ARTICLE: Front Desk Visitor Management

ARTICLE: Front Desk Visitor Management

Reach Front Desk Visitor Management



Reach Front Desk Visitor Management Module assists schools with efficiently registering all guests that enter their campus.  


Getting Started: Configuring Front Desk

There are a number of options that you will need to configure before you start using Front Desk and these can be accessed by logging into your Reach portal with an administrator account and navigate to System Configurations > Front Desk




  1. Webcam Enabled Allows for visitors’ photo to be taken on sign in directly from the Reception Kiosk device. Note: You will need a compatible camera attached to the device you are using for Front Desk in order to use this function.

  2. Printer Enabled Allow for printing a visitor tag on sign in with configured and connected printer.

  3. STAR Micronics Printer Allow use of a STAR Micronics printer to print visitor tags (If "Yes", Please remember to install the STAR PassPRNT app on your device).

  4. Default Sign In Location This is the default location visitors will be signed into (locations are configured in System Configurations > Locations).  Visitors can be tracked in terms of their location in the same way students and staff can be, giving the school better visibility as to where visitors have been during their stay.

  5. Default Sign Out Location This is the default location visitors will be signed out to (locations are configured in System Configurations > Locations).

  6. Specific Search Enabled When enabled, visitors will only be able to search for host based on the host’s email address or mobile number.  When not enabled, visitors can search by host’s name, email address or mobile number.  Dependent upon your school Data Protection policies, Front Desk can be set to only allow exact match searching to take place when signing into or out of the school. If you enable this, when a visitor is searching for their name or a member of staff they are visiting the name required will only be displayed for selection once there is only a unique match. This prevents the displaying of other visitors personal data (their name) to a third party they have not given consent to. If this is not enabled then matches for your name will start appearing once the visitor starts typing, displaying all possible matches.

  7. Non Visiting Entries When enabled, allow for visitors to sign in at reception without requesting to meet a specific host.

  8. Reception Title Customize the title to be displayed in Front Desk Reception Kiosk (default: REACH RECEPTION)

  9. Guest Contact Type Indicates which contact type should new guests signing into front desk be assigned.

  10. Terms and Conditions Customize and format Terms and Conditions for visiting your campus.  When enabled, visitors will be required to acknowledge the displayed Terms and Conditions prior to being signed into the Reception Kiosk.  Cut and paste your relevant policies into the text boxes and then choose if you want them displayed as part of the signing in process.

  11. Safeguarding Policy Customize and format the Safeguarding Policy for visiting your campus.  When enabled, visitors will be required to acknowledge the displayed Safeguarding Policy prior to being signed into the Reception Kiosk.  Cut and paste your relevant policies into the text boxes and then choose if you want them displayed as part of the signing in process.



Getting Started: Creating a Reception Kiosk Account

Create new Base Security and Role Type:

Notes
Note: Infinity configuration will need to be done only once for the first time setup for Front Desk.

Navigate to System Configuration > Infinity

  • In the Base Security tab, select “Add Base Security”

  • In the General tab, create Label as “Receptionist”

  • In the Permissions tab, navigate to the Security section and enable BE_STAFF and RECEPTION_ONLY

  • Save changes

  • In the Roles tab, select “Add New Role”

  • Create Label as “Receptionist” and select Receptionist from Base Security drop-down menu


Navigate to People Management > View Contacts

Select New Contact to create a new account

  1. In the General Tab, add a First Name and Last Name for your Reception Kiosk account
  2. Enter N/A for Mobile and Email
  3. In the Security tab, select Role Type and choose Receptionist from the drop down menu


Logging into the Front Desk Reception Kiosk Account

In your kiosk device's browser, navigate to your desktop portal address.  Enter the Username and Password for your Reception Kiosk account.
Info
Note: Once logged into a Reception Kiosk account, if a staff needs to sign out of the Kiosk account, tap the school's logo in the header 6 times and enter in their staff account PIN.

Visitors are able to Sign In or Sign Out from the main screen.




Visitors signing in have the option to sign in as a New visitor, Returning visitor, or check in for a pre-scheduled Appointment through Reach.



New Visitors will be required to enter in their contact information, take a photo (if required by set system configurations), agree to the terms and conditions for visitation (if set in system configurations), and select who they are visiting (if required by set system configurations). 

If requiring visitors to select who they're visiting, a pop-up notification will be sent to the host student/staff's Reach desktop account.  The selected response will display for the visitor at the Reception Kiosk.





If no response is received within 30 seconds from the host with instructions, a message will be displayed to the visitor to inform reception that this person wasn't able to contact them via Reach.




Viewing Guests Signed In and Upcoming Appointments in Guest Dashboard

In Front Desk Management > Guest Dashboard the guests currently signed in on campus will appear, as well as any upcoming scheduled Appointments via Reach.  Guests can be SISOd to specific locations other than the default guest on campus location.  If guests do not sign themselves out via the Reception Kiosk, they can be signed out manually by staff from the Guest Dashboard.  



Alert
The ability for staff to see the Front Desk Management menu to view the Guest Dashboard can be managed for role base security permissions in System Configuration > Infinity or visibility permissions can be added for individual staff users in People Management > View Contacts in their Permission tab of their Contact Details.  The specific permission is in the "Dashboards" section - Access the Front Desk Dashboard (2-173, MM_VIS_DASHBOARDS_FRONTDESK)

Create Appointments in Advance for Guests

Front Desk Management > Create Appointment and complete the required fields.  You can create an appointment for new or returning guests; for returning guests select from the Appointment Guest(s) drop down.  For new guests, select the 'Create new person' button and complete the Create New Person fields.  Each Appointment will need an Appointment Code, that can be created by selecting the blue generate button next to the Appointment Code field.  



Save once all fields have been completed and an Appointment invitation email will be sent to the guest containing the details of the appointment and their unique appointment code they'll use to verify their appointment when signing in at the Reception Kiosk.



AlertThe ability for staff to see the Front Desk Management menu to create an Appointment for a guest can be managed for role base security permissions in System Configuration > Infinity or visibility permissions can be added for individual staff users in People Management > View Contacts in their Permission tab of their Contact Details.  The specific permission is in the "Dashboards" section - Access the Front Desk Dashboard (2-173, MM_VIS_DASHBOARDS_FRONTDESK)

Configuring Printer Settings to Print Visitor Badges

Info
Recommended Printer label printer: Brother QL-820NWBc

Initializing the printer: 
  1. Connect the printer to the front-desk tablet/pc in question
  2. Install the relevant drivers and apps from install.brother (apps helpful on testing, however may not be required for use in schools)
  3. Open control panel, right click on the printer and select preferences. Set the color to Black/Red, width to 62mm and length to 140mm.
    1. Ensure, if not already selected, that ‘Cut at End’ and “For Text and Graphics Dither” (advanced) are enabled.
  4. To test that these printer settings are functioning, you can test this at your Reach site in question via the following steps:
    1. Create an account that is front desk only.
    2. Log into the new Front Desk Account.
    3. Go through the steps to sign in, and attempt to print the label.
    4. Alternatively, you can use the software available alongside the drivers (P-Touch Editor) to print a predefined label.
Setting up Chrome to remove print prompts:
  1. When you have ensured the above step, go back to the log-in page for your Reach site, and click the three dots below the “X” at the top-right.
  2. Click Save + Share → Create Shortcut. Ensure this has a Reach logo when displayed on the desktop.
  3. Right-click, then add –kiosk-printing to the target field. This goes ahead of –profile-directory and after the closing parenthesis. Example given below:
    1. "C:\Program Files\Google\Chrome\Application\chrome_proxy.exe" --kiosk-printing --profile-directory=Default --app-id=meijobdlgmaaaiiicbjejpbnlmlcchph
  4. Re-test the printing function, ensuring that you can print without extra menus.

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