EasyLobby Electronic Visitor Management

1. EasyLobbyÔ Electronic Visitor Management Welcome to the EasyLobby Tutorial. This tutorial covers the major features of SVMä7.0. After completing this tutorial you will be able to do the following:

3. EasyLobbyÔ Electronic Visitor Management In twenty seconds or less, a visitor can be professionally checked-in and a high-quality visitor badge automatically printed!

4. EasyLobby Demonstration Check in visitor Business Card Scan Driver’s license read Manually enter visitor Print Badge Check out visitor

5. EasyLobby SVMÔ Screen Layout

6. EasyLobby – Icons

7. EasyLobby – Visitor Views EasyLobby provides four views of your visitor log Grid View Sign In View Business Card View Full View

8. Grid View

9. Grid View Shows visitor information in a spreadsheet-like view Allows you to see all visitors at once Visitors still checked in are indicated with a blue arrow in a green circle Visitors who have checked out are indicated with a black arrow in a red circle

10. Sign In View

11. Sign In View Allows you to enter and shows the visitor’s name, title, visitor category, reason for visit, employee visited, and check-in and checkout times. Shows the same information as a sign-in book.

12. Business Card View

13. Business Card View Shows the same information as the Sign In View plus contact information for the visitor. Shows all the text captured by the Corex CardScan business card scanner.

14. Full View

15. Full View Shows all information for the visitor. Access to visitor’s photo and/or signature. Views may be restricted based on user level.

16. Checking in a Visitor When a visitor enters the building, record the visit in EasyLobby. Visitor information can be recorded by: scanning a business card, or reading a Driver’s license, or by manually entering the information into EasyLobby.

17. Scanning a Business Card You must have a Corex CardScan You can manually scan Use the Scan Business Card Icon A visitor record is automatically created with the information from the business card Print the badge and the visitor is automatically checked-in

18. Scanning a Business Card Or, “Enable Auto Scan Card” to automate business card scanning The business card will automatically scan when placed in the Corex CardScan.

19. Scanning a Business Card A visitor record is automatically created with the information from the business card Print the badge and the visitor is automatically checked-in

20. Reading a U.S. Driver’s License You must have a Driver’s License Reader/Scanner (Intelli-Check or ScanShell) Swipe or scan the U.S. Driver’s license through the license reader (magnetic stripe or barcode) A visitor record is automatically created with the information from the license Print the badge and the visitor is automatically checked-in

21. Manually Checking in a Visitor Use the New Visitor Icon A visitor view appears

22. Manually Checking in a Visitor Enter the visitor’s name, Company, Title, and choose the reason for the visit, and the employee they are visiting

23. Manually Checking in a Visitor Choose a Category for the visitor Categories are added from the Edit®Categories menu by an administrator

24. Manually Checking in a Visitor You may view the Badge before printing it Printing the Badge automatically checks in the visitor You may also manually Check In the visitor without printing a Badge

25. Manually Checking in a Visitor The visitor is checked in!

26. Notifying the Employee Use the Email Employee icon to notify the employee that they have a visitor Must have MAPI compliant Email system on computer Use the Auto Dialer icon to auto dial the phone number of the employee to tell them they have a visitor Must have auto dialer and phone line set up on the computer

27. Notifying the Employee Will automatically open a preformatted email to the employee notifying them of the visitor Email text can be modified

28. Taking the Visitor’s Photo Scan or manually enter the visitor Need to be in the Full View for the visitor Need camera attached to PC Use Take Photo button under the Photo tab

29. Taking the Visitor’s Photo The Photo Capture window appears. To take a photo, click the Capture Photo button. To load a photo from a file, choose File?Load from the menu.

30. Taking the Visitor’s Photo Photo is now attached to visitor’s record Print badge/check in as usual

31. Capturing the Visitor’s Signature Scan or manually enter the visitor Need to be in the Full View for the visitor Need Topaz signature capture device attached to PC Use Get Signature button under the Signature tab

32. Capturing the Visitor’s Signature Get Signature dialog Have visitor sign pad, will show in white area Accept or Decline signature

33. Capturing the Visitor’s Signature Can associate a document that they need to sign Signature is now attached to visitor’s record Print badge/check in as usual

34. Checking in Returning Visitors Select a previous visit for the returning visitor Use the lookup or highlight directly on the grid view

35. Checking in Returning Visitors Use the Returning Visitor Icon A new record with all the visitor’s information appears for the visitor Make any desired changes Print badge/check in the return visit

36. Checking in Visitors from the same company Check in the first visitor as a new visitor Use Visitor from Same Company Icon A new record with all the visitor’s company information appears Type in the visitor’s name, and title Print badge/check in the visitor

37. Pre-registering Visitors Enter the new visitor as usual Select the Pre-Register button

38. Pre-registering Visitors The PreRegister screen appears Enter the arrival date and location Select OK

39. Pre-registering Visitors The visitor is now pre-registered

40. Checking in Pre-registered Visitors To see a list of pre-registered visitors choose Visitors®Lookup®Preregistered Visitors from the menu

41. Checking in Pre-registered Visitors The Lookup Preregistered visitors screen appears Enter the arrival date and location Select OK

42. Checking in Pre-registered Visitors The Pre-registered visitors for the date are shown on the Grid View Double click the desired visitor for the Visitor view (sign-in, business card, or full) Print badge/check-in the visitor

43. Checking Out Visitors Ways to check out a visitor: Manually Quick check out Bar code scanner Driver’s license reader

44. Checking Out Visitors Manually Check out a visitor Locate the visitor’s record and open in a visitor view Select the Check Out button The visitor is checked out

45. Checking Out Visitors Quick Check Out Use a badge template that shows the visitor’s custom ID, which is automatically assigned by EasyLobby Select the Quick Out button The Quick Out screen appears

46. Checking Out Visitors

47. Checking Out Visitors Bar code scanner Use a badge template that shows the bar code for the visitor’s custom ID Must have a bar code scanner Scan the bar code on the visitor badge The visitor is automatically checked out

48. Checking Out Visitors Driver’s license reader Security setting for “Enable driver’s license scan for check out” must be set Must have a driver’s license reader Read the driver’s license 2-D barcode or magnetic stripe The visitor is automatically checked out

49. Self-Registration In Self-registration visitors can: scan their business card, enter their information, take their own picture, and print their own badge Log into system as the Self-Registration user (may need to add this user)

50. Visitor Badges Over 200 badge templates, including standard Avery labels Custom Badge Designer to make your own badges Can be printed on any windows compatible inkjet or laser printer or on a DYMO Labelwriter Can print both or either visitor and employee pictures on the badges

51. How to Select a Visitor Badge From the menu choose Edit ®Badge Printing ®Visitor The Edit Visitor Badge screen appears

52. How to Select a Visitor Badge

53. Using Categories to Customizea Visitor Badge You can create a different badge for each category of visitor Add the category Select the badge for the category

54. Using Categories to Customizea Visitor Badge From the Edit menu, select Categories The Edit Category screen appears Insert new category

55. Using Categories to Customizea Visitor Badge From the menu choose Edit ®Badge Printing ®Visitor The Edit Visitor Badge screen appears

56. Using Categories to Customizea Visitor Badge

57. Using Categories to Customizea Visitor Badge

58. Employees Employee information can be imported into EasyLobby or manually entered Employee photos can be taken at any time or can be loaded from a disk or clipboard You may have one photo of the employee and up to five photos associated with the employee (i.e. husband)

59. Employees To see an employee record Double click on the employee name in the visitor record –or- Choose Employee®Detail View from the menu The Employee screen appears

60. Employees

61. Reason for Visit To see a reason record Double click on the Reason in the visitor record –or- Choose Edit®Reason from the menu The Reason screen appears

62. Reason for Visit

63. Package Management Packages are treated like visitors Checked in when they arrive Label printed for the package The employee is notified that a package has arrived Checked out when they are picked up by the employee

64. Package Management Two Package views Detail View Grid View

65. Package Management Detail View Shows information for a single package Select the Package icon or Packages, Detail View from the menu

66. Package Management Grid View Shows visitor information in a list Select the Package grid icon or Packages, Grid View from the menu

67. Security Settings Options to secure and simplify the check in and check out of visitors Multi-day check in and check out via barcode scan Typically used for contractors, this setting allows the operator to check a visitor in and out until the badge expires by scanning the barcode on the visitor badge with a bar code scanner. Enable driver’s license scan for check out This setting allows the operator to check out a visitor who is checked in by swiping their driver’s license through the license reader device.

68. Security Settings Enable initial check in via barcode scan This setting allows the operator to print a badge and check in the visitor by scanning the barcode on the badge. On check in, prompt if visitor is already checked in This setting will prompt the operator that the visitor they are checking in, is already checked in (they were not checked out from a previous visit). On check in, prompt if name matches an entry in the access control list This setting will prompt the operator that the visitor they are checking in matches a person on the Access Control List (unwelcome visitors).

69. Security Settings Enable preregistered match on business card or license scan This setting will prompt the operator that the visitor whose business card or license they scanned is pre-registered. The visitor’s information can be updated with the scanned information. Warn if visitor is not preregistered This setting will prompt the operator that the visitor whose business card or license they scanned is not pre-registered. This setting is useful if your company requires all visitors to be pre-registered. Prompt for database backup reminder every X days This setting will prompt the operator upon exiting EasyLobby at the interval specified to backup the EasyLobby database.

70. Security Settings Show classified selection on visitor form This setting allows the operator to choose whether the visitor is classified or unclassified. Hide driver’s license number This setting hides the visitor’s driver’s license number by displaying it as asterisks. Encrypt Passwords The setting will display user’s passwords as asterisks.

71. Security Settings To set the Security, select Edit®Program Options from the menu The Options screen appears Choose the Security Tab Choose the desired settings

72. Reports Report on Visitors Employee Reason (Event) Package Over 40 reports Report Wizard for custom reports

73. Reports Choose the type of report Visitors Employee Reason (Event) Package Choose the report Select OK to run the report

74. Reports Enter dates for report, if required

75. Reports Reports are organized by category

76. EasyLobby SVM 7.0 Any Questions? Contact IDenticard Systems Phone: 1-800-233-0298 Email: sales@identicard.spx.com