 1,233 listed before 11,233 with the second number almost ten times larger than the first. This issue is not relevant if all the number fields contain values with the same number of digits (by adding leading zeros to make sure all the numbers have the same number of digits or starting the number sequence with a large enough number that has the necessary number of digits). Page 114

123 Visitor Keeper User Guide How to Add User-Defined Visitor Data Field The standard visitor record keeps a minimal amount of data. However, the user may include any user specific information with the visitor record. All the standard data fields are listed under the General Tab of the Visitor Record Window while the user-defined ones are listed under the Supplemental Tab. This appendix describes how to manage custom data fields for the visitor record. Although this is not a highly technical operation, it is recommended that you request assistance from your IT department or from your software vendor if you are not familiar with the inner workings of a database. IMPORTANT: In order for the changes to the custom data fields to appear in the Supplement Tab, shut down Visitor Keeper and restart it again. The Database Manager Drop down the Setup Menu and select Manage Database to open the Database Manager Window, or click on Manage Visitor Database from the System Maintenance Task Panel. If the System Maintenance Task Panel is minimized, click on the title to expand it. Page 115

124 Visitor Keeper User Guide All user-defined data fields are stored in the table called vextention. The records in this table are linked to their corresponding Visitor Record by the VisitorID Field. This field should never be altered or deleted from the vextention Table. Adding a User-Defined Data Field From the Database Manager Window, to add a new field, select the vextention Table and click on to open the Add a New Data Field Window. Enter the name of the new data field and select a Data Type from the drop down list. Depending on the Data Type, additional information may be required for creating the new data field. Page 116

125 Visitor Keeper User Guide In most instances, the Data Type is set to VARCHAR (character string of indeterminate length) and a Field Size set to the maximum length for this field. This allows the data field to store any printable data of reasonable length. Since any numeric value may be expressed in a character string, this type of data field works with number as well. To complete the creation of a new data field, click on to display the SQL Statement and, then, click on to create the new data field. If all goes well, Execution Completed Successfully will be displayed to indicate the success of this process. Repeat this process for each user-defined data field to be added. Click on to close the window when done. Note: The most versatile Data Type for custom data fields is VARCHAR which may be used to store just about any form of data. However, if a numeric only data field is desired, INTEGER may be used. For recording a date, DATETIME may be used. There is another method for recording a date that is specific to our software. For recording a date in Julian format, set the Data Type to INTEGER and add the word date as part of the name of the data field. For example, a field called ExaminationDate with INTEGER as Data Type will accept only valid dates as data. Modifying an Existing User-Defined Data Field From the Database Manager Window, to delete an existing field, select the vextention Table, select the field to be modified and click on to open the Changing a Data Field Window. Page 117

126 Visitor Keeper User Guide Both the Data Type and the corresponding parameter(s) may be modified. However, it is not advisable to change the name of the data field. If the name must be changed, it is best done directly with the database s own administration tools. To complete the creation of a new data field, click on to display the SQL Statement and, then, click on to modify the data field. If the changes are successful, the window will be closed. Otherwise, warning message will be displayed. IMPORTANT: Changing an existing data field may alter any data stored within that field. Please make sure that any data recorded with this field is not affected by the changes or some data may be lost. Deleting an Existing User-Defined Data Field From the Database Manager Window, to delete an existing field, select the vextention Table, select the field to be deleted and click on to open the Delete Field Window. Page 118

127 Visitor Keeper User Guide Click on Yes to confirm the delete request. Otherwise, click on No to abort the operation and leave the data field untouched. IMPORTANT: Deleting an existing data field will also delete any data stored within that field. Please make sure that any data recorded with this field is no longer needed before deleting the data field. Any Layout that uses the deleted data field will not be usable until the deleted field is also removed from the Layout. Page 119

128 Visitor Keeper User Guide User Account, Password and Access Control Visitor Keeper employs User ID and Password to prevent unauthorized access to the system. In addition, the user account is used to restrict access to individual or group of functions of the system. This à la carte approach to control of features allows the system administrator complete flexibility for granting system functions in any combination. User Accounts Overview Since Visitor Keeper tracks users activities, it needs to distinguish one user from another. Although it is not necessary, it is preferred to have a separate user account for each user. Furthermore, different users may have restrictions to different parts of the system. The rights to access different functions of Visitor Keeper are kept within the user s account. The following sections describe the various features of the access control functions. Please review this information. User Levels Visitor Keeper s user accounts are classified in three Levels: Supervisor, Operator and No Access. User Levels are used to control management of user accounts while Access Rights are used to control access to software functions. To put this another way, User Level has no bearings on restricting access to system functions; both Operator and Supervisor Level users may be restricted, in the exact same way, to any system function as specified in their user accounts. As the name of this level implies, if a user account is designated as No Access, this account holder will be denied any access. There is only one difference between Operator and Supervisor levels, but it is very significant. Supervisor level user is allowed to manage user accounts and access rights. User Groups To facilitate organizing user accounts, Visitor Keeper employs the concept of user groups. A user group is a collection of user accounts. Every user account belonging to the same user group shares the same set of access rights that are stored within the user group. Specifying a user account to a user group automatically sets the user with the rights of the group. Page 120

129 Visitor Keeper User Guide Note: Visitor Keeper provides a set of predefined user groups to simplify setting up user accounts with appropriate access control. See the end of this appendix for all the predefined user groups. Important Information about User Accounts We strongly suggest that a Supervisor Level special administrator user account be created and its User ID and Password be kept in a safe place. Usually, this user account is created during software installation. See Section Initial (One-time) Software Setup on how to create the first user account. This is important because without at least one valid user account, it would be very difficult to gain access to Visitor Keeper. Users may change their passwords whenever they wish. In order to protect the user s password, Visitor Keeper separates the process of creating a user account from the user assigning a password to that account. In fact, Visitor Keeper sets the initial password to be the same as the login ID. The user is encouraged to change the password after logging onto the system the first time. IMPORTANT: If you forget your password, there is no way to retrieve it from the system. Your only option is to contact your vendor to reset system or to have a new user account created. The user Login ID is not case sensitive, while the password is case sensitive. Therefore, during the initial set up, you must remember exactly how you spell your login ID. For example, if you enter myid3 as your Login ID, then you must enter your password as lower case M, lower case Y, followed by capital I and D; finally, followed by the digit 3. For your Login ID, however, you may enter the letters M, Y, I and D in any upper or lower case combination (followed by 3) - whatever is easier. Changing a User s Password To change the existing user password, you must know your current password. Page 121

130 Visitor Keeper User Guide Drop down the File Menu and click on Change Password to open the Change Password Window, or click on Change User Password from the System Maintenance Task Panel. If the System Maintenance Task Panel is minimized, click on the title to expand it. Enter your current password and the new password (twice to minimize typing mistakes) and click to change over to the new password. The current password is required to prevent others from changing the password without authorization. You may click to leave the current password unchanged. Managing User Accounts & User Groups It is preferred to have one user account for each user, although this is not strictly necessary. In some installations, managing multiple user accounts is more trouble than it s worth and all the users may share a single user account. Nevertheless, Visitor Keeper provides a full user account management function for when this is necessary. Page 122

131 Visitor Keeper User Guide Managing Individual User Accounts Drop down the Setup Menu and click on Manage User Accounts to open the User Table Window, or click on Manage User Accounts from the System Maintenance Task Panel. If the System Maintenance Task Panel is minimized, click on the title to expand it. All user accounts are managed from the User Table. Click on to add a new user account. To make changes or delete an existing user account, select the desired record and click or, respectively. Since Visitor Keeper tracks system activities by user accounts, it is best to keep user account records indefinitely. Delete a user account only if that Page 123

132 Visitor Keeper User Guide account has never been used. Instead of actually deleting a user account because it is no longer needed, set the account level to No Access. This will prevent the user of this account from accessing the system but retain any historical tracking information. When creating a new user account, enter the following information: User s First Name User s Last Name Account Level Optional User Group Account s Initial Access Please note that the current version does not utilize Work Group and it should be set to zero. Initial Access is usually set to All Access meaning this user of this account have complete access to the system. You may want to set Initial Access to No Access so the newly created account will not become active immediately when the record is saved by clicking. Managing User Groups To facilitate the management and maintenance of user accounts, Visitor Keeper employs the concept of User Groups. A User Group is similar to an individual User Account except that a User Group is not tied to any one physical person. A User Group is like a User Account to which a set of access rights is attached. With User Group, the administrator may create any group with any access rights. User Accounts may then be assigned to these groups according to the rights required by these users. Assigning access rights Page 124

133 Visitor Keeper User Guide by user group is the easiest and most consistent way of managing user accounts. Click on to access User Group Table. All User Groups are managed from this table. Using the standard action buttons, managing User Groups is as simple as managing individual User Accounts. The usual warning applies to deleting any User Group. When in doubt, do not delete the User Group Record but modify it and set its Level to No Access. Page 125

134 Visitor Keeper User Guide The User Group Record consists of only three items: Name of User Group Group (Account) Level Group s Initial Access Please refer to the User Account Record for more information. Managing Function Access Rights Managing a user s Access Rights is another way of saying setting restrictions on what features/functions are available to that user. Access rights are assigned to individual user account as well as a user group. The latter is just a convenience feature for applying restrictions to a number of users easily and consistently. All users within the same user group share the same rights assigned to the group. Just like user accounts, there is no limit to the number of user groups. Granting & Restricting System Functions Visitor Keeper, likes most computer applications, interacts with users via Windows, Menus and Buttons. Functions are accessed through menu selections and clicking on buttons. Limiting access to menu items and buttons (and sometimes the whole window) effectively restricts the users from the associated functions. For Example: The Visitor Table Window is where users maintain (add, modify and delete) visitor records and issue (print) ID cards. Besides the button to close this window, there are buttons for viewing, modifying, or deleting Page 126

135 Visitor Keeper User Guide records, and printing cards for the selected record, and a button for adding a new record. Buttons of restricted functions are disabled according to the Access Rights associated with the user account. Access rights are managed directly from each windows starting with the main window where the main menu is located. Not all windows have à la carte function restriction. Some windows have an all-or-none type of restriction while others have restriction groups (of functions) or individual restricted function. Press CTRL-F8 to bring up the corresponding Set User Access Window. To allow or restrict access to any of the predefined set of functions, double click on the Yes/No under the corresponding column (of function). Please note that the functions are predefined by the software. Some functions are defined as a single operation like Delete, which controls access to the deletion of a record. Other functions define a collection of operations like Card, which controls access to all ID card related functions. See the following section for a full description of all these functions by window. Regardless of how many other function columns there are, all Set User Access Window have Access as the first column. This column restricts all access to the associated window if it is set to No. List of Function Sets under Access Control This section outlines all the features that may be restricted with Access Control. Since access control is set from their respective window, this section is listed by windows that support access control. Not all Page 127

136 Visitor Keeper User Guide windows have access controls and are, therefore, always available to all users. To open the Set User Access Window, press Ctrl-F8. If the window does not have any access restriction options, nothing will happen. Otherwise, the Set User Access Window associated with that window will open for managing the user access controls. Main Application Window This is the top level window where all other windows are opened from here. In order to set access control for this window, please make sure that all other windows are closed. Setup When set to No, the following Menu Items are restricted: Menu: Setup Show Station Table Menu: Setup Show Station Preferences Menu: Setup System Tables Show Facility Table Menu: Setup System Tables Show Building Table Menu: Setup System Tables Show Gateway Table Menu: Setup Configure Card Devices Configure Serial Card Reader Menu: Setup Manage User Accounts Menu: Setup Register Visitor Keeper Task Panel: System Maintenance -> Manage User Accounts Page 128

137 Visitor Keeper User Guide Task Panel: System Maintenance -> View System Preferences Database When set to No, the following Menu Items are restricted: Menu: Setup Manage Database Task Panel: System Maintenance Manage Visitor Database Card When set to No, the following Menu Items are restricted: Menu: Setup Manage Card & Report Layouts Task Panel: Card Panel Generic Card When set to No, the following Menu Items are restricted: Task Panel: Card Print Generic Cards Sign Out All When set to No, the following Menu Items are restricted: Task Panel: Common Actions Sign Out ALL Visitors Main Menu When set to No, the following Menu Items are restricted: The Entire Main Menu Visitor Log Window Delete When set to No, the Delete Entry Button is restricted. Print Badge When set to No, the Print Badge Button is restricted. Page 129

138 Visitor Keeper User Guide Visitor Table Window Delete When set to No, the Delete Button is restricted. Modify When set to No, the Modify Button is restricted. New When set to No, the New Visitor Button is restricted. Print Card When set to No, the Print Card Button is restricted. Visitor In Building Table Window Sign Out All When set to No, the Sign Out ALL Visitors Button is restricted. Page 130

139 Visitor Keeper User Guide Visitor Company Table Window Delete When set to No, the Delete Button is restricted. Modify When set to No, the Modify Button is restricted. New When set to No, the New Company Button is restricted. Visitor Category Table Window Delete When set to No, the Delete Button is restricted. Modify When set to No, the Modify Button is restricted. New When set to No, the New Category Button is restricted. Page 131

140 Visitor Keeper User Guide Visitor Watch List Table Window Delete When set to No, the Delete Button is restricted. Modify When set to No, the Modify Button is restricted. New When set to No, the New Watch Button is restricted. Notation Type Table Window Delete When set to No, the Delete Button is restricted. Modify When set to No, the Modify Button is restricted. New When set to No, the New Type Button is restricted. Page 132

141 Visitor Keeper User Guide Predefined User Accounts and User Groups Visitor Keeper provides the following predefined user account and user groups. Each group provides a predefined set of access controls suited for user with specific responsibilities. Note: All the user accounts and user groups listed are created during software installation. However, any (and all) of the accounts and groups may be deleted by your system administrator. Also, the associated access restrictions may be modified by your administrator and, therefore, may not match what is listed below. User Account: Vendor Admin This user account is reserved for the use of our support technicians. This Supervisor Level Account has no restriction. User Group: Receptionist This user group is designed for users who perform the daily visitor sign in and sign out duty. The following functions are restricted: Main Application Window: Setup Database Card Generic Card Main Menu Page 133

142 Visitor Keeper User Guide How to Use a Serial Device (Card Reader) for Signing In/Out Visitor Keeper may utilize a barcode reader or a magnetic stripe reader to facilitate signing visitors in or out. Just about any serial or USB virtual COM barcode readers or magnetic stripe reader may be used. This appendix describes how to configure Visitor Keeper to use the attached serial device. You will need to purchase one of the supported card readers or barcode readers from you vendor to make use of this feature. Because of the technical complexity of setting up the scanning device and configuring Visitor Keeper to utilize the device, we would suggest that you consult your vendor on how to complete this configuration process. Note: In order to utilize a barcode reader, a barcode of the visitor number (or the badge number) must be printed on the ID (or the Badge). For magnetic stripe reader, the visitor number (or badge number) must be encoded on the magnetic stripe on the plastic card. The Layout Designer supports both printing of barcodes and magnetic stripe encoding on cards. Please see Section Using the Layout Designer for more details. Enable Serial Card Reader Features To activate the card reader, check the box marked Serial Card (Magnetic Stripe/Barcode) Reader Attached in the System Preferences Window. See Section System Feature Configuration on how to open the System Preferences Window and adjust the system settings. Page 134

143 Configure Serial Card Reader Settings Visitor Keeper User Guide Drop down the Setup Menu and select the Configure Card Devices Sub Menu and then click on Configure Serial Card Reader to open the Serial Card Reader Settings Window. Comm Port Settings & Connection Test This window is divided into two tabs: Comm Port Settings Tab and Automatic Identification Tab. The first tab contains setting for the computer s serial port (real or virtual) where the card reader is attached. This tab also provides for (a simple) testing of the attached device. To check for proper connection and settings, try scanning with the device. If the settings are correct, the scanned data will appear next to Card Data. NOTE: Any changed settings on this tab will not take effect until the window is closed by clicking on the Button. Therefore, in order to test the new settings, click on to apply the new changes before scanning. Page 135

144 Visitor Keeper User Guide Automatic Identification Settings The Automatic Identification Tab contains settings on how Visitor Keeper will interpret the data transmitted from the card reader. There are two purposes for this tab. The first purpose is to define how to distinguish the type of cards scanned. Visitor Keeper defines two types of cards: Visitor ID and Visitor Badge. Since the scanned number could come from either a Visitor ID or a Visitor Badge, a way to determine the type of cards must be determined if both types of cards are to be used at the same time. The method used to define how to distinguish the type of cards is quite flexible. However, a simple prefix before the actual number works best to differentiate the type of cards scanned. The second purpose is to define where the real data is within the stream of data transmitted from the card reader. When a card is successfully scanned, a stream of data (characters) is transmitted to Visitor Keeper. Different card readers (barcode scanners) send the scanned data to the PC differently. Most scanners usually enclose the actual data with control characters. Visitor Keeper provides a simple way to describe the data stream so the actual data may be extracted. Number Match Pattern is a Pattern string that describes the data stream from the scanner. It s called a Pattern because it describes how the data stream looks like - One for the Visitor Number and one for the Badge Number. Number Start Position determines the starting character position of the Visitor Number (or Badge Number) from the data stream. Since the Page 136

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