11.9 Visitors
Visitors
Please follow these steps in order to setup the Visitors Management module.
Enable the Visitors Module in System Configuration, Visitors tab.
‘Enable Visitors Module’ - will enable the use of the Visitors Management module.
Enter a prefix in the empty field next to ‘Prefix for Visitor Number’. It will be appended to each visitor’s number in the system.
NB: This prefix cannot be the same as the first three letters of any employee number. Once set the employee number will not be allowed to contain this prefix. The length of this prefix is customizable. (Note that the Prefix option will be disabled if there are already visitors in the system)
Capture Photos - Require a picture of each visitor captured via webcam
Scan the drivers licence/ID Document - require scanning of identification
Print Document - if selected the visitor’s details will be sent into a Microsoft Word document (explained in the Visitors section) and printed after adding the visitor.
Note that only one of the following three authentication means may be selected at once.
Use cards - Use RFID tags
Scan Fingerprints - Capture visitor fingerprints
Enroll Face Template - If there is a facial recognition source this option become available.
Use Mifare tags for Morpho readers - enable Mifare card use
Device Type - Select the type of devices that you would like the visitors to use (applicable if the system has more than one manufacturer). Only one device type can be used for visitors.
If eSkan devices will be used the option can be enabled. The location of the file can be set, and the frequency of collection clockings and deleting old data.
In the ‘Jarrison.ini’ file found in ‘C:\JT-Data\Config\’ folder, you can add the line ‘VisitorEnroller=True’. This will maximize the logon screen preventing the user from performing other tasks on the computer.
Next is to create a ‘User Group’ to be assigned to a user (the visitor enroller).
View - will allow you to open the ‘Visitor Management’ window.
Visitor Enroller Only - will not allow the user to access any other aspect of Jarrison Time besides the Visitors Management sections. This will also maximize the screen preventing the user from performing other tasks on the computer.
Add New - will allow the user to add a new visitor (some users may only be allowed to ‘Activate’ existing visitors).
Deactivate - allows the user to deactivate an existing visitor (remove them from the device).
Activate - allows the user to activate an existing visitor (add their prints to the specified device/s).
Edit - allows the user to edit the details (names, photos, fingerprints etc.) of existing visitors.
Delete - allows the user to permanently delete a visitor.
Reprint Document - allows the user to print the document again (may be necessary after changing the spelling of a name).
Logout after action - will force the user to logout after each action (add, delete, edit, activate etc.). This will provide an accurate audit trail for a site with multiple visitor enrollers.
Next thing to setup would be one or more access groups. The access group should only allow access to the door or turnstile device/s where visitors gain access to.
Next step would be to setup a User Filter to limit the visitor enroller to which access groups (devices) he/she can allocate to the visitors. To do this click on ‘User’, then ‘User Filters’. Now select access groups on the left and select the appropriate access groups from the middle.
Now you can add a user for each visitor enroller and allocate them to the ‘User Group’ and ‘User Filter’.
Next step is to configure the information fields that are required for all visitors. To do this click on ‘Setup’ then ‘Custom’.
If ‘Required’ is selected, the Visitor Enroller will not be able to continue until this particular information is entered into each ‘Required’ field during editing and adding of visitors.
‘Print’ must be selected in order for the field information to be printed on the indemnity form.
- If the ‘Set Selection’ is selected, the operator will not be able to type in their own information in this field for the visitor, they will have to choose from a list of predefined options. To add an entry to this list, type in one of the options in the ‘Update Set Selections’ box and click on ‘Save’.
- The Word template itself needs no modification before use. Should you wish to modify it the next step would be to ensure the name of the MS Word document is ‘JT_Visitor.doc’ and that it’s located in the same folder as JarrisonTime.exe. This Word template contains a table consisting of twelve rows and two columns. Depending on the version of MS Word, click on the table, then select ‘Insert’ then ‘Bookmark’ to access this table. The first column contains the ‘Descriptions’ (custom visitor fields) and the second column contains the ‘Details’ (data entered by the user). Each cell in the table contains a bookmark and the relevant information is passed to the document for printing using the location of each bookmark. The ‘Person to Visit’ information uses the ‘JTCust11’ bookmark.
Example: The ‘Cust5’ bookmark in the sixth row and the first column will print the description ’Phone Office’. The phone number entered for that visitor will be printed in column two of row six. Further details including terms and conditions and different logos may be added to the template without affecting the ‘Bookmark Table’.
ENABLING ESKAN
eSkan is an access control product designed to monitor vehicle and driver movement on premises. By licensing the option in Jarrison Time the log files can be imported into JT and form part of the Visitor module.
To begin using eSkan, tick the option in the Visitors tab in System Configuration. Select how frequently you’d like the log files to be imported, and whether they should be purged after a certain amount of time.
Using the eSkan devices file (check with your system administrator if you don’t have this file) you can insert device serial numbers into the Devices window in the Serial No field and then name the devices as you wish for clarity in reports.
To manually import log files, go to Visitors on the menu bar and select ‘Import eSkan’.
To view transaction logs go to Visitors, and click ‘Manage’. From this window you can browse entries and edit status or other details if required.
Specific transaction details can be viewed by going to Reports and selecting the Visitor Movement report. Individual transactions can then be searched for.
Users who should be included in Workflow can be added in two ways: if they are employees then they should be marked ‘Is a Supervisor’ in Employee Details. If the user is not an employee in Jarrison Time then from User, Details tab, a selection should be made in the ‘Reports To’ dropdown menu.
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