Pre-Print Visitor Labels from the Visitor Kiosk in PDF Mode

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1 How to Pre-Print Visitor Labels from the Visitor Kiosk in PDF Mode This How to... shows you how to Pre-print Visitor Labels from the Visitor Kiosk using PDF mode in Pre-print settings. Pre-printing visitor labels is only possible if Preprinting is activated in the Administrative settings. To activate pre-printing read the How to Activate Pre-Printing Visitor Labels guide in the Helpdesk. Assuming you have activated Pre-printing let s proceed. Using this function: Reception Managers Purpose of this function: To pre-print visitor labels from the Visitor Kiosk for individual and group visitors arriving onsite before they arrive. Benefit of this function: This function will reduce visitor queues for group visitors checking into a site to receive their visitor label. For this function to work the Kiosk must have: A Label Printer installed (Brother or Dymo) Adobe Reader or other PDF Reader installed. You can only pre-print visitor labels for pre-registered visitors and groups Continued overleaf 1 P a g e

2 Kiosk Pre-Printing 1: Go to your Visitor Kiosk 2: Select the Pre-Print Labels link here 3: Enter the password for the Kiosk (not your own personal password) Note if the Kiosk is in Touchscreen mode select the keyboard pop up to bring up a keyboard. 4: Click Submit 2 P a g e

3 5: You will now see the Pre-registered visitors list. The list is presented in Views: Due / Next Hour / Today s / Tomorrow s etc 6: Select a View. In this example we select Today s. 7: The user is presented with Today s pre-registered Visitors. In this example we have an individual called George Smith due at 12.30pm and a Group of 4 due at 2pm. 8: To pre-print the Group of 4 s labels select the Pre-Print Labels link on the right side of the screen (circled above in red). 3 P a g e

4 9: You are presented with a pop-out showing the visitors that form part of this Group Visit. By default they are all ticked. To pre-print their label click Pre-Print Selected. 10: WhosOnLocation will now create a PDF (So you must have a PDF Reader installed on the Kiosk PC / Laptop). You can view each label by using the view next page tool on your PDF Reader. In the one we use (Adobe) I can scroll to each label here 11: To print all labels just click the Print icon in your PDF reader (Circled in red above). The position of your PDF Print icon may vary. 4 P a g e

5 12: Once printed you may need to close any pop ups that appeared. These will vary from PC to PC depending on your organizations IT Policies. 13: Your screen will return to the Pre-registered Visitors view. You can pre-print other visitor s labels anytime. You can pre-print visitor labels as many times as you wish. 14: To return the Kiosk to Kiosk Mode select the Return to Kiosk Mode button. F.A.Q Q: Are visitors that I pre-print also checked in? A: No. You must still check them in when they arrive. Q: When the visitor checks in and their label is already printed does it print another one? A: No. The last screen will tell them that their label is pre-printed and to see reception. Q: What time is shown on the Visitors Pre-printed Label? A: The date and time of the pre-registered visitor record not the date and time of the day and time you pre-print. So you can pre-print labels for visitors coming in at 2pm on Wednesday next week and the Visitor label will show next Wednesday s date and 2pm. Q: If I am in Pre-Print screen and walk away to answer phone and forget to Return to Kiosk Mode will the next visitor see the Pre-registration list? A: No. We have placed a timeout on this screen so if there is no activity on it after 60 seconds it will return to Kiosk Mode automatically. Trouble- Shooting My Labels won t print. A: Make sure the PC / Laptop has a PDF Reader installed. Refer to your IT people for assistance. My Labels Print but they do not look right. A: Make sure the Printer settings are correct. When selecting the print icon in the PDF make sure the Label printer selected is the correct printer. 5 P a g e

6 . Make sure the Name matches the label Printer selected. Under Properties make sure the Orientation is Landscape, Page Order is set to Front to Back. Under Advanced make sure the Paper Size is set to match that of the label size in your printer. Page Scaling set to Fit to Printable Area. Under Page Setup make sure the Size is set to match the Label size. Note: In these screen samples we used a Dymo 450 Printer with the Large Label (99014). You may be using a Dymo and using the Medium Label or Small Label OR You may be using a Brother QL Printer (Label DK22205) and using the Medium or Large Label. Either way the above rules apply. Love Your WhosOnLocation! The team at support@whosonlocation.com 6 P a g e