Learn all about the evacuation function of Visitor Manager Central

With Visitor Manager Central’s evacuation function, you can instantly view who is still on site and needs to be evacuated during an emergency. That includes:

• Visitors
• Employees
• Contractors
• Anyone who has signed in

Signing in/out

It’s important that all people entering and exiting your site signs in on arrival and out on departure so that the evacuation function can work accurately. This will ensure you have an exact record of who is on site if you enable the emergency evacuation.

However, sometimes people might forget to sign out on their departure. Or, you may not have enabled the sign out feature in your Kiosk. This means that at times, people might actually have left but not signed out. But, in an emergency situation ALWAYS ASSUME SOMEONE IS ON SITE IF THEY ARE NOT SIGNED OUT.

Please check your Kiosk functions, dashboard settings and internal policies before considering the Evacuation function with Visitor Manager Central.

What to expect?

• See who is still on site across ALL locations
• See who is still on site at a single location
• Manually sign people out as you locate them
• See who was on site and who they were there to see
• See how long they have been on site for
• Print your sign in list
• View the list remotely on a mobile device
• View visitors and employees and anyone who is signed in

Instantly notify all persons on site of emergencies and send instructions on what to do

Upon enabling the emergency evacuation function, you will be able to:

• See who is on site
• Instantly notify all persons of an evacuation
• Send a custom message by EMAIL and SMS
• Include an attachment (emergency diagram/guide)

To activate an emergency evacuation in a single location:

1. Login to the Visitor Manager Central web dashboard with appropriate user role
2. Click red evacuation icon on the top right of your screen
3. Click on the name of the location you wish to evacuate
4. Click Activate Emergency
5. Complete message on screen and submit

To activate an emergency evacuation across multiple locations:

1. Login to the Visitor Manager Central web dashboard with appropriate user role
2. Click red evacuation icon on the top right of your screen
3. Click Activate All Locations
4. Complete message on screen and submit

All persons on site will now receive an SMS or Email if a phone number or email address has been provided to Visitor Manager Central upon sign in or entered into a Team Member profile.

IT IS IMPORTANT TO COLLECT THE PHONE NUMBER AND EMAIL ADDRESS OF ALL PEOPLE ON SITE SO THAT THE MESSAGING FUNCTION CAN WORK, AND EMERGENCY EVACUATIONS CAN RUN SMOOTHLY. 

Learn how to print an evacuation list

You can print the emergency evacuation list to any printer connected to your computer or network.

1. Login to the Visitor Manager Central web dashboard with an appropriate user role
2. Click red evacuation icon on the top right of your screen
3. Click on the name of the location you wish to print the evacuation list for
4. Click Print 

This will open your web browser’s print options where you can choose your printer settings and print your evacuation list.

IMPORTANT: This feature should not be used in the case of a life-threatening situation. Please view your safety procedures and follow directions. You can access your live on-site list of people with any mobile browser connected to the internet. Standard practice is to move away from the area of danger and use a Smartphone or Tablet to access Visitor Manager Central.

Get daily, weekly or monthly reports sent to your email

Visitor Manager Central can automatically generate and send sign-in reports to any email address. Reports can be sent as:

• Daily report
• Weekly report
• Fortnightly report
• Monthly report

You can set the specific time (hr) you wish for a report to be delivered.

You can send reports to one person or multiple people, either users or external email addresses. Reports are compiled and sent as a CSV file attachment.

Setting up Auto-Reporting

• On your home screen, click “Settings”
• Go to “Notifications”
• Go to the “Email Reports” tab
• Tick the box with the frequency you’d like your reports to be sent
• Enter one or multiple email addresses that will receive the reports
• Select the time you’d like your reports to be sent
• Click “Save Changes”

Common Issues

• Ensure you allow emails from @vmchub.com.au domains to be sent to your email
• Set up mail rules to filter the email correctly so report don’t go to your junk box or spam folder
• If reports are not received, check your email junk box or spam folders
• If you still are not receiving reports, check with you IT administrator

Learn how to access real-time and historical visitor reports and analytics on your Visitor Manager Central dashboard. View online or export reports.

Obtain sign-in reports for all types of arrivals and departures. Reports and Analytics are a good way of view in real-time current visitors or historical data.

1. Go to the Dashboard Home screen or Click on the Locations tab
2. Under the Location name, click on Reports Tab or the Reports Menu
3. Choose a report Type on the report menu

You will note that each reports page will provide functionality such as filtering date ranges, specific records and exporting the data on screen.

Learn how to anonymise all of your visitor data and individual identifying records for GDPR compliance

You can manage your visitors’ personal information and how long it’s stored on the Visitor Manager Central system straight from the dashboard.

Anonymisation removes all personal information but keeps the meta record in the system. For example, you can delete the visitor’s name, email, phone and other identifying marks but we keep the unique sign in identification and sign in/out time.

To anonymise visitor data, go to:

1. Home screen > SETTINGS > Data & Privacy
2. Go to the Anonymise Data tab
3. Follow prompts on the screen
4. Click Delete
5. Type your password and click Confirm Delete

Learn how to completely delete all records from Visitor Manager Central easily for GDPR compliance

Complete deletion of Visitor Manager Central data completely removes both the personal record (identifying marks) and all sign in/out activity (metadata) from Visitor Manager Central. Removal of this data is instant and cannot be undone.

To delete all visitor data, go to:

1. Home screen > SETTINGS > Data & Privacy
2. Go to the Delete Data tab
3. Click Delete All Now
4. Type your password and click Confirm Delete

Visitor Manager Central allows you to effectively manage your employee and visitor records in a compliant, secure and safe way.

Visitor Manager Central is fully GDPR compliant for EU and global customers. 

As part of our commitment to delivering the best Visitor Management System for your organisation, Visitor Manager Central has develop a set of features that allows you to access, anonymise and remove data anytime.

Visitor Manager Central will never export, manipulate or sell your data to a third party and we take your privacy and individuals very seriously.

Our data and privacy tools allow you to

• Comply with GDPR at an enterprise level
• Anonymise visitor and contacts information
• Delete all visitor and contact information
• Set removal and anonymisation rules
• Instantly delete all visitor and contact data

How to Manage Data & Privacy

To access this feature, you will need the required permissions set by your administrator or have an administrator account.

• On your dashboard home screen, go to SETTINGS
• Click Data & Privacy
• Here you can set your required data and privacy rules referent to GDPR, anonymisation and deletion

WARNING: DELETING/ANONYMISING DATA WITH THIS FEATURE CANNOT BE UNDONE

Learn how to enable notifications for SMS, email and Visitor Manager Central Pass push notifications

You can enable and disable Visitor Manager Central notifications at any time. To do this login as an administrator and go to SETTINGS > Notifications

In ‘General’ you can enable and disable specific settings for SMS, Email and Visitor Manager Central Pass push notifications.

In ‘Email Reports’ you can choose if you’d like activity reports to be sent, how often you like to receive them, when and who will receive them.

In ‘Outbox’, see all the notifications that have been sent.

Once this is done your Team Member will need to configure how they would like to receive notifications on their individual user accounts.

Problems & Solutions

There may be times when a notification does not arrive. This may happen when a notification is delayed due to carrier network congestion (SMS), mail box servers or firewalls (Email).

• Check to ensure you have enabled notifications in your settings
• Check to ensure your user has notifications enabled
• SMS will often arrive faster than email
• SMS numbers must include country code (so +61 for Australia)

If notifications are not being delivered and your settings are correct, contact Visitor Manager Central support.

Learn how to manage your pre-registration settings so you can register, induct and collect the right information from your guests

In this guide you’ll understand:

• What are pre-registrations?
• How do pre-registrations work?
• What visitors can do when they pre-register?
• Pre-registration settings
• How can I pre-register my visitors?

What are pre-registrations?

Pre-registering a visitor is when you enter them into the system before they arrive. For example, if you are already aware of their visit you might want to be better prepared to receive them and speed up their sign in process. With pre-registrations you can get your visitor to enter their personal details, read and sign inductions documents or other forms.

How do pre-registrations work?

There x steps to pre-registrations

• You enter your visitor into the system and an invitation will be automatically sent to their email
• Visitors follow the link in their invitation email to enter their details and receive their QR code
• Visitors scan their QR code upon arrival

What can visitors do when they pre-register?

• Accept a calendar invitation from you
• Provide their details online by registering via a secure link
• Agree to an induction message or contract online
• Register themselves as a guest yet to arrive

Pre-Registration Settings

You can edit the pre-registration email to contain different information and required different things from your visitors.

To do this follow the instructions:

1. Go to home screen > SETTINGS > Pre-registration
2. In Collect Additional Information, choose what data will be collected from your visitors
3. In Notifications, build the email or SMS template that your visitor will receive when pre-registered – add a customised message and other elements such as QR code, link to sign in now and meetings details
4. In Pre-register by email, choose who will receive a notification when a visitor is pre-registered
5. Save Changes

How can I pre-register my visitors?

1. On your home screen, go to LOCATIONS 
2. Pick the location you would like to invite your guest to visit
3. Go to Manage Visitors 
4. Click + New Visitor
5. Fill out your visitor’s information (don’t forget to give the event a title)
6. Click Add
7. Click Back
8. To see your pre-registered visitor on the list, click the columns icon
9. Make sure that Show Pre-registrations is ticked

Please Note: Changes to the Pre-Registration settings do not apply directly to the iPad terminals. If you wish to change the functions of the iPad terminal use the Terminal Designer tool to customise your guests sign in experience and the data, you capture.

Visitor QR codes can be set to expire after a period of time. This will stop visitors from being able to re-scan their badge and sign in.

When the QR code function is enabled, return visitors simply use their Visitor Badge to sign in instead of going through all the steps every time.

However, for higher security, some organisations may wish to setup a QR Code Expiry Period which will prevent badges from being used after a certain time has elapsed. This helps prevent badge misuse.

By default, QR codes printed on the visitor badge will not expire.

To setup an expiry period, please go to:

1. home screen > SETTINGS > Badge Template
2. Scroll down to Badge Expiry 
3. Choose an option from the drop-down menu
4. Click Save Changes

You can add unlimited iPad Kiosks under the same location and this guide will show you how.

In this guide you will learn about:

• Overview of Kiosks
• How to Add a New Kiosk

Overview of Kiosks

The Kiosk is the iPad interface that your visitors will interact with. To access your Kiosks:

1. Log into your Visitor Manager Central account
2. You will see all your Kiosks displayed on your home screen
3. Click on the Kiosk to see its details
4. Navigate the sidebar to check further details and make changes

How to Add a New Kiosk

To add a new Kiosk:

1. Go to your home screen
2. Click Create New Kiosk
3. Select a theme
4. Enter your Kiosk details
5. Customise your Kiosk’s design
6. Click Save to save it as a draft
7. Click the arrow icon to upload it to the iPad

Learn how to assign default contacts for notifications, deliveries and assistance requests.

Default contacts are usually your receptionist, security or mail room staff who will receive notifications upon visitor or delivery arrivals.

There are three types of Default Contacts you can assign to a Terminal

• Default Contact – who will be notified if a visitor does not select a Host during their sign in
• Delivery Contact – who will be notified if a Host is not selected during a delivery
• Assistance Contact – who will be notified if a visitor selects Request Assistance

Assign Default Contacts

To enable a default contact on a terminal simply follow these instructions:

1. Login to your web dashboard
2. Click on the Kiosk you would like to make changes to
3. On the sidebar, click on Default Notifications 
4. Enter one of multiple contact names (the contact must already have been added to the system as a Team Member)
5. Click Save 
6. Click the upload icon to Push to Kiosk

Enable Default Contact Notifications

Once you have assigned your default contacts you can choose when and how notifications will be sent to the Default Contacts.

1. Login to your web dashboard
2. Go to SETTINGS
3. Click on Notifications
4. Tick to untick the boxes with the configuration you prefer
5. Click Save

These Default Contacts will now be notified based on the actions you have saved in the messaging settings.

The Visitor Manager Central FaceID function lets your visitors and employees sign-in on iPad kiosks with a simple photo capture.

Why is it useful?

The answers to this are very simple and highly rewarding.

• Sign-in guests faster
• No need to touch the kiosk / minimise interaction
• Avoid long queues and line congestion
• More secure sign-in
• Step into the future of security and safety

How it works?

Guests and employees who have had their photo captured by Visitor Manager Central can express sign in with face recognition technology upon their next arrival.

We first need to capture an image with a previous visit to register the person in your account, this is for both external guests, and registered users like employees.

How to enable FaceID?

Your Visitor Manager Central subscription will need the FaceID feature enabled.

This is a premium feature that can be included in your plan (get in touch with us for this function). You will need to customise your Kiosk to use FaceID.

Note: FaceID requires a camera element added as part of the sign in flow.

How to enable FaceID for employee sign-in

1. Login to your Visitor Manager Central dashboard
2. Click on the Kiosk you would like to enable FaceID on
3. On the Kiosk designer home screen, select the sign in element that has camera “Take Photo” step in the flow. This is typically the button labelled “Sign-In” or “Visitors”.
4. Click Manage Sign-In Type on the top right to edit the elements flow
5. If the Take Photo step is enabled in the flow list, click the pencil icon to edit this. If the step is not listed, click the + Add Screen button and add this step to your sign-in flow.
6. Click the Options menu on the toolbar
7. Tick Enable FaceID Visitors and/or Enable FaceID for Teams
8. Click Save 
9. Click the upload icon to Push to Kiosk or refresh your kiosk

What happens if FaceID does not recognise the person?

At times this may be for the following reasons.

• Photo is not already on file
• Camera has low to poor light level
• Face is not presented clear enough to the camera
• Visitor has significantly changed appearance
• Network error

If you feel this is an error, please get in touch with your Visitor Manager Central support team and report the issue include the date, time and visitors name.

How to enable group sign in on your Visitor Manager Central Kiosk

If you a large group of visitors arriving at the same time, you can enable the Visitor Manager Central Kiosk to sign everyone in at the same time.

The process is simple:

• Your group of visitors arrive
• They sign in one by one on the Kiosk
• Each visitor collects a badge if that’s required/enabled
• The last visitor completes the group sign in
• The host(s) receives one notification

NOTE: When you enable Group Sign In, the sign in behaviour will change slightly. Please test the flow to ensure it’s functional for your visitor groups.

Enable Group Sign In

1. Login to your web dashboard
2. Click on the Kiosk you would like to enable Group Sign Ins for
3. Click on the Button element you wish to enable Group Sign In for
4. Tick the box Group Check-In on the tool bar
5. Click Save and then click the arrow icon to Push to Kiosk

Learn how to add and modify your induction screen on your iPad Kiosk

The Induction Screen is one of the most important compliance features of Visitor Manager Central. The Induction Screen allows you to display important information to your visitors upon arrival, such as:

• Emergency evacuation procedures
• Site safety instructions
• Intellectual property statements
• Non-disclosure agreements

Induction documents are displayed on a single screen format with scrolling. You can also enable or disable the following functions:

• Require a signature (on screen)
• Require acceptance
• Stop the sign in process if declined

The Induction Screen will be saved as a PDF on the visitors record. A copy of the documents can also be emailed to the visitor if this function is enabled and if you collect their email address upon sign in.

To edit the Induction Screen including updating, removing or enabling, follow the Terminal Designer instruction.

Personalise and brand your iPad Kiosks with custom background images

You can add a background image for your iPad Kiosk:

1. On your home screen, click the Kiosk you would like to edit
2. On the sidebar, click Background
3. Click Upload to add one or multiple background images
4. If you choose to have multiple, choose the Image Transition style between Fade and Slide
5. If you want to have a Screen Saver, click Enable Screen Saver
6. Choose the text that will be displayed on your screen saver screen
7. Click Done 
8. Click Save
9. Click the upload icon to Push to Kiosk

Background images should be the native resolution of the iPad screen. For recent model iPad’s such as the iPad 6th Generation released in 2018, the best resolutions are:

• Landscape 2048 x 1536 pixels
• Portrait 1536 x 2048 pixels
• File size less then 2MB

Visitor Manager Central can accept delivery arrivals and notify your staff

When a delivery arrives at your office Visitor Manager Central can instantly notify you employees. Notifications can be sent by email, SMS and/or Push notifications to Visitor Manager Central Pass app.

Visitor Manager Central offers the following delivery functions for deliveries:

• No signature required
• Signature required
• Authority to leave package

Assign Default Delivery

To set a default delivery contact on a terminal simply follow these instructions:

1. Login to your web dashboard
2. Click on the Kiosk you would like to make changes to
3. On the sidebar, click on Default Notifications 
4. Enter one of multiple contact names to the field Delivery Contacts
5. Click Save 
6. Click the upload icon to Push to Kiosk

Enable Default Contact Notifications

Once you have assigned your default contacts you can choose when and how notifications will be sent to the Default Contacts.

1. Login to your web dashboard
2. Go to SETTINGS
3. Click on Notifications
4. Tick to untick the boxes with the configuration you prefer
5. Click Save

Enable Kiosk Deliveries

To enable delivery options on your iPad Kiosk, you must enable the delivery function by building it into your Sign-In Flow using the Kiosk Designer feature:

1. Login to the web dashboard
2. Click on the Kiosk you would like to enable Deliveries on
3. On Home Screen, click + Add Element
4. Click Delivery
5. Use the toolbar at the top to edit the design of the button
6. Click Manage Sign-In Type at the top right of the page
7. Click the pencil icon next to the Delivery element on the list
8. On the toolbar at the top, click the drop-down menu Options 
9. Tick or untick the options that best apply to your Kiosk
10. Click Add Hosts to define which Team Members will appear as hosts when there is a delivery
11. Click Save 
12. Click the upload icon to Push to Kiosk

Learn how to build a custom, branded and compliant sign in experience.

Visitor Manager Central offers complete customisation of your sign-in kiosks. You can:

• Change the orientation, look and feel of each sign in flow
• Upload a custom logo and background photo
• Customise the sign-in flow steps and requirements
• Create multiple sign-in types on one iPad kiosk

In this guide you will learn how to modify your iPad Kiosk’s sign in features and design to create the best possible visitor experience, including:

• Create a New Kiosk
• Design the Look of Your Kiosk
• Understand the Sign-In Flow
• Create or Edit a Sign-In Flow

Create a New Kiosk

1. On your home screen, click the box Create New Kiosk
2. Select a theme
3. Fill in your Kiosk’s details – choose a Name, Location, Default Contact (who will be notify if a visitor fails to select a Host), Assistance Contact (who will be notified if a visitor selects Request Assistance) and a Delivery Contact (who will be notified if a courier does not select a Host for a delivery)
4. Click Create Kiosk

Design the Look of Your Kiosk

1. In the Home Screen section, edit the design of your Kiosk
2. Click each element on the screen and use the toolbar at the top of the page to edit buttons, text, alignment, fonts and colours
3. Drag and drop elements to move them around your screen and use the two-headed arrows to resize them
4. In Sign-in Types, create different flows for each of the buttons on your Kiosk’s screen
5. In Hosts add the Team Members that visitors will be able to select during their sign-in process
6. In Visitor Badge, customise what your visitor badges will look like when they are printed
7. In Default Notifications you can double check the information you have already filled when your first created your Kiosk
8. Click Save to save your Kiosk as a draft
9. Click the arrow icon to upload it to your iPad
10. Click the Home button to back

Understand the Sign-In Flow

The Sign-In Flow is a sequence of steps a visitor needs to go through to complete their sign in process.

Each button on your Kiosk’s screen has a different sequence of steps – in other words, a different flow.

You can design and edit your own flows to better suit your company’s needs – what types of visitors you receive, how you need to segment them, what compliance steps they need to complete and who needs to be notified about their arrival.

Create or Edit a Sign-In Flow

There are two ways to create/edit a new Sign-In Flow – on your Home Screen or on the Sign In Types Screen.

Home Screen

1. Click on the button you would like to create/edit a Sign-In Flow for – for example, Visitor Sign In
2. Click Manage Sign-In Type at the top right of your screen
3. Drag and drop elements on the list to rearrange the order that each screen will appear in
4. Click Add Screen to add new screens to the flow – each screen can only be added once to each flow
5. To delete a screen, click the trash icon next to it
6. To preview your flows design, click on the pencil icon next to one of the elements on the list
7. Use the forwards and backwards arrows to navigate the flow
8. To go back to the list view, click View Flow
9. Click Save

Sign-In Types Screen

1. On the sidebar, click the Sign-In Types tab
2. You will see, on your screen, one sign in type for each of the buttons on your Kiosk’s screen
3. Click each one to expand it
4. Drag and drop elements to rearrange the order of your sign in screens
5. Click the trash icon next to each screen to delete it
6. Click Add Screen to add new screens to the flow
7. Click the pencil icon next to each screen to preview your sign in flow
8. Use the forwards and backwards arrows to navigate the flow
9. To go back to the list view, click View Flow
10. You can edit an entire sign in flow by clicking the trash icon next to it
11. To go back to the list view, click View Flow
12. Click Save

When making changes to your iPad Kiosk you may need to refresh the iPad app. This guide will help you push changes your Kiosk.

When you make changes to your Kiosk – like changing your Kiosk design – you will need to upload the changes to the iPad using the Push to Kiosk (Kiosk Refresh) feature.

When do you need to Push to Kiosk?

• When making system changes that affect the iPad
• If your changes fail to appear on the iPad

How to Push to Kiosk

1. Tap the bottom right corner of your Kiosk’s screen on the iPad to activate the Settings menu – you will see a gear icon appear
2. Click Reload Kiosk
3. Your Kiosk should refresh in a couple of seconds

How to logout of your Visitor Manager Central iPad Kiosk

At times you may need to end your current Kiosk session. For example, to:

• Upgrade
• Select a printer
• Change Kiosks
• Force a refresh of Kiosk settings

To logout of your Visitor Manager Central iPad:

1. Tap the bottom right corner of the screen and you will see a small settings icon appear.
2. Tap the settings icon again, then you will be prompted for your password to confirm.
3. Click on the Settings tab,
4. Click on Logout.

Optional Logout/Close

1. Make sure Guided Access is not enabled (disable if so)
2. Press the iPad home button twice
3. Locate the Visitor Manager Central application and swipe up to close it

Restart the iPad if steps 1-3 do not work.

If you need further assistance, contact Visitor Manager Central support.

You can change most of the text language displayed on the iPad Kiosk and notifications.

You can easily change the default wording of the iPad Kiosk and notifications.

You can update the text displayed on the iPad Kiosk’s buttons and titles/labels. You can also change some of the wording and content of SMSs and Email notifications.

To change the language displayed on your iPad Kiosk:

1. On your home screen, go to SETTINGS
2. Click Languages
3. Choose the language you would like to have on your Kiosk and set is as default
4. To edit the wording, click the pencil icon next to the language
5. Navigate the sidebar and make changes
6. Click Save Changes

You can customise your sign in flows to suit each visitor type. You can also have multiple sign in flows on the same iPad Kiosk.

With Visitor Manager Central, you can extensively customise your visitor management. You can do the following:

• Multiple sign-in types on one iPad Kiosk – for different types of visitors
• Custom sign-in flows for each sign-in type
• Achieve full compliance with just one iPad Kiosk

In this guide you will:

• Understand Visitor Types
• Create a Custom Visitor Type and Sign-In Flow

Understand Visitor Types

Visitor Types are used to define the roles of people visiting your workplace.

Let’s take a school, for example.

In a school, there are various visitor types, including: Students, Teachers, Volunteers, Contractors & Suppliers, Parents, and Staff.

Hence, each visitor type will require a different sign in flow.

Create a Custom Sign-In Type and Sign-In Flow

A Sign-In Flow is a sequence of steps that visitors must go through when signing in.

Each button on your Kiosk’s screen has its own flow.

To create and edit your Sign-In Type and Sign-In Flow:

1. On your home screen, click the Kiosk you would like to alter
2. Click + Add Element > Generic Button to add a new button (Sign-In Type)
3. Use the toolbar at the top to alter the button’s design and insert a new name – the name of the Sign-In Type
4. Click Manage Sign-In Type 
5. Click Untitled Sign-In Type and change the name of your Sign-In Type
6. Click + Add Screen
7. Click the screen you would like to add to your sign in flow
8. To add more screens, click + Add Screen and pick another screen – repeat this process until you are done
9. Drag and drop elements on the list to rearrange the order that each screen will appear in
10. To delete a screen, click the trash icon next to it
11. To preview your flows design, click on the pencil icon next to one of the elements on the list
12. You can edit each screen by using the toolbar that appears at the top of the page and by clicking elements on the screen
13. Use the forwards and backwards arrows to navigate the flow
14. To go back to the list view, click View Flow
15. Click Save

Learn how to add new locations to your Visitor Manager Central account

As your organisation grows you can add more locations to your same Visitor Manager Central account.

Here we’ll cover:

• What is location?
• What is a Kiosk?
• How can I add a new location?

What is a location?

A location is a fixed address. In other words, it is a business site.

One single location can have one or many different Kiosks at no additional cost.

However, if you are a large organisation with multiple locations (business sites) and want to use Visitor Manager Central in more than one location, you will need to purchase a license (with monthly of annual payments) for each additional location.

What is a Kiosk?

A Kiosk is a single tablet device connected to your Visitor Manager Central account. Each location can have unlimited Kiosks that will work as sign-in/out point for visitors, staff, contractors and others.

How to add a new location?

1. Go to your dashboard home screen 
2. Click + Add Location on the top right
3. Fill out the new location form
4. Check the billing information on the right side
5. Click Confirm Purchase 

Your location’s license pricing will be based on the current billing cycle and it’s likely you will only be required to pay for the remainder of the billing period. At your next billing period you will be charged the full rate for all your location licenses.

Learn how to set an automatic sign out time for each of your locations. This will ensure guests are always signed out at the end of the day.

To enable Auto Sign Out for your locations you will need to enable this feature in your location settings.

• On your home screen, navigate to the location you would like to edit
• Click the Settings option next to the name of the location
• Scroll down to Location Automatic Sign-Out
• Choose from the drop-down menu when you would like visitors to be auto signed out
• Click Save Changes

General location setup, how to add users and login to your kiosk

With just a little tech savviness you can new location up and running in a matter of minutes.

This guide will give you the basics on how to get started. In it you will learn how to:

• General location setup
• How to add users
• Log into your kiosk and configure it

Creating a New Location

On your Visitor Manager Central Dashboard, click the ‘+Add Location’ button.

Now you need to enter the following details of your location:

• Name
• Address
• Main Location Contact
• Compliance Officer
• Time zone
• Automatic Sign-Out
• Emergency Evacuation Instructions

Once you’ve completed filling in your new location’s details, click ‘Save Location’.

Add Hosts

First things first, a new location needs new users.

In the Hosts tab you have several options of how to add new users.

You can add someone manually, invite Hosts by email or batch import them with a .csv file.

Manually Adding a New Host

Click on the + button shown in the image above.

Then enter your Host’s Details.

Next, you’ll need to set their Access. They’ll automatically have access to sign-in at all Kiosks, you need to opt them out to restrict their access.

In the Locations tab you can set which kiosks the host will be available at. Again, they’ll automatically be set to available at all kiosks, you will need to opt them out to restrict this.

You can set the host’s Role to one or multiple of the options including: Administrator, Contractor, Employee, Receptionist, Security Personnel or Visitor.

There are multiple options for what sort of Notifications the host can be sent. You can select SMS, Email or Slack notifications depending on your plan. You can also forward the hosts notifications to another Host if required.

You can set the hosts PIN to sign-in in the Security tab.

See the below for a screenshot of this section.

Inviting Hosts by Email

Firstly, select the group you want your invited users to be assigned to.

Then you can either generate a link to send the users with your own means, or if their email address already exists with Visitor Manager Central you can enter their email address to invite them.

Importing New Hosts

In order to batch Import New Users, you can either fill in the text box with the correct format shown, or download the CSV template, fill it in and then upload the file to this page.

Logging in to the Kiosk

Once you’ve downloaded the Visitor Manager Central Kiosk app from the appstore, you need to configure your kiosk.

Log in to the iPad with the same details as the dashboard. Then you can select which of your Kiosks you want to load to this iPad.

Kiosk Settings

This is where you can connect your printer over Bluetooth or Wi-Fi, set the paper size, and enable auto sleep mode.

Learn how to switch between locations in your Visitor Manager Central administrator dashboard

Visitor Manager Central’s dashboard displays data per location, so you can get accurate analytics at each of your offices and Kiosks.

Here we’ll cover:

• What is location?
• What is a Kiosk?
• How can I switch between locations?

What is a location?

A location is a fixed address. In other words. it is a business site.

One single location can have one or many different Kiosks at no additional cost.

However, if you are a large organisation with multiple locations (business sites) and want to use Visitor Manager Central in more than one location, you will need to purchase a license (with monthly of annual payments) for each additional location.

What is a Kiosk?

A Kiosk is a single tablet device connected to your Visitor Manager Central account. Each locations can have unlimited Kiosks that will work as sign-in/out point for visitors, staff, contractors and others.

How can I switch between locations?

You can access different locations by navigating your home screen, where your Kiosks will be segmented based on your different locations.

Otherwise, under the LOCATIONS tab, you will be able to navigate between locations and Manage Visitors, Hosts, Kiosks, Reports and Settings specific to them.

Additionally, if you are on the Manage Visitors, Hosts, Kiosks, Reports or Settings tab for a specific location you can use the drop-down menu below your current location’s name to switch to a different location without leaving the page.

Learn how to remove badge printing from your Visitor Manager Central sign in flows

If you wish to disable badge printing from your sign in options on your iPad Kiosk:

1. On your home screen, click on the Kiosk you would like to disable badge printing for
2. Click on the button relative to Sign-In Flow you would like to delete badge printing from
3. Click Manage Sign-In Type 
4. Click the trash icon next to the Print Badge element
5. Click Save 
6. Click the upload icon to Push to Kiosk

Now you have disabled badge printing for that specific Sign-In Flow. To disable badge printing for other Sign-In Flows, simply repeat the process for different buttons.

Once you connect the printer to your iPad device you need to enable printing on the sign in flows

Once your Badge Printer is connected to your iPad device you will need to enable the badge printing function to:

• Print new Visitor Badges
• Reprint Visitor Badges

Enable Badge Printing

1. Ensure you have connected the Printer to your Visitor Manager Central iPad app and it can be reached with a print test (check hardware guides for further details)
2. On your home screen, click on the Kiosk you would like to enable badge printing for
3. Click on the button relative to Sign In Flow you would like to add badge printing to
4. Click Manage Sign-In Type 
5. Click +Add Screen 
6. Click Print Badge 
7. Click Save 
8. Click the upload icon to Push to Kiosk

Now you have enabled badge printing for that specific Sign-In Flow. To enable badge printing for other Sign-In Flows, simply repeat the process.

Learn how to print Visitor Badges prior to their arrival

You might want to pre-print your visitor’s Badge to speed up their sign in process on arrival. Once you pre-register your visitors with Visitor Manager Central you can also pre-print their Visitor Badge.

To pre-print Visitor Badges:

1. Complete the pre-registration of your visitor on home screen > LOCATIONS > Manage Visitors > + New Visitor
2. Once you’ve pre-registered your visitor, in Manage Visitors, click the columns icon 
3. Make sure the Show Pre-Registrations box is ticked
4. Locate the visitor whose badge you would like to print on the list
5. Tick the box next to their name
6. Click Print Badge 
7. Select which Kiosk printer you would like to print it to
8. Click Print 

Learn how to reprint Visitor Badges

There are two ways to reprint a Visitor Badge with Visitor Manager Central. You can do this from the iPad Kiosk or the web dashboard.

Reprint from the iPad Kiosk

To reprint a badge from the Kiosk you will need to have a Sign Out flow enabled on your Kiosk. You can do this by creating a Sign Out flow (button) using the Kiosk Designer.

1. Tap the Sign Out button on your Kiosk’s home screen
2. Find the name of the person whose badge you want to reprint on the signed-in people list
3. Tap the blue print icon next to their name

This will send a print request to the Brother label printer that is connect to that Kiosk.

Reprint from Dashboard

1. On your dashboard’s home screen, go to LOCATIONS 
2. Navigate to the current signed-in activity
3. Click Manage Visitors 
4. Tick the box in front of the name of the visitor whose badge you would like to reprint
5. Click Print Badge
6. Select which Kiosk printer you would like to print it from
7. Click Print

The web dashboard will then send the badge reprint request to the Brother label printer connected to the Kiosk you selected.

Create, design and print your Team Member – employees & contractors – badges.

Visitor Manager Central gives you the ability to print Team Member badges so you can sign your users in/out of Visitor Manager Central terminals and track their time and attendance.

Who can use it:

• Employees
• Contractors
• Cleaners
• Security
• Students / Volunteers
• Anyone who regularly enters your premises

All of the above types can be added to Visitor Manager Central’s system as Team Members.

To customise your Team Badges, follow these steps:

1. On your home screen, go to SETTINGS
2. Click ID Card Template 
3. Choose your preferred layout, tick or untick to choose the elements you would like to include and upload your own logo
4. Click Save Changes

Once you have setup your Team Badge you can print it to any connected local computer or network attached printer. It’s common for Visitor Manager Central users to print their badges as durable plastic cards so that Team Members can reuse their badges.

1. On your home scree, go to USERS>Teams
2. Tick the box in front of the Team Member whose badge you would like to print
3. Click Print Badge
4. If you want to print to a regular printer, select Local area network (LAN) printer
5. If you want to print to a Label Printer, select Label printer connected to kiosk and then choose which Kiosk Label Printer you would like to use
6. Click Print

Learn how to customise visitor badges for printing when guests sign in

You can use Visitor Manager Central’s badge design tool to customise the layout and information of your visitor badges. There are two kinds of visitor badge options.

1. Global – a visitor badge that prints across all your visitor kiosks to ensure a consistent experience.
2. Kiosk – a visitor badge that prints from a specific Kiosk, useful for different visitor scenarios.

Global Visitor Badge

To design and setup your global visitor badge

1. On your home screen, click your desired Kiosk
2. On the left sidebar, click Visitor Badge
3. Click Use Global Template
4. Click Edit Global Template
5. Tick or untick elements, upload your custom logo, drag and drop elements or use the alignment tool to edit your badge’s design
6. Click Save

Kiosk Badge

To design and setup your custom Kiosk visitor badge

1. On your home screen, click the Kiosk you would like to set a badge for
2. Go to Visitor Badge
3. Tick or untick elements, upload your custom logo, drag and drop elements or use the alignment tool to edit your badge’s design
4. Click Save 
5. Click the upload icon to Push to Kiosk

You now have the options to print a GLOBAL or CUSTOM template from this Kiosk. Ensure you select the right option, press SAVE then Push to Kiosk to ensure its applied.

This guide will help you with options around importing your Team members using a CSV file format

Overview

The Visitor Manager Central import users option has several key functions that will assist you with managing multiple users and their information much easier.

• Download a CSV template
• Export CSV user list
• Import CSV user list

If you already have users in Visitor Manager Central, it can be easier to use the Export function and modify that CSV then import again.

If you want to start with a new template, we provide you one to download and use. Follow the format of the CSV then you can import this again.

Once you have completed the required fields and added all your users to the CSV you can then import it again to Visitor Manager Central. A very useful tool for managing many users at once.

Note: all functions will require you to have the correct user permissions to access import functions.

Download CSV Template

1. Login to your Visitor Manager Central web dashboard
2. Click on Users
3. Click on Teams
4. Click on Import
5. At the top of the page click on “Download CSV Template”

The Template will be a CSV file you can open in software like Microsoft Excel. The first line in the file is a sample line. The Import page will also show you fields you can use/add to import more useful data like images and assign users to Kiosks etc.

Export Team Member USER CSV

1. Login to your Visitor Manager Central web dashboard
2. Click on Users
3. Click on Teams
4. Click on Export

A CSV file will then be downloaded to your computer. You can open this in software like Microsoft Excel and modify it etc. Ensure you save this as a CSV format before importing the changes.

Import Team Member USER CSV

1. Login to your Visitor Manager Central web dashboard
2. Click on Users
3. Click on Teams
4. Click on Import
5. Select the CSV from your computer and upload.

The CSV will then be uploaded to Visitor Manager Central and either create new user data or update existing user data depending on the details you add/change. If the CSV has a lot of users to manage it may take some time for the file to finish importing.

If you need further assistance with importing new users and modifying existing users, please get in contact with the Visitor Manager Central support team.

Learn how to easily add Team Members to your Visitor Manager Central dashboard

Note: you will need permission to access this feature or be the account admin.

There are a few ways to quickly add a new Team Members to your Visitor Manager Central dashboard. Here is some terminology that will help you better understand this:

• Team – a group that you setup with permissions to use Visitor Manager Central.
• Team Members – employees who have access to the Visitor Manager Central dashboard and apps.
• Hosts – typically employees who host visitors.

There are four different ways to add a new Team Member. Each option is described below step by step:

• Add New Team Member
• Invite Team Member
• Import Team Member
• API/Integrations (discussed in-depth in the Visitor Manager Central API help guide)

Add New Team Member

Under USERS>Teams, you will see a “+New User” button on the page. Select it and complete the form that is presented.

Under Teams > + New User you will be able to complete the member’s profile with their personal details, which Kiosks they can sign-in on, which Kiosks will show them as a Host, assign their role, add the email address where they will receive notifications and set their security PIN. This option will allow you to set the new Team Member up but will not notify them or give them access to the web dashboard.

Invite a new Team Member

Under USERS>Teams you can also Invite a new Team Member to join your account. This is done by sending them a unique, secure web link that will ask them to complete and manage their own profile. This option also allows them to create a password, so they can login to the Visitor Manager Central dashboard.

Select Teams. Then, got to Invite and follow the instructions on the screen.

• Select the Team group type and permissions that will apply to that Team Member
• Copy the URL to your clipboard
• Send the URL to your Team Member via your own email application with your own custom introduction and instructions.
• Otherwise, if your Team Member’s email address already exists in Visitor Manager Central, send them email invitation straight form your dashboard.

Import Team Members

If you multiple Team Members to add to your account, you can use the bulk Import function to do this quickly. Visitor Manager Central supports the importing of CSV files and provides a template you can use for this purpose.

Select USERS>Teams. Then, go to Import and follow the instructions on the screen.

• Download your bulk import template by clicking Download CSV Template
• When filling out the template, make sure that each line matches the correct field
• Once you’re done filling it out, click Select file from your computer to upload it or simply drag and drop
• Click Import Now to conclude

API & Integrations

For advanced users and Premium or Enterprise account holders, Visitor Manager Central offers a powerful API and many integrations to assist with automating your users with the Visitor Manager Central dashboard. For more information on these options see Visitor Manager Central API documentation.

Learn how to delete a Team Member’s account from your Visitor Manager Central system

To delete a Team Member from your Visitor Manager Central system you will need to have a permission granted by the system administrator.

If you have the necessary permission, follow the below process:

1. Go to your home screen
2. Go to USERS>Teams
3. Tick the box in front of the person or people you would like to delete
4. Click the delete icon 
5. Click Delete

Once you’ve deleted a Team Member you cannot restore them to the system, so use this feature carefully.

Removing a Team Member will not delete their visitor history from Visitor Manager Central.

Learn how to invite your Team Members to create and manage their own user account in Visitor Manager Central

In this guide you will learn how to invite your Team Members so that they can create and manage their own user account.

1. On your home screen, go to USERS>Teams
2. Click Invite 
3. Go to the drop down Select Group menu and choose the type of user group and permission you would like to grant your visitor
4. Click Copy to Clipboard the URL to your clipboard
5. Send the URL to your Team Member via your own email application with your own custom introduction and instructions
6. Otherwise, if your Team Member’s email address already exists in Visitor Manager Central, add their email addresses to the Invite by Email box and click Send Invite 

Learn how to assign Team Members to Groups and grant them system permissions

Visitor Manager Central gives you the option to assign your users to Groups that offer or restrict access to dashboard and app features.

In this guide you will learn how to:

• What are Team Groups?
• Create new Team Groups
• Manage your Team Groups and change their permissions
• Assign a Team Member to a Group
• View Team Members by Group

What are Team Groups?

Team Groups allows you to segment your Visitor Manager Central system users based on what kind of responsibilities, permissions and access to which features you would like to grant them. Standard Groups include Administrator, Contractor, Employee, Receptionist, Security Personnel and Visitor. You can also create your own Groups.

Create new Team Groups

1. On your home screen, go to SETTINGS
2. Go to Groups
3. Click Create New Group
4. Name your Group
5. Tick and untick the boxes to grant or restrict permissions
6. Click Add

Manage your Team Groups and change permissions

1. Go to your home screen
2. Go to the SETTINGS tab
3. Click the Groups
4. Click the pencil icon next to the Team Group’s name
5. Tick or untick the boxes to grant or restrict permissions
6. Click Save Changes

Assign a Team Member to a Group

1. Go to home>USERS>Teams
2. Click on the Teams Member’s name 
3. Go to the Role setting
4. Tick one or multiple Groups
5. Click Save

View Team Members by Group

You can view your Team Members by group for easier management and reporting.

1. Go to home
2. Click USERS>Teams
3. Click on the All Teams drop down menu
4. Select the Team Groups you wish to view

Learn how to add a Team Member whose email already exists in your Visitor Manager Central system

There are two possible reasons why your Team Member’s email might already exist in the system:

1. The user already has an account. To confirm this, just use the search function on the USERS>Teams and see if their name appears.
2. The user has been added to another Visitor Manager Central account in the past. This can happen if you have multiple accounts in the system.

If an email address already exists in the system and you want the user to join your account, send them an invitation by email.

1. Open your home screen
2. Go to the USERS> Teams> Invite
3. Scroll down to Invite by email
4. Enter one or many email addresses and click Invite to send

The user will instantly receive an email from your Visitor Manager Central account with a link requesting them to join your account. Once the user accepts this they will be asked to login to the Visitor Manager Central dashboard and complete the final steps of their registration.

After your user has completed their registration, you might need to go back assign their permissions and as well as assign them as Hosts to different Kiosks.

Learn all about Visitor Manager Central QR codes including how to use them for visitors, employees, contractors and more.

This article will describe how QR codes can be used with Visitor Manager Central and the benefits you will get using this feature.

• What is a QR code?
• Who can use a QR code?
• How to print visitor QR codes
• How to print staff QR codes
• Access your QR code on Visitor Manager Central Pass App for your smartphone

What is a QR code?

A QR code is a machine-readable code consisting of an array of black and white squares, typically used for storing URLs or other information for reading by the camera on a smartphone. In the Teamogo system, QR codes work as unique identifiers of systems users and contain the history of their sign-in activities to the system.

Who can use a QR code?

Visitor Manager Central users are segmented in two main categories: Visitors (people external to your organisation) and Teams (people internal to your organisation).

• Visitors can use the front camera on the iPad to scan a QR code on arrival. This will speed up their sign in time to improve their experience while also remembering the visitor for a future visit. QR codes can be printed on visitor badges during the sign in process, printed straight from the dashboard (badge reprint) or issued to the visitor as part of visitor pre-registration.
• Teams (staff and contractors) can use QR codes to speed up their sign in and out process everyday. QR codes can be printed to badges or ID cards from the dashboard. Otherwise, Team Members can access their QR codes by downloading the Visitor Manager Central Pass Apps on their smartphones and logging into their accounts. Team Members can scan their QR code on the front iPad camera to sign in/out and tracking their time and attendance on site.

How to print visitor QR codes

Access this help guide to learn about pre-registration and the visitor sign in process (add links)

How to print staff QR codes

For a QR code that can be printed or digitally scanned:

1. Go to your home screen
2. Go to USERS>Teams
3. Tick the box in front of the Team Member’s name
4. Click Print Badge
5. Choose Local area network (LAN) printer to print badge on a normal printer
6. Choose Label printer connected to kiosk to print badge on you Brother Label Printer and then choose which Kiosk you would like to print it from
7. Click Modify ID Card Template to alter the design of the badge – this will take you to a different tab
8. Click Print to print it off

Access your QR code on Visitor Manager Central Pass App for smartphones

Team Members can use a QR code on their smartphone to sign in and out of their workplace without the need of a badge. This function is only available after they have been added to an account by the system administrator or received an invitation to the create their Team Member profile.

1. Download Visitor Manager Central Pass on your iOS or Android smartphone
2. Log into your Visitor Manager Central account
3. Tap the QR code icon at the top of the page
4. Scan the QR code using the iPad’s front camera

Visitor Manager Central Pass App comprises the following features

• Scan QR code
• Receive system notifications
• View visitor arrivals
• Sign-out visitors
• Manage notification options and settings

A quick guide to Teams and users of the Visitor Manager Central system

This guide is an introduction to teams and how they work, including:

• Overview of New Team Members
• Restricting Access
• Assigning Roles
• Notification Settings
• Set Security PIN

Overview of New Team Members

With Visitor Manager Central, you can segment your employees and users into different Teams. The Teams include:

• Administrator
• Contractor
• Employee
• Receptionist
• Security Personnel
• Visitor

To add a new Team Member:

1. Click “Users” on your home screen
2. Click “Teams”
3. Click “+ New Users”
4. Fill in the fields in the “Details” tab

Restricting Access

Sign-in:

1. In “+ New Users”, go to the “Access” tab
2. Switch “Disable check-in” on and off, to grant or deny your Team Member access to that specific location
3. To move your Team Members to the “Restricted Areas” box, click the name of the locations and kiosk you want to restrict their access to
4. To move that location and kiosk back to the “Can Sign-in” box, click on it again

Host:

1. In “+ New Users”, go the “Locations” tab
2. In the “Locations” tab assign your Team Member to a specific or multiple locations where they will appear as hosts during the visitor sign-in process

Assigning Roles

1. In “+New Users”, go to the “Role” tab
2. Tick one or multiple boxes to assign a role to your Team Member

Notification Settings

1. In “+New Users”, go to the “Notifications” tab
2. Type the email address you want notifications to get sent to
3. If you wish, type the email address you would like a copy of your notifications to get sent to

Set Security PIN

1. In “+New Users”, go to the “Security” tab
2. Type a 4-number security pin which your Team Member can use to sign in in case they do not want to use their QR code or FaceID
3. Click “Save”

Introduction to Visitors in Visitor Manager Central and managing your visitor’s data and history in the system.

1. On your home screen, click the sidebar option “Users”
2. Go to “Visitors”
3. Use the search bar to look up visitors by their name
4. Use the icon on the right of the search bar to choose what visitor information you would like to see on the screen
5. Click on a name to see the visitor’s details and sign-in history
6. Use the drop-down menu on the right to choose whether you would like to Allow sign-in, Block or Watch them
7. Click “Delete” to erase them from the system (it might take the system a few minutes to delete all their data)