LobbyGuard Software - Version 5
This is a quick reference guide on the main operation and configuration of the LobbyGuard Software for Version 5. This will include a walk through of the sign-in process, the sign-out process, and how to configure the Administrative Utility to change how visitors sign in.
SIGNING IN - How the sign in process works
The Workflow of your LobbyGuard unit dictates what steps your visitors have to take in order to accomplish their sign-ins. When a user confronts the LobbyGuard unit, they are greeted by the main screen that can be configured to use 3 default looks. The Home Screen can use a black, blue, or white background, the white background is shown in the first screen shot:
Once the visitor pressses sign-in, the workflow begin to take effect. The first option they see will be to choose a Visitor Type. Visitor Types are created through the Administrative Utility located at LobbyGuard.net and will be the first thing you see when you click the Administration Tab. Here is what the Visitor Type prompt will show your visitors:
As stated previously, these Visitor Types are set up in the Administrative Utility and each one has the ability to have separate configurations that affect how the visitor will sign. Version 5 has implemented new features such as the ability to take signatures and track assets brought into the facility. The next few screen shots will depict a workflow with all of the options enabled during sign-in.
The first screen the visitor would encounter is the Terms and Conditions screen which allows for a signature to be required on top of agreeing to them which is shown here:
The next step in a full fledged workflow would be to take a photo, the one below shows a black screen because the screen shots were taking through our remote session software.
After taking a photo, the visitor will then be prompted to scan their Drivers License. Scanning the Drivers license allows the software to take the name and date of birth off the license instead of having the visitor manually enter their information. The Drivers License can be scanned using the 2D barcode located on the license with the 'Crosshair' Barcode scanner or it can be scanned with the ScanShell image scanner where you feed the license through the device. The next image depics the license screen while showing a video of how to insert the license into a Sentry unit that is using the ScanShell image scanner. A video is available for both the Scouts and Sentrys using either device.
If you Allow for the option to bypass a license scan the visitor will be prompted by the two following screens that allow them to enter their Name and Date of Birth
Once their Name and Date of Birth have been entered they will move to the next screen the same they would have if a license was scanned. The next screen that will appear is the entry for the visitors Company Name
After entering their company workflow the visitor can have the option to select from a directory listing the person in which they are there to visit. The directory feature allows you to upload users manually, with an Excel file, or through a persistent connection to an LDAP server. It allows for a notification to be sent to the person selected through an E-mail or SMS message.
The second to last available option in the workflow is to track the assets that a visitor brings into the facility. This will have the user enter anything that they are bringing in - such as a bookbag, cellphone or laptop.
The last step that can be executed in a workflow is a signature which can be another verification method of who they are as the signatures can be matched to their drivers license or whatever documents that may be on file for visitors.
Once the process has been completed the unit will inform the visitor that the sign in is being processed and that the sign in has been completed.
The visitor will be signed in through the system and show on the Administrative Utility on the signed in tab!
SIGNING OUT - Using barcodes and manual name entry to end your visit.
The sign out process allows you end your visit at the facility. Signing out can be done either with a barcode via badge/keytag or through manual entry of your name. Badges can be scanned at the main screen to sign out, the manual entry of a name must be done using the sign out option which also allows you to scan a badge.
When you press the option to sign out, you will prompted with an option of whether or not you have a badge or keytag in order to scan so you may sign out.
When you click on Yes it will go to the next screen and prompt you to scan your barcode on the badge or the keytag
If you choose no, then you will prompted to manually enter your name to sign out
After finishing scanning your barcode to sign out or entering your name, a message will appear to indicate that you've been successfully signed out and the time will be stated. You have now successfully signed out!
If some one has already been signed out when they try to scan their badge then a message will appear that no matching visitor record has been found
WORKFLOW CONFIGURATION - How to configure the pages listed during the SIGN IN section
This section will outline how to configure all the options that were visited during the SIGNING IN section. The Administrative Utility's provides one-stop-shop to configuring all of your workflow needs. In version 5 we use the web address LobbyGuard.net in order to access the home page of the Administrative Utility. This page will ask you for your Domain, Username and Password.
When you navigate to LobbyGuard.net in your web browser the first page that shows will look like this
The field in the screen shot above will be provided after the registration of the first unit has been completed. During that registration an e-mail and password will be prompted to be entered and the domain name will be supplied.
Once you sign into the AU, you will want to click on the Administration tab so that you view the workflows and begin editing them to your liking.
The first tab that opens for Administration is the workflow tab. This is the tab that you'll want to be on to make all the changes. There are 4 default Visitor Types, Visitor, Employee, Volunteer and Contractor. You can add as many Visitor Types as you like and the default types can also be deleted. Visitor Types will always appear on the left hand side of the screen and to add a new type all that needs to be done is have the white box located under 'Visitor Types' filled in with the name of the visitor type and click add new. The AU will save it automatically and you'll be able to view the Visitor Type you just added immediately.
The first configuration option that appears is the Terms and Conditions. An empty box appears that allows you to customize the information that is required for a visitor to comply upon entering the facility. The Terms and Conditions page also allows for the option of a signature to further verify their acknowledgment of the Terms and Conditions.
Next you will see a a lot of check boxes indicating the rest of the work flow options which were all covered during the SIGNING IN portion.
Here we will cover each option in the workflow
- This option is what allows the option for the visitor to have their photo taken during sign in
- This option allows for the software to prompt the visitor to enter the name of the company they represent
- This option allows a drivers license to be scanned either through the Scan Shell Image Scanner or with a "Cross Hair" barcode scanner using the 2D barcode on the back of the license. The radial buttons under the check box give you the choice of whether or not you want the visitor to HAVE to scan a license to continue or be able to manually enter their name.
- This options gives the prompt to enter the what assets they are bringing into the facility
- This options allows for a final signature to be kept on file
- This option decides whether or not the visitor type will perform a background check
- This option gives the visitor a selection of the reason of their visit
- This option has the visitor choose whom they are visiting at the facility
- This option allows the printer to print off a visitor badge that they can wear during their duration at the facility. This is also used to sign them out. The Flex Badge option allows a badge to be used to sign in and out of repeatedly for 24 hours. The spool option is only viable if you are using a Twin Turbo printer in which this allows you to give visitors different colored badges depending on their visitor type.
- The final option allows you set a specific time in which visitors aren't allowed to sign in till.
After reviewing this guide you should now know all the available steps that you can provide to your visitors during the sign in process, how to configure them and their purpose, as well as how to successfully sign out once the duration of the visit has come to an end. If you have any further questions on how to configure the workflow and how the sign in/out process works give LobbyGuard support a call at (866) 905-6229, E-mail us at Support@LobbyGuard.com, or submit an online support ticket here http://lobbyguard.com/support/