Helpdesk Paper: About Frequent Visitor Management. WhosOnLocation.com. WhosOnLocation Limited, All Rights Reserved

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1 About Frequent Visitor Management About Frequent Visitor Management Helpdesk Paper: About Frequent Visitor Management WhosOnLocation.com WhosOnLocation Limited, All Rights Reserved

2 A b o u t F r e q u e n t V i s i t o r M a n a g e m e n t P a g e 2 Contents What is a Frequent Visitor?... 3 Pre-register Visitors... 3 Setup Frequent Visitors... 3 Issue Frequent Visitors with an Express Sign in Card... 4 Adding Cardholders (or frequent visitors) to this new Entity Visitor Card Scan In Setting up ID Card Scan in Preferences Simple Express Scan In Simple Express Scan Out Full Questionnaire P a g e

3 A b o u t F r e q u e n t V i s i t o r M a n a g e m e n t P a g e 3 What is a Frequent Visitor? Regular Visitor, Frequent Visitor, Recurring Visitor, Repeat Visitor, Favourite Visitor, VIP, Pre-approved Visitor call them what you like people who have a high level of attendance at your location often need to be treated differently to that of standard, one-off, or infrequent attendance visitors. In most cases our users tell us that they wished they could identify or tag high worth customers, members of the board, regular suppliers, so that when they arrived on site they could be processed quicker. Here at WhosOnLocation we have some great developments in our roadmap for managing regular visitors and the major summer release in February 2014 will really set a new benchmark in regular visitor management and innovation in this specific area. Right now what can you do to make the visitor experience a positive one for these people. Pre-register Visitors Pre-registering Visitors is extremely easy. Employees can: 1. Pre-register visitors to visit themselves 2. Pre-register visitors to visit a colleague 3. Pre-register Groups of visitors. 4. Setup Frequent Visitor Profiles to speed up the pre-registration of Visitors In addition.. 1. Reception Managers can pre-register visitors on behalf of employees To learn more about Visitor Pre-registration go to the Helpdesk and enter Pre-register a Visitor into the Search tool. Setup Frequent Visitors One of the most common traits amongst organisations worldwide is the recurring or frequent visitor. Each time you pre-register a visitor you are required to complete their name, where they are from, whom they are visiting, and possibly a range of other visitor information like Mobile/Cell number, Vehicle Registration etc Your WhosOnLocation account supports the ability for employees to setup their own frequent visitor profiles. To learn more about Setting up Frequent Visitor Profiles go to the Helpdesk and enter Setup Frequent Visitor Profiles into the Search tool. 3 P a g e

4 A b o u t F r e q u e n t V i s i t o r M a n a g e m e n t P a g e 4 Issue Frequent Visitors with an Express Sign in Card One of the common requests centres around the following question: Can we issue some of our regular visitors with an ID Card which they can use to scan themselves into our site? The simple answer is yes but as there is no current Frequent Visitor Card Scan in out Issuance feature we have to do a workaround using the Contractor Management function. 1. Have an Administrator grant you access rights to the Contractor Management Role. 2. Login and select Contractor Management 3. Next select Add New under Contractor Entity 4. Create a new Contractor Entity and call it something like: Frequent Visitors or Approved Visitors, or VIP s or whatever. Continued overleaf 4 P a g e

5 A b o u t F r e q u e n t V i s i t o r M a n a g e m e n t P a g e 5 5. Below is a sample of my Frequent Visitor Entity Note the only field you need to complete is the Legal Name Field. Leave all others blank. 6. Next select the Access Rights tab (top of form) 7. Select the Locations your Frequent Visitors are going to be able to use their Card to scan in. 8. Now click Save and Exit or select the Notes tab, enter some notes, then click Save and Exit. 5 P a g e

6 A b o u t F r e q u e n t V i s i t o r M a n a g e m e n t P a g e 6 Adding Cardholders (or frequent visitors) to this new Entity. 1. Next select Add New under Contractor Staff 2. Setup the first visitor profile that you wish to grant express scan in rights to. In my example I am going to add a person called Michael Johnston. 3. Select Next 6 P a g e

7 A b o u t F r e q u e n t V i s i t o r M a n a g e m e n t P a g e 7 4. Add contact information to the visitors profile 5. Select Next 6. Select from the dropdown list of Entities the Frequent Visitor entity name you created in the earlier step. In my example I am selecting Frequent Visitors. 7. Select the Add button to add this visitor to the Frequent Visitor Entity. 8. The name of the linked Entity will now appear here. 9. Select Next Continued overleaf. 7 P a g e

8 A b o u t F r e q u e n t V i s i t o r M a n a g e m e n t P a g e WhosOnLocation will now present a list of locations that were assigned access rights at the Frequent Visitor Entity level. In this case I am linking this visitor to the Entity called Frequent Visitors. Under the Frequent Visitors Entity profile we set up earlier the only location I granted access to was Head Office. So only Head Office is listed here at the person level. 11. Select the tick box beside Head Office to grant this specific Visitor access rights to use their Card at this location. 12. Select Next 13. Under the Health and Safety tab you can tag whether or not this visitor would require assistance to evacuate the location (s). If this visitor is onsite at the time of an evacuation their name will appear in the Evacuation report and there will be an indicator on the report highlighting the fact that this visitor requires assistance in the event of an evacuation. If part of your Card issuance program to Frequent Visitors includes having them go through a Visitor Induction (not using the Online Induction Add-on in your WhosOnLocation account) you can record the date they completed the Induction and the Date it expires and needs to be renewed. By recording a renewal or expiry date here they will be denied access to the location if this date passes. 14. Select Next 8 P a g e

9 A b o u t F r e q u e n t V i s i t o r M a n a g e m e n t P a g e You may or may not see the ID Card (from Add-on) tab (as this is an Add-on). The ID Card Add-on is used by customers who have an ID Card printer but no ID Card software to print and issue cards with. If you intend on printing ID Cards out of your WhosOnLocation account and this Add-on has been enabled by your Administrator then you can upload a photo of the visitor here. 16. If however you want to use an existing ID Card that is produced from outside of WhosOnLocation (Barcode or RFID) then simply click Next and go to 3 rd Party ID Card. 17. Under 3 rd Party ID Card place your mouse inside the Card Reference field here. 18. And scan their barcode or RFID number. a. Your PC you are using to setup these visitor profiles will need to have a barcode or RFID scanner installed in order to do this. 19. Select a Card Type (not mandatory) and 20. Select a Card Issue Date and Card Expiry Date (not mandatory) 21. Select Next 9 P a g e

10 A b o u t F r e q u e n t V i s i t o r M a n a g e m e n t P a g e If required enter the visitors vehicle registration number. 23. Select Next 24. If your visitor is permitted to host other visitors while onsite, select YES to visitor host. Normally (and in 99.9% of cases) the default of NO is retained. 25. Select Next 26. Approval Tab. Select Approved. A small note window will appear where you can enter a small note about why they are being approved. If required you can enter an Approval Valid Until date. 27. Select Next 10 P a g e

11 A b o u t F r e q u e n t V i s i t o r M a n a g e m e n t P a g e In the Notes tab enter any relavent notes about this person. 29. Select Next 30. Under the Logs tab just select Save and Exit 31. You will now see a full list of all non-employees (technically contractors). Michael will appear in the list. Select Back to Dashboard The process of creating a Frequent Visitor Profile is now complete. Issue the ID Card to the Frequent Visitor. Every time they come on site all they need to do is scan their card at the kiosk. Overleaf we look at Card Scanning. 11 P a g e

12 A b o u t F r e q u e n t V i s i t o r M a n a g e m e n t P a g e 12 Visitor Card Scan In Visitors issued with an ID Card can use the card to scan themselves into and out of your organisations locations. Each time they sign in you can either: 1. Require the visitor to answer a range of questions or; 2. Simply acknowledge their presence on site. (With no questions asked). Setting up ID Card Scan in Preferences 3. Login as an Administrator 4. Select Administration 5. Check that you have the correct location selected. If not select Change Location. 6. Next select General Options 7. You will be presented with the Visitor Management Settings > General Options settings form Continued overleaf. 12 P a g e

13 A b o u t F r e q u e n t V i s i t o r M a n a g e m e n t P a g e Depending on whether your Kiosk is Non-Touch or Touch select the respective mode here. 9. Select the Site Access tab 10. Scroll to the bottom of the screen and select either: a. Simple Express or b. Full Questionnaire 11. Select Save. 13 P a g e

14 A b o u t F r e q u e n t V i s i t o r M a n a g e m e n t P a g e 14 Simple Express Scan In Means that when the visitor scans their card at the kiosk the kiosk screen will simply acknowledge their presence onsite. There will be no questions to answer. Simple Express Scan Out 14 P a g e

15 A b o u t F r e q u e n t V i s i t o r M a n a g e m e n t P a g e 15 Full Questionnaire Means the visitor will be presented with their name on the screen after scanning their ID Card. To proceed with the sign in process the visitor must touch or select their name. Then they must answer the questions activated by the Administrator. Love Your WhosOnLocation! The team at support@whosonlocation.com 15 P a g e