PassagePoint. PassagePoint. User Manual. Version 4.5

Transcription

1 PassagePoint User Manual Version 4.5 STOPware Inc. Copyright

2 Disclaimer STOPware, inc. makes no representations or warranties with respect to the contents or use of this manual, and specifically disclaims any express or implied warranties of merchantability or fitness for any particular purpose. STOPware, inc. reserves the right to revise this publication and to make changes to its contents, at any time, without obligation to notify any person or entity of such revisions or changes. Further, STOPware, inc. reserves the right to make changes to any parts of the PassagePoint product, at any time, without any notification to any person or entity of such changes. Copyright 2005 STOPware, inc. All rights reserved. No part of this publication may be reproduced, photocopied or transmitted without the express written consent of the publisher. STOPware, Inc Zanker Road, Suite 202 San Jose, CA PassagePoint User Manual November 2005 v4.5 2

3 Chapter 1: Introduction What is PassagePoint? PassagePoint Visitor badging and lobby security software represents many years of pioneering product development. It was conceived to meet customer requests for computerized Visitor logs and temporary Visitor badges, and has evolved to become the most comprehensive Visitor management software available. How the Software Can be Used For signing in and badging walk-up Visitors As an optional Visitor self-registration station To pre-register individuals or groups For viewing and printing reports And much more! The latest version of PassagePoint gives you even more control in verifying, registering, and badging visitors than earlier versions. It s also simpler to use with new tools, design wizards, and other features. No other visitor management product offers such functionality, speed, ease-of-use, and scalability. Using this Manual Throughout this manual, a series of icons or images are used to let you know about important points regarding a feature, links to sections of the PassagePoint manual or brand new features included in PassagePoint Version 4.5 Link Icon: this icon let s you know there is a link to another section of the manual. To cut down on the repetition, we ve linked sections and descriptions of PassagePoint using this icon. If you see this icon in a one portion of the manual, you ll see a link to another Chapter, page or section. New Icon: this icon highlights a brand new feature to PassagePoint Version 4.5 Configuration Options Networked or Standalone? PassagePoint can be used two ways: Networked (for Multiple workstations using the same database), using Client and Server software; or on a single workstation, using the Standalone option. 3

4 Greeting Visitors How a company chooses to use PassagePoint to greet Visitors and process each visit is largely based on their security policies, traffic volume and corporate philosophy. For this reason, PassagePoint can be used in various configurations. Listed below are a few common configurations. Configuration 1 PassagePoint on Reception Computer Only Receptionist enters Visitor information into PassagePoint and prints Visitor badge. Configuration 2 PassagePoint on Visitor Computer Only Visitor enters information into PassagePoint (using Visitor Sign-in interface) and prints Visitor badge. Configuration 3 PassagePoint on Visitor and Reception Computer (Client/Server Only) Visitor enters information into PassagePoint (using Visitor Sign-in interface), the receptionist then verifies the information and/or makes changes at the Reception computer, and then prints the Visitor badge. The client/server setup allows you to use different configurations in different lobbies. For example, you may want to have the Visitor sign-in station in a high-profile lobby, but have the receptionist verify the information and/or make changes at the Reception computer and print the badge. Pre-Registration Many companies and organizations prefer to pre-register Visitors and groups especially for corporate events, group meetings and tours. This makes the sign-in process much faster and less taxing for both the Visitors and the front desk personnel. Visitors can be pre-registered by any Reception Staff with the proper password and PassagePoint software. If the company has an Intranet and adds the optional Web Pre-registration module, other employees can pre-register Visitors from their desktop computer using a standard web browser. Refer to the Web Pre-Registration section to learn more about these features. When a Visitor is pre-registered the information is stored in PassagePoint until the expected date of arrival. On this day the Visitor s name will appear as a pending Visitor. The Visitor badges may be printed ahead of time to expedite distribution, or as Visitors arrive. If the Visitor is never signed-in, their status is automatically changed to No Show and removed from the pending list. Viewing and Printing Reports Visitor information is stored in the data file for as long as you like. This allows managers to view historical data, print various reports and export data. To access this data, users will need the PassagePoint software and a user name and password with the proper permissions. It is possible to search and sort on almost any field and then export or print the report in various formats. There are many standard reports provided as well as an almost unlimited number of user-definable custom reports Installing PassagePoint software (client or standalone) Please refer to the Administrator s Manual for instructions on installing and configuring workstations. 4

5 Launching the PassagePoint Application Once installed, PassagePoint can be launched from various places. Start menu: From the Start menu, select Programs and you will see an option for the PassagePoint Version 4.5 application. Desktop: Double-click on the PassagePoint Version 4.5 shortcut placed on the desktop. Program Files: Locate the Program Files folder (usually on the C: drive) open the PassagePoint application folder and double click on the PassagePoint Version 4.5 application icon. Entering a Password PassagePoint can have various users and passwords. Each user can be given specific access levels and interface options. Insert shot of User Authentication screen 1. Enter your user name. 2. Enter your password (this is case sensitive). 3. Click on the Login button. Standard user interface Once you have logged-in, a menu bar will be displayed along with the PassagePoint Explorer screen. This is the standard user interface that would be used by receptionists and security personnel. In chapter three you will learn more about the PassagePoint Explorer screen. 5

6 Chapter Two PassagePoint Menus and Configuration Settings For each menu item there are sub-menus, which are important for properly using the PassagePoint application. Knowing what each menu can do makes the user s job a lot easier. Getting to know the system menus File menu The PassagePoint System Administrator uses most of the features under the File menu. Please refer to the Administrator Manual. Receptionists and Security Personnel will only need to use the Change Password feature. Change Password Exit Allows you to change the password for accessing PassagePoint. Exit the PassagePoint application. Action menu PassagePoint Explorer Launches the PassagePoint Explorer screen. 6

7 Rapid Registration Pre-Register Visits Pre-Register Group Add Directory Record View Directory Records Drop-Off Delivery Pick-Up Delivery Synchronize Delivery Handheld View Delivery Records Check-In Property Checkout Property View Property Records Search Takes the user to the Rapid Registration screen. Takes the user to the Pre-Registration screen. Takes the user to the Group Pre-Registration screen. Drop-down menu to select the new type of Directory Record you wish to add. Lists all Directory records in the database, with a number of sorting functions. Takes the user to the Drop-Off Delivery screen. Takes the user to the Pick-Up Delivery screen. Provides synchronization instructions for cradle and no cradle synchronization. Lists all delivery records in database, with a number of sorting functions. Drop-down menu to select the type of property being checked in. Drop-down menu to select the type of property being checked out. Lists all property records in the database, with a number of sorting functions. Four search criteria tabs (Visitors, Directory, Delivery, Property) with an Advanced Search capability for each tab. Reports Menu Report Manager Current Visitors Today s Visitors Visitor Log Groups and Events Pre-Registered Visits Directory Records Provides a screen listing all available reports within PassagePoint. Provides a screen with all current/active Visitors. Provides a screen with all Visitors for today s date. Prompts the user to select an applicable date range, category and location. Lists all Groups and Events by Group ID, Group/Event Name and Reoccurrence. Prompts the user to select an applicable date range, category and location. Lists all active employee directory records in PassagePoint. A detailed explanation of each Report option is discussed in Chapter Seven Window Menu Lookout or Watch List Garage or Gate Entry Provides access to the company lookout or watch list where current or new data can be entered. Provides access to the Garage/Gate Entry screen if this feature is used by the company. 7

8 Configuring Workstation Preferences Changing the default badge printer To make changes to the default badge printer, go to File menu > Station Preferences. In some instances PassagePoint customers use more than one (1) badge printer at the reception station. Click the Badge Printer(s) tab. Select the Edit Primary Settings button. The Print Setup screen will appear. This screen allows you to choose the Primary printer, the size of badge stock and orientation of the stock Portrait or Landscape If you are using a second printer at the reception station and need to make changes, Select the Edit Primary Settings button. The Print Setup screen will appear. This screen allows you to choose the Secondary printer, the size of badge stock and orientation of the stock Portrait or Landscape Click the OK button to save changes. Please reference **** in the Administrator s Manual for further details about Configuring Work Station Preferences. 8

9 Chapter Three Visitor Management and Badging PassagePoint The key component to PassagePoint Version 4.5 is the ability to manage the flow of Visitors into and out of your organization. This activity is called Visitor Management and is described as the ability to: Enter and sign-in walk-up Visitors. Sign-out Visitors when they exit. Confirm Visitor input from a sign-in station. Look-up names and phone numbers in the Employee directory. Sign-in pre-registered Visitors and groups. The above actions are typically completed by receptionists or security personnel. Once PassagePoint is launched the PassagePoint Explorer screen will appear. The PassagePoint Explorer screen is your entry into the application. From this screen you can enter in information on new Visitors, view Pending or Active Visitors, and do a quick search. PassagePoint Explorer The Explorer screen shows the status of all Visitors on a given day. Under the heading of Today s Visitors are three categories Pending, Active, and Today. Pending Shows Visitors who are pre-registered but who are not signed-in. Active Shows Visitors who are signed-in. Today Shows Visitors who are signed-in or out that day. By selecting any one of the three categories under Today s Visitors, the user will see the name of the Visitor, their company, host, category, destination, group name if it applies, and the expected arrival time of the visitor. The screen below shows an example of what the user will see if the Pending button is selected. All pending Visitors will appear in the Pending Visitors section of the screen. If the user highlights a name from the Pending Visitor list a Preview Pane of the Visitor record appears in the lower half of the screen. 9

10 If the user selects and double clicks on the Pending Visitor s Name the Viewing Visit by screen will appear. This screen allows the user to view more detail, make changes, and sign-in the Pending Visitor. Once the Pending Visitor is signed in, the Visitor s name will appear under Active Visitors. Note: A pending visitor can be signed-in quickly by simply selecting a pending visitor record from the Explorer screen and clicking the Sign In button located at the top of the screen. To print a badge for the visitor, check the Print Badge on Sign-in located in the upper right hand corner of the Explorer screen. Entering a New Visitor Once the user clicks on the New button on the PassagePoint Explorer Screen the New Visit screen will appear. The user can enter information about the Visitor into the system from this screen. Once the information is entered into the screen, there are two options available: Sign the Visitor in or add another Visitor. Should the user select the Add Another button, the information on the screen will be saved and the visitor name will be cleared from the text boxes in preparation for another Visitor assigned to the same host. Note: The Representing and Purpose fields will not be cleared if the information was entered in the first visit record. Should the user select the Sign-In button, the Visitor will be recorded as entering into the premise at that date and time. Print button If you select a visit record from either the Pending or Active list, and choose the Print button at the top of the Explorer screen, a badge for that visit record will be printed. This feature can be useful if the user wants to have the visitor badge pre-printed before the visitor arrives. Sign In and Sign Out buttons Delete button If the user needs to delete a visit record from the Explorer screen, select the visit record and choose the Delete button at the top of the Explorer screen. A dialogue box will appear asking the user to approve or reject the deletion request. PassagePoint v4.5 has a new security feature called the SecureView window which is located on the lower half of the Explorer window. It provides a quick graphic status of overall building security and lets you: Quickly identify undesirable visitors through photos or other alerts on a temporary or permanent basis Send an Emergency Alert message to Security or Management Print as well as an Evacuation Report to Security or Management New Feature in v4.5 Quick Search PassagePoint has added a Quick Search feature in v4.5 for quickly signing out visitors. To sign out a visitor quickly, enter a letter or several letters of the visitor s last name in the Quick Search field and a list of all visitors fitting the search criteria will be returned. For companies assigning Access Cards to visitors by typing in a valid Access Card Number in the Quick Search field, the visitor will be automatically signed out. Description of Fields in the New Visit screen Visitor Information: Category First and Last Name Representing Purpose Allows you to select the Visitor category from the drop down menu Text boxes to enter in the Visitor s first and last name Text box for entering the Visitor s organization Text box for entering the purpose of the visit 10

11 Visitor Information, continued: Citizenship If values exist in the drop down menu, you can select the nationality of the Visitor (only if company requires it). If you press the Details button, another screen appears, and based on the values in the drop down menu, you can select the citizenship/nationality of the Visitor. In the Documentation Type and ID # entry box, you can enter in specific details regarding the Visitor s documentation information (example: passport number, permanent residence #, etc.). Time in/out Shows time in and time out of the visit Sponsor/Host Information The user s company has the ability to import the employee database into the PassagePoint system. Clicking on the Sponsor/Host Information Lookup Button accesses this area. After clicking on this button the user is taken to the employee query lookup screen. The screen defaults to Last Name. As the user types in the text box, employees with similar last names will be listed in the grid below 11

12 As an example, if you wanted to search for Larry Jackson you can do this by entering in the Last Name as Jackson, you ll get the following response: However, the user can search for Larry Jackson by: First Name Enter in Larry Full Name Enter in Larry Jackson Once the user highlights Larry Jackson, simply press the OK button to accept the entry and return back to the PassagePoint Explorer screen. After returning to the PassagePoint Explorer screen, the user will see a number of fields updated automatically by PassagePoint. The Information text box is now updated, as is the Primary Contact information. Also, the Authorized By text box has the name of Larry Jackson as the employee authorizing the visit. If you had configured PassagePoint to send an to the employee when their Visitor arrived, the Send check box would be available for selection. Two other command buttons, the Details and the Notes buttons would also be available for selection. Access Control and Destination The Access Control and Destination portion of the screen provides an area to grant or restrict access for the Visitor to a specific building and floor. The Visitor can be further restricted by ensuring an Escort is required. If the Visitor is granted an Access Control card, you can record the card number in the text field. The Custom Fields 1 and 2 are available to further define the access control parameters. Some examples of what the Custom Fields can represent include Type of Access Card, Access to Restricted Areas or even the Access Card privileges. 12

13 Print Badge If selected, the Print Badge check box automatically prints a Visitor s Badge to the default printer set up for the Visitor Station. Other The Other section relates to additional information the company may want to capture for each Visitor. There are five additional Custom Fields that can be used to capture information specific to your organization s needs. If the company is using a Driver License Scanner or a Business Card Scanner, this is the area where the Administrator will map the fields to accept data taken from a Driver s License or a business card scan. Each Custom Field is just that the field can be adapted to suit the very specific needs of your organization. Note: The Other section is usually configured by the PassagePoint Administrator 13

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15 Chapter Four - Using the Visitor Sign In Station PassagePoint It is not expected that the reception desk personnel will operate the Visitor Sign-In Station, but a basic working knowledge is needed in the event a self-registering Visitor has a question about the process. Visitor Sign In Station The interface on Visitor stations is very different from the standard user interface. The menu bar should disappear and the sign-in screen should take up the entire screen (if the resolution is set to the recommended 640 x 480). This is designed to operate like a kiosk that only allows limited functions for signing in and signing out visitors. Please refer to the Administrator s Manual for special sign-in station considerations. The Visitor starts by clicking on the Sign In button. Once in the System the user will type in their first and last name, the name of their organization, and their host s name in the appropriate text box. Once completed, the user can click on the Sign-in button. Depending on how the Administrator sets up the Sign-in station will determine if the Visitor badge is printed at the Sign-in station or at the Reception desk. After clicking on the Sign-in button the user will get a confirmation message on the screen. 15

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17 At the end of the business day the self Sign In station can be shut down by exiting the system. PassagePoint Exiting the Visitor Sign-In window 1. From the Visitor Sign-In Station, click on the Exit button in the bottom right corner. 2. A screen will ask if you want to Quit or Cancel. 3. Click Quit. 4. The password screen will appear. Enter a valid password. 17

18 Chapter Five Property Management Managing Property Property control is a major concern for all companies and corporations. The property feature of PassagePoint allows you to record the movement of property (company owned or personal property) entering and exiting the building. The property is checked-in (i.e. a Visitor brings in a laptop) or checked-out (i.e. an employee checks out a laptop). There are 3 options to choose from when dealing with property. You can: 1. Check-in property being brought into the company. 2. Check-out property exiting the company. 3. View a list of all property that is being tracked. Personal Property Check-In To check personal property in: Select Check-In Property under the Action menu. Select Personal Property and fill in the fields. Select the Owner Type by selecting one of the items in the dropdown menu. Enter the owner s name in the Owner s Name field. *Required field Enter the Property ID/Serial # if needed. 18

19 (Personal Property Check-In continued ) Enter information in the Property Description field (i.e. laptops, tools, etc.) *Required field Click on Check-In to complete the transaction. Personal Property Check-Out To check-out personal property: Select Check-Out Property under the Action menu. Select Personal Property. Locate the Property Record by searching on any one of the dropdown menu items. Select the Property you wish to check out from the listing. Click on Check-Out to complete the transaction. Click on Cancel or close box to close window. Company Property Check-In Use this feature to check in company property (i.e. equipment or other assets) that has been previously checkedout by an employee. Checking-In company property is similar to Checking-Out personal property. Both require that you locate the property record before completing the transaction. This allows the program to close the property pass. Company Property Check-Out This feature is used to record company property (i.e. equipment and other assets) that is being removed from the building. To Check-Out company property: Select Check-Out Property under the Action menu. Select Company Property. Enter the name of the employee who is assigned the property in the Property Removed By field* (*Required Field). Note: Only authorized employees can check-out company property. If the employee is unauthorized a warning message will appear on the screen and the transaction will not be completed. Enter Property Description field* (i.e. laptop computer) Fill in any of the remaining fields as required. We recommend that you fill in the Due Date when the property is to be returned. Note: An automated notice can be sent if the property is not returned by the due date. Click on Print Label if you want a property pass label printed with the property information (optional). 19

20 Click on Check-Out to complete the transaction. Click on Cancel or the close box to close window. Note: To change an employee s authorization status allowing them to check-out company property, refer to your onsite administrator. View Property Records This list shows the status of Personal and/or Company property. Users can either print out this list or create a custom report by selecting the Custom Report button on the All Property screen. Using the Property Reports Note: Availability of this function is dependent on the Administrator. For information on running custom reports, please refer to chapter seven Queries and Reports. 20

21 Chapter Six Delivery/Package Management Overview of Delivery Management Tracking all deliveries entering and exiting the building is an important feature of PassagePoint. This feature can track deliveries manually or with an optional add-on device. Also, use this feature to record outgoing packages, letters, or parcels left at the lobby desk by an employee. Below is a step-by-step process to track deliveries. Here is the process: Step #1 A package is received at the front desk Step #2 The package is entered into the system by selecting the Action menu, scrolling down and choosing Drop-Off Delivery. Step #2 (Continued) Record the delivery by doing the following: 1. The Red Asterisk s (*) indicate required fields 2. The tracking ID/Ref # is for reference 3. The Delivery Description gives the user information on what was received. 4. The courier list describes who or what company delivered the item. 5. The checkbox at the bottom left corner allows a label to be printed that can be attached to the item that was delivered. Step #3 (Optional) The device (to the right) is an Infra Red Bar Code Reader from Symbol Technologies, which works under the Palm Operating System. The Symbol Reader is synchronized at the package receiving area via the Palm Hot Sync Cradle Step #4 (Optional) Once a package is delivered to the correct person, the delivery person scans the Bar Code label and the receiving person signs for the package on the Symbol Reader. This gives the user a record of who signed for the package and when. Package Pickups Note: Symbol Reader is not required for successfully tracking deliveries, whether they are dropped-off or pickedup. Packages can be signed-in and out from the user s workstation. 21

22 Step #1 The package is signed-out of the system when it is delivered to or picked-up by the recipient. Go to the Action menu. Scroll down the menu and choose Pick-Up Delivery. Step #2 Once the Pick-Up Delivery screen is open Click on the Show All button for a list of all pending packages. Select the record of the package being picked-up by the employee and click on the Pick-Up button. This closes the transaction. Close the screen with the Cancel button or close box to close the window. 22

23 Chapter Seven Queries and Reports Searching For Records PassagePoint allows you to query records using the Reports menu. Queries are simply questions the user might ask of the application. The answer to any query is returned in the form of a report. Examples of Query questions are: How many people were issued Visitor passes today? How many times in the last six months did John Smith visit the company? How many Visitors per hour were there last week? To execute a query from PassagePoint: From the Directory click on the Reports Directory. The Report Manager Sub-directory has a variety of reports that users can draw from Scroll down the Report Manager sub-menu to find the Report that you are looking for In this example, the Report directory was clicked on then the Report Manager sub-directory was selected, and from that directory the Pending Visitor log was selected. Choose a date range and click ok. Please Note: The date range To: position cannot be greater than today s date. For instance, if today s date is February 12, 2005 and the user tries to run a report using the dates February 1, 2005 to February 28, 2005 the user will receive an error message (see right screen).if this occurs click the OK button and select the correct date range. 23

24 The results are displayed here and can be printed as seen. Just click on the Print button. Custom Reports PassagePoint provides a custom report generator that allows users to produce an almost unlimited number of reports. This is a two-step process and is simple and easy to use. Step #1 To access the custom report screen: Select Reports on the directory menu. Select the Report Manager on the pull-down menu. Select the desired report (choose a standard report that includes the desired data) and click on ok. Select the Custom Report button at the bottom of the screen. The Quick Report Editor screen will appear. Step #2 To create the print format Select and drag the fields for the report into the Header Detail box at the bottom of the screen or double click on the field and it will appear in the Header Detail. To Sort the selected fields in order of preference, click and drag the fields into the Sort Order box to the right. To delete a field from either the Sort Order or Header Detail boxes, click on the field and press delete on the keyboard. To print the report go to the File menu and choose Print. To save the report go to the File menu and choose Save. Choose where the file is going to be saved in the Save in: window. Name the file to be saved in the File Name: window. Save the type of file to be saved by selecting from the Save as Type: window 24

25 Chapter Eight PassagePoint Intranet Module Improving Company Productivity One of the unique features of PassagePoint is the Pre-registration module which allows employees to pre-register Visitors using the Intranet/Internet Module. The Intranet/Internet module reduces the time it takes to sign-in a Visitor. The lobby receptionist will find all pre-registered Visitors in the Pending Visitor screen. By simply selecting the record and clicking on the Sign-In button, a badge will print and the Visitor will be moved to the Active screen. Step #1 The desktop user locates the PassagePoint Intranet Hyperlink and clicks on it. This will take the user to the User Login screen. The user will enter their Login Name and Password and selects the Login Button. Step #2 The desktop user selects from the menu bar in the Welcome Screen. From this screen they can either pre-register a single person or a group of Visitors. Choose List Visitors from the side menu to view pending visitors, or to edit or delete visitor information. Step #3 The user pre-registers a Visitor by filling in the first and last name of the Visitor and the host in the required fields. Once completed, the user clicks the Continue button. Step #4 To set the date of the visit, the user selects the date, time, and location of the visit then clicks the Continue button. Note: The Recurrence button allows the user to preregister a visitor for an extented period of time. Step #5 The next screen allows the user to give special instructions to the reception desk on how to handle the Visitor (i.e. VIP Visitor - roll out the red carpet). Once the special instructions have been entered the user clicks on the Finish Registration Button. 25

26 Step #6 The user has the opportunity to print out a record of the transaction after completing registration. Also, the user can choose List Visitors to see all Visitors entered by that user. 26

27 Local Support If you are having product issues with PassagePoint or the related hardware, please contact your onsite system administrator. Your onsite administrator has the Administrator s Manual to troubleshoot the system. Online Information STOPware provides a variety of information online at There you will find product information, technical resources and the latest STOPware news. STOPware welcomes any questions and comments. Please us at info@stopware.com. Technical Support If your company has a Software Support Plan (SSP) your onsite system administrator can call STOPware s technical support line for assistance. Technical Support Engineers are available from 6:00 AM 5:00 PM PST, Monday through Friday. STOPware, inc Zanker Road, Suite 202 San Jose, CA (Phone) (Fax) support@stopware.com 27