Using the Web Administration Portal to Manage Visitors


If an iPad is not available or ideal for your location, you can use the web administration portal on a computer with a built-in or attached webcam to manage visitors, volunteers, and students for visitor management. You can also use a handheld 2D barcode scanner to scan government-issued IDs. For more information on compatible 2D barcode scanners, see the Web-Based Kiosk articles.


Note: Your Visitor Aware settings configuration affect the sections, dropdown menus, etc. that appear in the check-in kiosk.




Steps

  1. From the web administration portal, click the Check-In Kiosk button from the top-right of the screen.
    Note: Alternatively, you can click the Activities dropdown menu, and select Check In Kiosk.

  2. In the Select Kiosk Type dialog box, you have two options:
  • Click the Staff Assisted button to manually check-in the visitor
  • Click the Secure Kiosk Mode button to allow the visitor to self-manage the check-in

For Staff Assisted Check in

  1. In the Visitor Photo window, ask the visitor to look toward the camera. Then click the Take Photo button.
  2. In the Destination dropdown menu, select the destination for the visitor. 
  3. If enabled, in the Search Staff to Notify section, start typing the visitor’s name and select the correct name.
  1. In the First Name and Last Name sections, type the First and Last name of the visitor.
  2. In the Address section, begin typing the visitor’s Address, and then select it. 
  3. In the Date of Birth section, type the visitor’s date of birth.
  4. In the Sex dropdown menu, select the visitor’s Sex. 
  5. In the Additional Information section, please type the information requested by the field’s title (optional).
    Note: Your settings determine if this section will appear and what the field will be titled.
  6. In the Visitor Type dropdown menu, select the visitor type (optional.)
    Note: Your settings determine if this section will appear.
  1. In the Mobile Phone Number section, type the visitor's phone number (optional). 
  2. To mark the visitor validated and not require them to present identification for subsequent visits, click the Mark Visitor as Validated checkbox. By clicking this checkbox, staff acknowledges that the information provided matches the ID provided by the visitor. This will enable the visitor to use facial recognition for return visitor check-in.

            Note: Your settings determine if this checkbox will appear.

  1. To check-in the visitor without printing a badge, click the Skip Badge Printing checkbox.

Note: Otherwise, a badge will print for the visitor (if enabled). 

  1. In the Printer dropdown menu, click the Print Helper Application ID that corresponds to the printer you want to use for badge printing (optional). 

Note: Use this dropdown only if there is more than one badge printer at the site.

  1. Click the Check In button. 


For Secure Kiosk Mode (Visitor Self Service)  

  1. In the Visitor Photo window, ensure the visitor looks toward the camera, and then clicks the Take Photo button.
  2. From the Destination dropdown menu, the visitor will select their destination. 
  3. If enabled, in the Search Staff to Notify settings, the visitor can start to type the name of the person to notify, and click the correct name.

Note: Your settings determine if the following settings will appear in steps 4-7:

  • First and Last name
  • Address
  • Date of Birth
  • Sex
  1. In the First Name and Last Name section, the visitor will type their First and Last name. 
  2. In the Address section , the visitor can begin typing their address, and then select it. 
  3. In the Date of Birth section, the visitor will type their date of birth.
  4. In the Sex dropdown menu, the visitor will select their sex.
    Note: Sex must match what is listed on the visitor’s government-issued ID.

  5. In the Additional Information section, the visitor will type the information requested by the field’s name (optional).

Note: Your settings determine if this section will appear and the name of the field.

  1. In the Visitor Type dropdown menu, the visitor may select their visitor type (optional.)

Note: Your settings determine if this section will appear.

  1. In the Mobile Phone Number section, the visitor may type their phone number (optional.) 
  2. Click the Check In button. 


Note: If facial recognition is enabled, and the person is not recognized, enter the information from their identification card. Otherwise, enter the visitor's information.

Visitor Check Out

Staff members will check out the visitor in some cases, and the visitor manages their own check-out in others.

Note: For customers who do not use Facial Recognition: Volunteers will need their visitor-specific QR code or the QR code printed on the badge to self-sign out; otherwise staff  will need to assist them with the check-out process.


For Staff Assisted Check Out

  1. Scroll down to the Current Visitors section to locate checked-in visitors. Find the name of the person to check out.
  2. Next to the badge icon, click the Check Out arrow.


Staff Assisted or Secure Kiosk Mode

  1. In the actions bar in the top navigation bar, click the Check Out button to switch the kiosk to check out mode.
  2. In the Visitor Photo window, ask the visitor look toward the camera, and then click the Take Photo button.
    Note: If the visitor wants to check out with their QR Code ID instead, click the QR Check-Out button.

  3. Click the Check Out button.

Dashboard - Overview

  1. Click the the Current Visits tab to see the visitors checked-in and find name of the person to check out.
  2. Click the Check Out arrow next to the badge icon.

Visits - All Visits

  1. Click the Current Visits tab to view the checked in visitors. Find the name of person to check out.
  2. Click the Check Out arrow next to the badge icon.

Additional Considerations

If the visitor’s badge doesn’t automatically print after you click Check In, you can manually print the badge. 

  1. Check In Kiosk Mode (Staff Assisted): Go to the Current Visitors section of the screen and find the visitor for which you would like to print the badge. In the right-hand column for the visitor, click the Print Badge icon.
  2. Dashboard - Overview: Go to the Current Visits tab to view checked in visitors. Find the name of the person to print their badge. Click the Print Badge icon next to the check out arrow.
  3. Visits - All Visits: Go to the Current Visits tab to view the checked in visitors.  Find the name of the person to print their badge. Click the Print Badge icon next to the check out arrow.
  4. Visits - All Active Visitors: Click the Print Badge icon.


For more information about web browser badge print size adjustment if badges do not print correctly, see Web-browser Badge Size Setup.