Set Up Menu
This is a menu of all the possible data fields you would like to collect for each visitor. Simply tap on the words to select – a check mark will appear. Each field can be set as a MANDATORY or OPTIONAL requirement upon signing in.
First Name: Visitor’s first name
Last Name: Visitor’s surname or last name
Company: Visitor’s company or organization
Address: Visitor’s company street address
City: Visitor’s company city
state: Visitor’s company state or province
Zip code: Visitor’s company zip or postal code
Phone: Visitor’s company phone number
Email: Visitor’s business email
Here to See: Enter the name of the hosting person. A pop up list of matching persons names will appear based on the first few letters entered, if this name has previously been entered.
This field can also be pre-populated with names and corresponding emails – when populated, the visitor will type in the first letter and corresponding matching names will display in a pop up window. If an email is present this email will be sent a “Arrival Notification email” alerting the person that a visitor has arrived. A duplicate email will also be sent to the default email (located on the DESIGN MENU under badges).
Go to Admin Screen,
Tap on DESIGN, under BADGE, enter the chief adminstrator's /receptionist's email address....This email address will be CC'd on every visitor's Arrival Notification Email...(so that if the host is away -- not at the desk, the visitor isn't kept waiting in the lobby...reception will be aware)
Then, Tap on SET UP, go to HERE TO SEE, tap on SETUP EMAIL NOTIFICATIONS, Tap on ADD NEW EMAIL, a pop up box will appear, prompting you for a person's name and corresponding email.
The names entered here, will be display ONLY when a visitor enters the first letter of a corresponding HERE TO SEE name, the matching name will display...and the visitor can then just confirm it by tapping on the name.
ALSO, if the name of the person a visitor is here to see, does not appear on the matching list, then SIGN IN will remember that name, and find it the next time. Therefore, all you really need to do, from time to time, is go to this list (instructions above) and only enter the email addresses. This can save a bit of trouble...and really pinpoints only those hosts that actually get visitors!!
Signature Capture: this feature displays a pop up window prompting the visitor to sign the screen using their finger. The signature is captured as an image and displays with each visitor record.
Photo Capture: when activated this feature uses the iPad’s built in forward camera to capture a photo of the visitor. Photos are displayed on each visitor record. In addition they are displayed on badges (if badge feature is activated). Photo’s are also displayed in each Arrival Notification email.
What does this do? Select this feature when visitors require a Security or Guided Escort to accompany them within your building.
How does it work? When this feature has been selected from the “Set Up” menu, a security escort or guide will need to accompany this visitor to the meeting location within your building.
1.) VISTOR SIGN IN: Visitor enters their information when prompted by tapping on the “Sign In” button.
2.) VISITOR PICK UP: A security escort or guide then arrives, and taps “Sign Out”. Enter the visitor’s name to locate the data record, then, when prompted, enter the “Guide/Escort” name as credentials to accompany this visitor. The software will record the pick up time.
3.) VISITOR DROP OFF: When the security escort or guide returns this visitor to the lobby or reception area, tap on the “Sign Out” button, and enter the visitor’s name to locate the visitor’s data record. The visitor’s record will be time stamped with a “drop off” & “Sign Out” time. The visitor is now successfully Signed Out.
Badge Returned: If your company issues each visitor with plastic or pre-printed badges, select this field for a prompt to be displayed upon sign out. The prompt will remind each visitor to return their badge.
Badge Number: If you have pre-printed, or existing badges that are pre-numbered, combine this field with the above “Badge Returned”, so that visitors enter their badge numbers, then prompted to return their badge upon Sign Out.
Vehicle Make/Model: Visitor’s car make and model
Vehicle Color: Visitor’s car color
Vehicle License Plate: Visitor’s license plate
Comments: This field permits visitors to leave comments up to 140 characters.
Custom (x5) – modify the Field label text, to create your own custom named field.
Visitor Agreement: Show Agreement Upon Sign In – displays the visitor agreement when the visitor completes the Sign In screen.
Visitor Agreement: Show Agreement Upon Sign Out – displays the visitor agreement when the visitor completes the sign out screen.
Visitor Agreement Text: copy and paste any text you want presented to each visitor. The text placed in this window, will display in a pop up window for each visitor. The visitor will have to tap on I ACCEPT in order to be able to complete the sign in.