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LobbyGuard User Guide

1. Password Use Lobbyguard Messaging Services O Use a specified SMTP Server admin lobbyguard com security yourfacility com Update General Settings 29 866 905 6229 LOBBSGUARD E support lobbyquard com Sign In Sign Out Secure 69 www lobbyguard com The Kiosks section provides the following administrative functions for your LobbyGuard kiosk The items marked with an are settings that require a restart of the kiosk in order for any changes to take effect e Kiosk Properties provides a listing of all the kiosks available in a multiple kiosk installation each kiosk would be listed Select the kiosk you wish to administer from this menu before proceeding e Properties for Kiosk ID shows the unique ID given to this kiosk This ID is not editable but may be required for LobbyGuard support reasons e Name is the name of this kiosk for the purpose of the visitor records in the visitor logs Each visitor has the name of the kiosk from which they signed in and out as part of his or her record in the lobbyguard database e Location is a description of the physical location of the kiosk This is useful if you are administering a large number of kiosks e Background Color should be set to the background color of the message being played on the Welcome screen of the kiosk e Installed Devices allows you to enable and disable certain hardware components in the kiosk This is used in the
2. 24 866 905 6229 LOBBYOUARRD E support lobbyguard com Sign In Sign Out Secure oF ww lobbyguard com Failed Background Section amp How Background Checking Works The Failed Background section of the visitor log contains the names of any visitors who failed the LobbyGuard background check If background checking is enabled the visitor s name and date of birth are run against a database of 500 000 registered sex offenders from around the country and or your Red Flag List see the section labeled Administration for more info on the Red Flag List feature see the section labeled Background Checking for more information on selecting the sources of background checking for your facility If the visitor is matched to a record in either location the visitor will not be issued a regular visitor badge but will instead be issued a special visitor badge with the word VOID printed across the top VOID PLEASE SEE AN EMPLOYEE FOR ASSISTANCE IMPORTANT HOTE TO EMPLOYEE n For information on assisting this wisitor l eee a J LOBBYGLUAR please wisi figs be Rigs Cad dusan aww lobbyguard co massist This badge also instructs the visitor to turn the badge over to a facility employee Once this is done it is the responsibility of the employee to further verify this match The badge also contains reference to the web URL www lobbyguard com assist that provides complete instructions for the steps to take in the event
3. 49 Wann lobbygquarnd com Reports This section allows you to run reports based on criteria that you select The Reports screen appears as follows N LOBBYSGUARD Sign In Sign Out Secure Visitors Reports Registered Visitors Logout Reports Description Visitor Log Report View visitors currently signed in run report Visitor Log Advanced View visitors currently signed in with advanced query run report Visitor Archive Report View an archive of those who have visited your building run report Time and Attendance View a registered visitor s hours and totals run report The reports section contains a list of reports that are available in LobbyGuard Clicking on the RUN REPORT link to the right of the report will generate the report you need Some reports may require additional parameters such as a date range for the report kiosk name or other information Clicking the Run Report link for the Visitor Archive Report will display the following 259 866 905 6229 E support lobbyquard com 49 Wann lobbyquard com a LOBBYGUARD Sign In Sign Out Secure e LOBBYGUARD Sign In Sign Out Logout Visitor Archive Report Choose start date Choose end date 9 1 2008 v 10 1 2008 v Select Visitor Type Aa Viator Types E Select Registered User All Visitors v Select Kiosk _ ZAI Kiosks i Get Report In this example a number of criteria can be set for t
4. Last Name an Type Visitor v Birthdate v Registration Expiration Date This registration never expires This registration will expire on the following date J Enter the requested information into the fields to create the new registered visitor The LobbyGuard ID number should be entered exactly as it appears on a LobbyGuard Frequent Visitor keytag The Registration Expiration Date can be used to set a date for the keytag to no longer be recognized by the kiosk This can be useful for contractors who are scheduled for short term work in the building for parents whose keytag should expire at the end of the school year etc Click the Add button when all the information has been entered The visitor can be provided the keytag and will be able to use it immediately A quicker and more effective way to register a visitor is to have the visitor register themselves via the kiosk When a non registered visitor signs in to the kiosk and chooses a visitor type with the workflow option Prompt the Visitor to Register enabled see the section labeled Workflow for more information the visitor will be given an opportunity to scan an unregistered keytag at the end of the J oo 233 866 905 6229 c9 LOBBSGUARD ES support lobbyquard com Sign In Sign Out Secure rf Wann lobbygquarnd com Sign in sequence This will create the registered visitor record automatically and will in
5. e Support for International Date Format Within the kiosk and the LobbyGuard Administrative Utility the international date format of dd mm yyyy is fully supported for international users Applies to various sections through this guide The default date format for the LobbyGuard kiosk is US English mm dd yyyy If you would like to make use of the international date format please contact LobbyGuard Support via email at support lobbyquard com and request assistance e Workflow option to store driver s license providing the option of storing or not storing the driver s license image See the section labeled Workflow for more information e Kiosk shutdown desktop icon Kiosk is configured to automatically turn off by double clicking the icon Powering down the kiosk when not in use nights weekends holidays can greatly increase the lifespan of the kiosk hardware This icon is accessible from the Windows desktop see the section labeled Kiosk Control Panel for information on accessing the Windows desktop from your kiosk e Kiosk shutdown option on Kiosk Control Panel same functionality as above but on the Kiosk Control Panel This option replaces the restart option on the Kiosk Control Panel See the section labeled The Kiosk Control Panel for more information e Hidden Button available in Event Mode Customer can now disable Event Mode by accessing the hidden button on the Kiosk and accessing the Ad
6. If the visitor is not the offender in question click the link labeled remove match This will ensure that this visitor will not be failed against this particular record in the future The visitor should then be directed to sign in once again and should receive a regular visitor badge If the visitor is the offender in question it is important that your facility have procedures in place for handling this type of scenario These procedures should include who is to be notified and what proper steps should be taken Notification LobbyGuard can send notification to appropriate personnel of your choice such as local police administrative staff or security personnel in the event of a failed background This notification is automatically sent as soon as LobbyGuard fails a background check on a visitor and it can be sent in the form of an email or a text message to any cell phone The following is an example of the message that would be sent in the event of a background failure Subject LobbyGuard Alert Name CRAIG ABBINGDON DOB 05 07 1970 failed a background check at kiosk ABC Elementary School This message provides those alerted with the name and date of birth of the offender as well as the location of the kiosk where the failure occurred For more information on setting up notification please see the section titled kiosks ED 866 905 6229 E LOBBYGUARD E support lobbyquard com Sign In Sign Out Secure
7. a q LOBBYGUARD Scheduled Visitors Logout Scheduled Visitors Events Group Information Group Name Visitor Type Select Visitor Type Reason For Visit v Person Being Visited Facility Select Facility Arrival 9 30 2008 12 7 00 AM x Enter the information in the fields provided and click the Save Group button to save the group This will return you to the previous screen with your new group listed similar to the previous illustration Click the visitors link located on the same row as the group you just created This will provide an interface for adding the visitors to the group as shown below 29 866 905 6229 c3 LOBBSGUARD E suppornt lobbyquard com Sign In Sign Out Secure 49 Wann lobbygquard com 3 N F LOBBSSUARD Scheduled Visitors Logout Scheduled Visitors Events Visitor list for group ABC Corp Board Meeting First Name Last Name Company Email l i Add Visitor First Name Last Name Company Email John Smith edit delete Lisa Davis edit delete Enter the information for each visitor If you include the email address you will be able to send an email notification to the visitor When you have filled in all the information click Add Visitor and the visitor information will appear in the list at the bottom of the form Click on the Scheduled Visitors tab when all visitors have been added The group now
8. LOBBYGUARD Sign In Sign Out Secure User Guide Version 3 4 e 20 866 905 6229 c3 LOBBSGUARD E supponobbyguard com Sign In Sign Out Secure 63 Wann lobbygquarnd com WAS NOW 5 4 ucteouyssdueceguhe A a e T SATE 4 Gewn aner E T E eens 4 The LobbyGuard Hardware sssssssssrsrsrsrsrrrrrrrrrrrrrrrrrrrrrrrrsrsrsrererna 5 Integrated Camera with Tilt Control ccccc cece cece eee e sees ee eeeeeeeeenaeeees 5 Speakers for Audio Prompts of the Visitor INputsS cceceeeeeeeeeeeeeees 6 Touchscreen for Use by Visitor to Sign In Out ccccce cece cesses ee eeeeeees 6 Badge Printer for Printing Visitor Badges cc eee eene cece eee nets eeee ees 6 Bar Code Scanner for Fast and Accurate Sign In OUut ccce eee ee ees 6 Driver LICENSE SCANNELS cece cece cece cece ee eee eee ee eee eee sete seen a NNE 7 Integrated PC Architecture cece cccc cece cece ce eee e seen eeeeeeeeeeeeeeaeeennaes 8 L dadING VISO BAQOOS dorcncstnncsaaneeacecsnches ace darasesneenarcoseausaseeevesewieoss 8 Cleaning the Touchscreen and Bar Code Scanner Window 000seeee 9 Accessing other System COMponent cccceeeeceeeeeeeeeeeeeeeeeseueeesaues 9 EIN S TSVO INS S sa ces ccs edocs ta od ee nte E a cee en de eee ee amte dees 9 The Lobby Guard KOSK Stand cscicssusarssccvascaccneoescewedstaeresoeteteteascdees 10 The LobbyGuard Kiosk Software ccccccccee cece cess sees eeeeeeeee
9. and click Add Reason for Visit Now click on the Meeting text that appears in blue You will see a blank reason for visit screen like the one shown below ED 866 905 6229 E LOBBYGUARD E suppont lobbyquard com Sign In Sign Out Secure 49 Wann lobbyquard com 4 ie LOBBSGUARD Administration Workflow Reasons For Visit Kiosks RedFlag User Manager Background Checking Database Management Reasons for Visit visitor Top Level gt gt Attending a Meeting English Spanish Sort Order Add Reason for Visit Note the path outlined with the text Top Level gt gt Attending a Meeting This means we are now creating reasons that will appear to the user when they press Attending a Meeting on the kiosk On the screen enter Accounting and press the Add Reason for Visit screen Now click on the Accounting text that appears in blue and you will once again see a blank Reasons for Visit screen with a path that reads Top Level gt gt Attending a Meeting gt gt Accounting Now enter John Smith in the text box and click Add Reason for Visit Now click on Top Level in the path Following this example the next time a visitor signs in and chooses Attending a Meeting as their reason for visit they will see a new set of buttons on the kiosk screen with one labeled Accounting If the visitor chooses Accounting a new set of buttons will appear with
10. save link The translation will appear for users who sign in to the kiosk with the Spanish option If you do not Know or do not enter the translation the English translation will appear by default Reason for Visit This section allows you to set up the choices provided to a visitor regarding their reason for visiting your building The screen appears as follows 9 LOBBSGUARD Administration Workflow Reasons For Visit Kiosks RedFlag UserManager Background Checking Database Management Reasons for Visit visitor Top Level English Spanish Sort Order Classroom Visitation 1 i delete Interview entrevista i delete Making a Delivery i delete Personal Visit i delete Attending a Meeting i delete Add Reason for Visit 29 866 905 6229 LOBBSGUARD ES support lobbyquard com Sign In Sign Out Secure oF ww lobbyguard com This screen is used to create the menu of choices from which the user chooses to indicate why he or she is visiting the building These choices are made available if the user signs in with a visitor type that has the option Request Visitor s Reason for Visiting selected in the workflow see the section labeled Workflow for more information The first step in creating these reasons is to select a visitor type from the drop down menu located to the right of the Reasons for Visit label This menu consists of all the visitor types that have Request Visitor s Reason for V
11. 49 Wann lobbygquarnd com Printing the Visitor Badge LobbyGuard can also be configured to print a visitor badge upon completion of the sign in process The badge contains the visitor s name visitor type reason for visit date and time of visit photograph and a bar code LobbyGuard includes multiple badge formats and layouts in addition custom layouts and badge designs are available at www lobbyguard com supplies The badge serves as a visual identifier to your employees as well as an indicator that this visitor signed in with LobbyGuard upon entering your building JOHN SMITH XYZ Corporation Visiting Human Resources Monday February 9 2007 2 14 PM Visitor ID 10093 NNI E eesvsnane The LobbyGuard visitor badge measures 4 W X 2 25 H The badge has a self adhesive backing or may be inserted into a lanyard or clip on badge holder The presence of the visitor badge sends a signal to facility employees that the visitor has signed in using LobbyGuard and has followed procedure In addition it provides your employees with information regarding the reason this visitor is in the building and thus preventing the visitor from accessing unauthorized areas The color logo in the bottom right corner of the badge also provides an additional security measure The visitor badge printer only prints in black amp white the logo is pre printed on the badge The presence of this color logo indicates this badge was printed a
12. please visit www lobbyguard com supplies and you will be provided with additional resources 2 866 905 6229 E LOBBZGUARD E support lobbyquard com Sign In Sign Out Secure 64 www lobbyguard com Visitor Type The next screen your visitors will see when signing in is the visitor type screen This screen asks the visitor to choose from two or more types of visitors You can create as many visitors types as needed using the LobbyGuard Administrative Utility The workflow can be configured to ask different questions of different visitor types The answer the visitor gives on this screen will determine what questions or workflow presented during the remainder of the sign in process In addition LobbyGuard can generate reports based on visitor type Select the option that best describes you In this example the visitor types are Visitor Vendor and Employee LobbyGuard can be easily configured to display any number of custom visitor types to suit the visitors signing in and out of your facility e 20 866 905 6229 c3 LOBBSGUARD E suppont lobbyquard com Sign In Sign Out Secure 63 Wann lobbygquarnd com Take Photo This screen provides the visitor with a view of the integrated camera The visitor is asked to press the TAKE PHOTO button to capture the photograph that will become part of the visitor record The camera on the LobbyGuard kiosk is mounted to swivel up and down
13. remove match i View Details 4 a This screen is very similar to the visitor detail screen from the Signed In and Signed Out logs The difference is in the bottom of the screen where the records that match the visitor are displayed This section contains the photo name state ZIP code and date of birth of the actual offender s whom this visitor matched This screen is used to verify the visitor against the actual offender record most verifications are as simple aS comparing the photograph of the visitor at the top of the page to the photograph of the offender located on the bottom left of the page If further information is needed on the offender the View Details link will display the web page for this offender that is hosted by the offender s state of 29 866 905 6229 LOBBSGUARD E support lobbyquard com Sign In Sign Out Secure 69 www lobbyguard com residence This web page will provide additional detail on the offender including physical traits such as tattoos and scars and last known address etc Note that this is a link directly to an outside web site run by the state where the offender is registered Some states allow for direct links to offender detail while other states will only allow links to the outside search engine for the state offender web site For the latter you will need to enter the offender s name into a search form in order to bring up this offender s detailed information page
14. Secure rf Wann lobbygquarnd com Welcome Page The first page your visitors will see on the kiosk is the Welcome Page The buttons that appear on this screen depend on language support options that can be set for the kiosk via the LobbyGuard Administrative Utility If support for Spanish and English is selected the buttons will appear as per the figure below allowing the user to select from English or Spanish prompts 4 LOBBYGUARD sign In Sign Out Secure Please Sign In Here Press hore te learn more ete bobo ued con If support for only one language is selected the buttons will be labeled Sign In and Sign Out in the supported language The home page can also play a custom multimedia presentation or welcome message for your facility Follow these instructions to change the welcome page Build your presentation in Adobe Flash format swf file extension The presentation must be 700 pixels wide by 768 pixels high Using a white background is preferable Save your presentation to the following location on the kiosk 2 866 905 6229 LOBBYOUARRD E suppont lobbyquard com Sign In Sign Out Secure a 64 www lobbyguard com C program files lobbyguard flash welcome swf Creating a custom presentation or welcome message is the perfect way to blend the LobbyGuard kiosk into your environment and welcome your visitors If you are in need of assistance in developing your custom welcome message
15. This User Guide will provide you with detailed information on the LobbyGuard kiosk hardware and the LobbyGuard software In conjunction with the installation and training offered by Authorized LobbyGuard Distributors and the dedicated Support staff at LobbyGuard Solutions you will have all you need to gain a full understanding of the proper use of LobbyGuard at your facility If you have received your kiosk and have not already scheduled your installation and training with your Authorized LobbyGuard Distributor you should do so at this time If you need assistance at any time or if you are unable to reach your distributor please contact LobbyGuard Technical Support using the information provided at the top of this page In order to make the most of your installation and training it is recommended that you read this manual and have some level of familiarity with LobbyGuard prior to your scheduled training session IMPORTANT You MUST receive on site installation and training in the proper use of LobbyGuard by an authorized distributor prior to using the LobbyGuard product RECOMMENDED Review the Appendices at the end of this guide for important information and recommendations s 259 866 905 6229 CI LOBBYGUARD F suppo Sign In Sign Out Secure WE lobbyguard comi vf Wann lobbygquarnd com The LobbyGuard Hardware The LobbyGuard kiosk contains a number of hardware features for your visitors to use during the sign in proce
16. When set to Event Mode the Welcome screen of the kiosk will appear as follows 29 866 905 6229 c3 LOBBSGUARD E suppont lobbyquard com Sign In Sign Out Secure oF ww lobbyguard com Welcome to the Open House SELECT THE FIRST LETTER OF YOUR LAST NAME When a letter is selected the names of all attendees whose last name begins with that letter will be displayed as illustrated below An Z 866 905 6229 i LOBBSGUAPRD E support lobbyquard com Sign In Sign Out Secure Ji 69 www lobbyguard com Welcome to the Open House Cancel and The visitor will then choose his or her name and will be issued a visitor badge The kiosk will return to the Event mode welcome screen for the next visitor The entire process for signing in takes on only a couple of seconds allowing for quick entry of visitors into the facility It is important to keep in mind that the Event mode of the kiosk does not perform any background checks or take photos or license scans of the visitors entering the building Event mode also does not support scanning LobbyGuard Frequent Visitor Keytags The Event mode was designed to move a know list of individuals into the building very quickly for specific events where security is less of an issue Event Mode Sign Out Visitors can sign themselves out of the building by scanning the bar coded section of the visitor badge under the LobbyGuard bar code scanner Visitors may al
17. a VOID badge is printed I MPORTANT THE PRI NTI NG OF A VOID BADGE DOES NOT I MPLY THAT THIS VISITOR IS A REGI STERED SEX OFFENDER OR ON THE RED FLAG LIST A VOID badge means the information this visitor supplied during sign in was a close enough match to a known offender s record to warrant 29 866 905 6229 a CI LOBBYGUARD E support lobbyquard com Sign In Sign Out Secure 49 Wann lobbygquarnd com further investigation before allowing this person entry LobbyGuard compares first name last name and year of birth to known offender records as a result of such a broad approach it is possible for someone to receive the VOID badge even when he or she is not an offender IT IS VERY IMPORTANT THAT NO ACTION BE TAKEN AGAINST THIS VISITOR UNTIL THE INSTRUCTIONS BELOW ARE FOLLOWED Once the visitor has turned over the VOID badge to a building employee the employee should access the Failed Background section of the visitor log to verify this visitor against the record that he or she matches The Failed Background log appears as follows LobbyGuard Windows Internet Explorer O v http 10 99 1 20 lobbyquard log_Failed aspx new true we che LobbyGuard J ae LOBBYSGUARD Visitors Signedin Signed Out Failed Background Kiosk All Kiosks From 3 8 2007 To 3 15 2007 Time In A Match Type Name Visiting 3 8 2007 10 55 50 AM LOCAL RED FLAG CRAIG ABBINGDON JOHN MARTIN T
18. above the workflow checkboxes Each checkbox corresponds to a question or action that takes place during sign in and sign out Check the boxes that correspond to the questions you d like to ask of this visitor type as they sign in The following is a description of each workflow option screenshots for these steps as they appear on the screen are available at The LobbyGuard Kiosk Software section Request Visitor s Photo This option will take a photograph of the visitor This photo will be stored as part of the visitor record Request Visitor s Company The visitor will be presented with an on screen keyboard and asked to enter his or her company name Request Visitor s Driver License If this option is checked the visitor will be prompted to scan his or her driver license LobbyGuard will store an image of the driver license as a part of the visitor record In addition the visitor s name and date of birth will be extracted from the license saving the visitor the time of entering this information by hand Save Driver License I nfo If this option is checked LobbyGuard will save an image of the visitor s driver license as well as other 2 866 905 6229 LOBBSOURRD ES supporiiobbyguard com Sign In Sign Out Secure 64 www lobbyguard com information from the license as part of the visitor record If it is not checked the driver license image and other information fro
19. addition to the above software LobbyGuard stores all visitor data and photographs in a Microsoft SQL database This database is hosted on the kiosk hard drive or can be hosted to an external SQL Server This database is encrypted and password protected to prevent Unauthorized access to sensitive visitor information The LobbyGuard Kiosk Software The LobbyGuard kiosk software is the interface to your visitor traffic It contains all the user input requests including audio and visual cues as well as support for license scanning bar code scanning photographing and badge printing The kiosk software is capable of running in two modes kiosk mode and event mode Each mode serves a unique purpose and each mode displays a unique interface to the visitor See the section labeled kiosks for further information on setting the appropriate mode Kiosk Mode The LobbyGuard kiosk runs by default in kiosk mode This mode is useful for individual visitors signing in and out of your facility Kiosk mode places greater emphasis on security and visitor information and less emphasis on the amount of time to sign in See the section e D 866 905 6229 c3 LOBBSGUARD E suppon lobbyquard com Sign In Sign Out Secure 49 Wann lobbygquarnd com labeled kiosks for further information on setting your kiosk to this mode Signing In The key feature of LobbyGuard is the visitor sign in process This process has been designed to be as simpl
20. and unplug any cables from the back of the kiosk before opening the rear access door This includes the power cable and any USB devices i e mouse keyboard etc that may be connected to the rear of the kiosk Opening the door will reveal the motherboard cooling system hard drive enclosure and other internal system parts for LobbyGuard MODIFYING ANY PORTION OF THIS HARDWARE MAY VOID YOUR WARRANTY CONTACT LOBBYGUARD TECHNICAL SUPPORT BEFORE MAKING ANY CHANGES TO THE LOBBYGUARD HARDWARE Dimensions The kiosk weighs 62 Ibs and is 21 5 W front of kiosk X 15 L side of kiosk When placing the kiosk on a table or countertop allow at least 2 of clearance on all sides of the kiosk in order to maintain maximum Stability for the hardware e D 866 905 6229 LOBBSGUARD ES support lobbyquard com Sign In Sign Out Secure 49 Wann lobbygquarnd com IMPORTANT The LobbyGuard kiosk must be plugged in to a surge suppressor that protects both the power cable and the Ethernet cable Failure to provide surge suppression and power spike protection for either of these connections is a violation of product warranty An example of an acceptable surge suppressor is available at www lobbyguard com supplies or contact your local distributor The LobbyGuard Kiosk Stand A stand is available for your kiosk that is both functional and attractive The stand mounts directly to your kiosk transforming the LobbyGuard kiosk f
21. bar coded section of the visitor badge in front of the bar code scanner LobbyGuard will inform the user that he she is now signed out Registered users with a LobbyGuard Frequent Keytag will be able to sign out by scanning their key tag before leaving the facility Register with the kiosk During the sign in process your users will be given the opportunity to register themselves with the kiosk by scanning a permanent LobbyGuard Frequent Visitor Keytag allowing that user to quickly sign in and out during 866 905 6229 c3 LOBBSGUARD ES support lobbyquard com Sign In Sign Out Secure 5 64 www lobbyguard com future visits See Registering with the Kiosk for more information on this process Driver License Scanner The integrated driver license scanner is located directly below the touch screen and supports the scanning of driver licenses from all 50 US states numerous foreign country driver licenses US state IDs and US Military IDs License scanning is an important part of the security that LobbyGuard brings to your facility as it records the image of the visitor s driver license and all license data elements including the person s name and date of birth as part of the visitor record Proper use of the license scanner is important as it will greatly improve the accuracy of the scanning The following photos illustrate the proper alignment of the license for scanning At e 1 AATA aie Feed the licen
22. built in speakers are positioned to provide clear easy to hear audio prompts for your visitor Touchscreen for Use by Visitor to Sign In Out The centerpiece of user interaction with LobbyGuard kiosk is the integrated touchscreen monitor This allows users to interact with the kiosk via touch only eliminating the need for a mouse or keyboard Badge Printer for Printing Visitor Badges The LobbyGuard kiosk can print visitor badges as needed via the included visitor badge printer The printer is thermal eliminating the need for printer ribbons or ink cartridges The badge printer is capable of printing photos and text at 300 X 300 DPI The printer ships pre loaded with a roll of 250 visitor badges Instructions for loading new visitor badges into the printer are detailed in the section labeled Loading Visitor Badges Bar Code Scanner for Fast and Accurate Sign In Out The integrated bar code scanner broadcasts a red grid of light onto the lower right portion of the kiosk Using the bar code scanner your users can do the following Sign IN using the LobbyGuard Frequent Visitor keytags registered users can sign themselves in by waving their key tag in front of the bar code scanner For more information on the LobbyGuard Frequent Visitor Keytag and user registration see the section labeled Registering with the Kiosk Sign OUT users who are issued visitor badges are able to sign themselves out quickly and easily by waving the
23. need to gain access to the Administrative Utility 3 N F LOBBYGUARD Sign In Sign Out Administration Workflow Reasons For Visit Kiosks Redflag User Manager Background Checking Database Management Add User Current Users Email First Name Admin User admin lobbyguard com edit delete Last Name i Password Confirm Password Account Rights O visitors C Reports Cl Administration C Scheduled Visitors C Registered Visitors Time amp Attendance Kiosk Rights Cl Front Desk The default account admin lobbyguard com is listed on the right To create a new account enter the information in the fields on the left The Account Rights section contains check boxes each of which corresponds to a tab on the Administrative Utility interface This provides user level rights with regards to accessing various areas of the software if you are creating a user account for a user who does not need access to the Administration tab leave that box unchecked When that user signs in the Administration tab will not be visible The Kiosk Rights section contains a list of all the kiosks in the network You can turn off access to an entire kiosk for a given user account by leaving the box next to that kiosk unchecked Each user account should have at least one kiosk checked else that account will have no access to any data User accounts are listed on the right side of the screen Click the edit link to edit an ex
24. signed in printed on the badge below the visitor s name See the section labeled Workflow for information on setting the visitor badge format e ED 866 905 6229 c3 LOBBSGUARD E supponobbyguard com Sign In Sign Out Secure 49 Wann lobbygquarnd com Appendix H Multi Kiosk Networking One of the most useful features of the LobbyGuard kiosk is the ability to network multiple machines together storing all your data in one location and providing you with the ability to retrieve data from multiple kiosks using any web browser By default all LobbyGuard kiosks ship as stand alone units all data is stored on the local hard drive and the kiosk is not connected to other kiosks on your network Any LobbyGuard kiosk can be modified and networked with other kiosks via a shared database server ADVANTAGES There are several advantages to networking your kiosks together e Visitors can sign in at one kiosk and use the bar coded visitor badge to sign out from another e All visitor logs administration and reports can be accessed from one web interface e Single database provides for ease of data backup e Individuals added to the Red Flag List will automatically be populated across all kiosks e Individuals who register with one kiosk will be able to use their LobbyGuard keytag with any kiosk on the network lf you are interested in networking your kiosks please contact LobbyGuard Support for further inform
25. your LobbyGuard database Clicking on this section will display the following 3 AS LOBBYSUARD Administration Workflow Reasons For Visit Kiosks RedFlag User Manager Background Checking Database Management Number of Unregistered Visitor Records 47 Purge Visitor Records Includes Visitor Info and Visitor License Info Will not delete Registered Visitors Purge visits before 9 30 2008 Purge from Kiosk All Kiosks Purge Records The top of the screen displays the Number of Unregistered Visitors This number is the total of all visitors currently in your visitor logs including visitors in the Signed In Signed Out and Failed Background e ED 866 905 6229 c3 LOBBSGUARD E supponobbyguard com Sign In Sign Out Secure 64 www lobbyguard com logs This number does not include any registered visitors in your database Select a date from the Purge visits before to indicate the date threshold from this purge select a kiosk from the Purge from kiosk to indicate which kiosk s records should be purged Click on the Purge Records button to initiate the purge all visitor log records dated on or before your selected date and were signed in from the selected kiosk will be deleted The purge feature is an effective way to manage database size and visitor log growth It is important to note the following before using this feature e Purged records are permanently deleted and can
26. 013351 JOYCE ANDERSON Faculty LG2013352 The names of the registered visitors are displayed with the following columns Name the name of the registered visitor Visitor Type the visitor type is the type of visitor this person represents based on the Visitor Types set up in the workflow For more information on Visitor Types see the section titled Workflow Each registered user is registered as a visitor type for the purposes of reporting ID this is the number located below the barcode on the LobbyGuard Frequent Visitor keytag Expiration Date displays the date that the visitor s keytag will expire The LobbyGuard kiosk will not recognize the keytag after this date e 20 866 905 6229 c3 LOBBSGUARD E supponobbyguard com Sign In Sign Out Secure 63 Wann lobbygquarnd com Clicking on any of these column headings will sort the list of registered visitors via that column s data Clicking the same column again will reverse the sort order ascending descending You can search for a particular registered visitor by entering the last name of the visitor in the Last Name field at the top of the page and clicking the button labeled Search You can also search for a particular keytag by entering the number on the keytag in the LobbyGuard ID field The Number of Results menu will limit the number of returned names for a given search There are two ways to create a new registered visitor in L
27. ARD E suppont lobbyquard com Sign In Sign Out Secure 49 Wann lobbygquarnd com out set by default to 5 00PM on today s date Edit the record to reflect the appropriate dates times as needed Administration The Administration tab provides you with the tools you need to customize the workflow of the kiosk for your visitors The Administration section appears as follows g e Ji LOBBJGUARD Sign In Sign Out Secure Administration Workflow Reasons For Visit Kiosks RedFlag UserManager Background Checking Database Management Workflow for Visitor Types Visitor Types Visitor add new H Request Visitor s Photo Visitor edit delete C Request Visitor s Company Employee edit delete Request Visitor s drivers license Contractor edit delete M Save drivers license Info Faculty edit delete Require license scan in order to proceed Parent edit delete Allow the visitor to bypass license scan M Perform Background Check Request Visitor s reason for visiting C Request the name of the person to be visited Print a Visitor badge Standard Badge v Prompt the Visitor to register Language Translations Spanish The Administration tab contains the following sections Workflow The Workflow section contains the two most important kiosk customization features visitor types and workflow settings Visitor Types are the foundation for the sign in process with LobbyGuard During the sign in process users of y
28. Kiosk Control Panel see the section labeled The Kiosk Control Panel and choose Access the Windows Desktop This will take you to the Windows desktop You can then double click on the icon labeled LobbyGuard Admin or you can open the Microsoft Internet Explorer web browser and enter the following URL e 866 905 6229 c3 LOBBSGUARD E supponobbyguard com Sign In Sign Out Secure 49 Wann lobbygquarnd com http localhost lobbyguard This will launch the LobbyGuard Administrative Utility When you are finished close the browser and double click the icon labeled LobbyGuard Kiosk on the desktop to restart the kiosk software Regardless of where you access the LobbyGuard Administrative Utility from the kiosk or from another PC elsewhere on the network the software is exactly the same and the changes you make will have the same effect Using the Administrative Utility Visitor Log The main feature of the Administrative Utility is the visitor log This screen will give you an immediate view of visitors who are currently in the building as well as an archive of visitors who have signed out at any point in the past When a visitor signs in to the LobbyGuard kiosk the visitor log will resemble the following LobbyGuard Windows Internet Explorer o efx lt v http 10 99 1 20 l0bbyguard log_signedin aspx Pir w k lobbyGuard LOBBYGUARD Visitors Logout Signedin Sign
29. Visitor Type faculty Name John Doe From 9 24 2008 To 10 1 2008 Show Activity NAME John Doe TYPE faculty Displaying 7 records matching your criteria Time in Time Out Kiosk v Duration add new 9 24 2008 8 00 00 AM 9 24 2008 5 00 00 PM Front Office 9 hours 0 minutes i delete Time In 9 24 2008 8 00 AM i delete Time Out 9 24 2008 i 5 00PM i delete Kiosk FrontOffice delete delete 9 30 2008 1 02 28 PM 9 30 2008 1 23 41 PM Front Office 0 hours 21 minutes i delete 10 1 2008 8 49 00 AM 10 1 2008 2 54 00 PM Employee Lounge 6 hours 5 minutes i delete Total Time 16 hours 1 minutes Change the Time In date time and or the Time Out date time as needed You may also change the kiosk from which the visitor signed in Press OK to submit the changes A new Duration will appear in the record to indicate the change in time spent in the facility and a new Total Time will appear at the bottom of the list of records to indicate the change in total time in the facility during the entire date range If you wish to delete an entire record you may do so by clicking the delete link located on the far right side of the record Click the Add New link to add a new record The new record will appear at the bottom of the records list with the date time of sign in set by default to 8 00AM on today s date and the date time of sign 866 905 6279 E LOBBYGU
30. a BACU et Ter er ee 73 es 4 ge 2 ee ee 73 Antivirus Firewall and Windows Update Policies cc eee ee eee e eee 73 Appendix C Troubleshooting amp Contacting Tech Support cee 74 Solutions to COMMON problemS cece cece ee ceee cess sees eeeeeeeeeeeeaneeees 74 J ED 866 905 6229 LOBBYUGUARD F suppo Sign In Sign Out Secure Mlobbygquard com g3 Wann lobbygquarnd com Contacting technical SUDPOMT cece cece cece tenet ee ee eee ee ene e eens 714 Appendix D Keeping Current with the Latest Versions 0ceeeeees 76 Appendix E On Site Installation Support and Training ccceeeeeeees 71 Appendix F Contacting LobbyGuard Solutions LLC ccc cece eens 78 Appendix G What s NeW ccccccceeeeee eee eeeeeeeeeeeeeeeeeeseneeseeeenaees 79 Appendix H Multi Kiosk Networking ccceccceeeseeeeeeeeeeeeeeeeeeeneenaes 81 Appendix Legal Notice sssnenenenenennnnsnsrsnnrnrnrnrnrernrnrerersrsrsrnas 82 e ED 866 905 6229 LOBBSGUARD ES support lobbyquard com Sign In Sign Out Secure 49 Wann lobbygquarnd com What s New If you are already familiar with LobbyGuard and would like to review the areas of this guide that apply to new features in this version please refer to Appendix G What s New for links to those sections Getting Started Thank you for making the LobbyGuard kiosk as your visitor management system of choice
31. appears with the number of visitors listed in the in Group column Click on the generate notification link and the following screen will appear e ED 866 905 6229 c3 LOBBSGUARD E suppont lobbyquard com Sign In Sign Out Secure 49 Wann lobbygquarnd com LOBBYGUARD Sign In Sign Out Secure 3 Scheduled Visitors Visitors Logout john smith abc com jane smith xyz com admin lobbyguard com gt Scheduled Visit Notification from Skiatook Schools You have been scheduled through LobbyGuard with the following appointment This email will assist you in signing in quickly and securely at your appointment location The details of your appointment are as follows WHO Kevin Allen WHEN Oct 24 12 00 PM WHERE LobbyGuard Solutions LLC 4700 Six Forks Road Raleigh NC 27609 Print out this email and bring it with you to your appointment Scan the bar code in this email under the bar code scanner of the LobbyGuard kiosk at your appointment location LobbyGuard will then walk you through the steps necessary to complete the sign in process DO NOT respond to this email If you have additional questions please contact the person you are scheduled fo visit s 0000001 Print Notification Email Notification This screen provides an overview of the email that will be delivered to the visitors in the group Click the EMAIL NOTIFICATION link to send the notification via email to the visitors in the group Clic
32. are in the building For example a reason for visit choice might be Picking Up a Student or Attending a Meeting These choices are defined in the section labeled Reason for Visit Request the Name of the Person to be Visited This option is Similar to the above reason for visiting option except the visitor is presented with an on screen keyboard and allowed to perform free form entry of text instead of choosing from a pre defined list Print a Visitor Badge When this option is selected the LobbyGuard kiosk will print a visitor badge for the visitor The drop ED 866 905 6229 E LOBBYGUARD E suppornt lobbyquard com Sign In Sign Out Secure 49 Wann lobbygquarnd com down menu located to the right of this option allows you to select different formats for the badge If you are in need of a custom badge format please contact LobbyGuard sales at sales lobbyguard com Prompt the Visitor to Register If this option is checked the visitor will be presented with instructions to register with this kiosk This involves taking a LobbyGuard Frequent Visitor Keytag and waving it under the bar code reader until the reader beeps Once the user has done this the screen will inform the user that he or she may use that keytag in future visits to sign in and sign out Language Translations Enter the Spanish translation for this visitor type in the text box and click the
33. ation Do not attempt to perform this operation without assistance from a LobbyGuard Support Technician 259 866 905 6229 CI LoBBYGUARD F suppo Sign In Sign Out Secure lobbyquard cam 69 www lobbyguard com Appendix I Legal Notice All contents of this manual are 2008 LobbyGuard Solutions LLC The LobbyGuard name logo likeness software and hardware are registered trademarks of LobbyGuard Solutions LLC in the U S and or other countries All rights reserved
34. ation follows e 23 866 905 6229 c3 LOBBSGUARD E supponobbyguard com Sign In Sign Out Secure 63 Wann lobbygquarnd com Registered Sign In Once a visitor has registered with the kiosk signing in to LobbyGuard during future visits is much faster and easier The visitor needs only to scan the bar code contained on the LobbyGuard Frequent Visitor keytag to sign in Following a successful scan LobbyGuard will only ask the visitor for a photo and to choose a reason for the visit that day All other information including the visitor s name date of birth license scan and other information are contained in the visitor s original record and are copied to create a record for this visit Registered Sign Out Registered visitors who have a LobbyGuard Frequent Visitor Keytag can scan their plastic visitor pass in front of the bar code scanner or the bar code on the printed visitor badge The visitor will receive a confirmation screen that the sign out was successful Event Mode The LobbyGuard kiosk also contains a special mode for handling large events i e Open House Conferences Meetings etc called Event mode This mode places less emphasis on security and visitor information and greater emphasis on sign in time in order to process large numbers of individuals in a short period of time See the section labeled Events for information on setting up an event and setting your kiosk to this mode Event Mode Sign In
35. clude any images ie license scan and or photo acquired during sign in The detail for a registered visitor who has registered via the kiosk will appear as follows An F LOBBYGUARD Registered Visitors Logout denotes required field LobbyGuard D iGi000662__ License Scan Must use the following format LG 0000000 LG space 7 digit number First Name Kevin Last Name Allen Type Visitor Birthdate 05 07 1970 for example May 7th 1970 would be 05 07 1970 Registration Expiration Date Click to enlarge This registration never expires This registration will expire on the following date AB Lute 11 30 2008 Click to enlarge Address 123 Elm Street Zip Height Hair Eyes You may change any of the information on this screen and click Update to save the changes If you wish to completed remove this person from the list of registered visitors click the Unregister button at the bottom of the screen e 23 866 905 6229 c3 LOBBSGUARD E supponobbyguard com Sign In Sign Out Secure 49 Wann lobbygquarnd com Scheduled Visitors The LobbyGuard Scheduled Visitors tab provides methods for scheduling upcoming appointments and events The Scheduled Visitors section provides an area to scheduled a visitor or group of visitors and email the information regarding the scheduled visit to the visitors and the Events
36. dance Modify the time a registered visitor has Signed in out of the kiosk in order to generate an accurate time and attendance report Administration Change workflow settings for various visitor types and other settings for your LobbyGuard kiosk Accessing the Administrative Utility from your desktop 29 866 905 6229 c9 LOBBSGUARD E support lobbyquard com Sign In Sign Out Secure i oF ww lobbyguard com The LobbyGuard Administrative Utility is web based meaning it runs from within a web browser such as Microsoft Internet Explorer or Mozilla Firefox LobbyGuard runs on Microsoft Internet Explorer 5 0 or better and Mozilla Firefox v2 0 or better With the kiosk running and connected to your network you should be able to access the LobbyGuard Administrative Utility by typing the following URL into the web browser of any PC on your network http ip address of kiosk lobbyquard For example if the IP address of the kiosk is 10 10 1 20 you would type 10 10 1 20 lobbyguard into the address bar of the browser If your LobbyGuard kiosk is not installed on your LAN or Intranet or if you are unable to grant the kiosk a static IP address you can still access the functionality of the Administrative Utility from the kiosk itself refer to the section below labeled Accessing the Administrative Utility from the Kiosk Please note that LobbyGuard Administrative Utility is fully functional in the absence of a network or intern
37. e and efficient as possible while providing your facility with effective security and record keeping LobbyGuard allows the sign in process to be customized to the needs of your facility and to the type of visitor signing in Modifications to the sign in process can be made via the LobbyGuard Administrative Utility There are two forms of sign in with the LobbyGuard kiosk manual Sign in and registered visitor sign in Manual sign in is the process through which most of your visitors will sign in using the touchscreen prompts and other inputs such as the license scanner to sign themselves in to your facility Registered visitor sign in takes place when a registered visitor signs in via the scanning of a LobbyGuard Frequent Visitor Keytags in front of the bar code scanner LobbyGuard Frequent Visitor Keytag Manual Sign In Most of your visitors will use manual sign in meaning they are not registered with the LobbyGuard kiosk and do not carry a LobbyGuard Frequent Visitor Keytag During manual sign in the visitor will enter his or her name scan his or her driver license and choose the reason for entry into the building The exact inputs that are requested from the visitor are customizable in the LobbyGuard Administrator Utility The following is an overview of some common screens that your visitors will see during the LobbyGuard manual sign in process 259 866 905 6229 E LOBBYGUARD ES support lobbyquard com Sign In Sign Out
38. e is to choose the reason he or she is visiting your facility This screen consists of buttons that can be customized to your needs via the LobbyGuard Administrative Utility These buttons may consist of the names of your employees areas of your building departments in your organization or anything else you would like to provide to your visitors as a choice In addition LobbyGuard supports multi tiered choices allowing your visitors to drill down to a specific reason For example your top layer of choices might consist of the departments in your organization If the visitor chooses Human Resources he or she would then be presented with a new screen that contains the names of all the employees in Human Resources from which the final choice would be made These reasons can have unlimited tiers This approach allows for the presentation of a large number of choices without overwhelming the visitor Select the purpose of your visit e 233 866 905 6229 c3 LOBBSGUARD E supponobbyguard com Sign In Sign Out Secure 64 www lobbyguard com Enter the name of the person you are visiting In addition to the Reason for Visit screen above the visitor may also be prompted to enter the name of the person he or she Is visiting using an on screen keyboard Enter the name of the person you are visiting Cancel and Start Over e amp 3 866 905 6229 c3 LOBBYOUARD E suppont lobbyquard com Sign In Sign Out Secure
39. ed Out Failed Background Kiosk All Kiosks From 3 1 2007 To 3 14 2007 SIGN OUT ALL VISITORS Time InA Kiosk Name Type Visiting Wednesday Mar 07 3 7 2007 4 49 44 PM Test Machine Allen Kevin Parent Mr Jones 3 7 2007 4 33 27 PM Test Machine Smith David Visitor Accounting e ED 866 905 6229 c3 LOBBSGUARD E supponobbyguard com Sign In Sign Out Secure 49 Wann lobbygquarnd com If you have several kiosks networked together you can choose to view data from a specific kiosk by selecting that kiosk from the the Kiosk drop down menu In addition you can choose the date range of data you d like to view using the From and To calendar menus and then click the Filter button to activate your date range selection Clicking on any of the headers Time In Kiosk etc will sort the data accordingly clicking on the same header again will reverse the sort order Clicking the Sign Out All Visitors button will move all visitors from the Signed In section to the Signed Out section The Visitor Log is broken into three sections Signed In Signed Out and Failed Background Signed In The Signed In section of the visitor log shows all visitors who are currently signed in This visitor log has a button labeled Sign Out All Visitors button This button will sign out all the visitors and move them to the Signed Out log From the Signed In log you can immediately view the Time In the date and time t
40. eeeeeeeanees 11 Kiosk Mode annannnnnnnsnnnrnrnnsrrsrrrrrrrrrsrnrrnrrnrrrrrrrerrrrrrnrrrrrsrrrrne 11 Event Mode ssssssssssrsrnnrsrrrrnrsrsrrrrsrsrrrrrerrrrrrrrersrrrrerrrrrrrrerne 25 The Kiosk Control Panel pvnccaiatwcenes ntianpoadahnet hecmoeg sane a kee 28 The LobbyGuard Administrative Utility 0 cc cece cece en ener ee eee e eens 29 gel ag tee E ee eee E ee ee ee 29 Accessing the Administrative Utility from your desktop cece cece e eee 29 Accessing the Administrative Utility from the KioSk ccceeceeeeeeeeees 31 Using the Administrative Utility 0 0 00 ccc cece cc cece e ee eee eee essen eee eeenaes 32 VIO LOO sinenccncanecetsceuneecoannaeyes sae hsneetes uses saunas acennecieerenentessac 32 FICDON GS cucseecnwesSeuctanrenedeusexreiueosexaumentcesaus exe sean EENS 39 Registered Visitors 0 c ccc ccce ccc cc cece e eee e eee e eee ee eee eee ee eeaeeeeaaeeesaaenes 40 SCMCOUIEG VISHA EE ue wenn ant anata naa deeper 45 Time and Attendance occctercuttoncmnreintiedessoriacetcuiashretiesbaaedeaacerans 52 AOMINIS AUO eaaa a NAE E EEEE SEE 59 POD CNGICCS erssinno ri niian na E NEEE E EENET IDEES 71 Appendix A SUPDPlIOS crrresrrsiserisdiniisserdnn ideiei aS 72 Visitor Badges Frequent Visitor Passes and Other ItemsS 008 72 Ordering instructions and resources ssesesssrsrsrrrrsrsrrrrrrersrrrrer 72 Appendix B Recommended Policies nssnssennsrerernnrnrsrrnrsrrrrrrerrn 73 Da
41. eft section of the page provides an area for selecting the individual whose time and attendance records you wish to view or edit Only the records of those individuals who are registered and use a LobbyGuard Frequent Visitor Keytag when signing in and signing out can be modified through this interface see the section labeled Registered Visitors for more information on how to register with the kiosk Select the visitor type of the individual whose records you wish to review then select the individual s name from the Name drop down menu The last step is to select the date range of records you wish to review Click the Show Activity button and you will be presented with a list of sign in sign out records for this individual during the selected date range The list has the following column headers e Time In displays the time and date of sign in e Time Out displays the time and date of sign out e Kiosk displays the name of the kiosk used for sign in D 866 905 6229 E LOBBYGUARD E support lobbyquard com Sign In Sign Out Secure 49 Wann lobbygquarnd com e Duration displays how long the individual was in the building This is the difference between the Time In and the Time Out To modify a record click the edit link located on the right side of the record Doing so will display the drop down edit box as show below g lt n LOBBYSUARD Time amp Attendance amp Attendance Logout
42. entry to your facility Ordering instructions and resources To view the latest supplies available for LobbyGuard and to access online ordering instructions please visit http www lobbyguard com supplies Or call toll free at 866 905 6229 option 3 e 20 866 905 6229 c3 LOBBSGUARD E supponobbyguard com Sign In Sign Out Secure 63 Wann lobbygquarnd com Appendix B Recommended Policies Data Backup It is recommended that you include the LobbyGuard kiosk as part of your regularly scheduled data backup routine in your facility If this is not possible please contact LobbyGuard technical support at Support lobbyguard com for optional methods of backing up your data to prevent any unexpected data loss due to power surge hard drive failure etc Kiosk Power Your kiosk hardware is designed to safely run 24 7 if needed Itisa good idea to power down the kiosk from time to time although this does not need to be done every night To shut down LobbyGuard please refer to the section above labeled Kiosk Control Panel and power down the kiosk using the method described In addition your kiosk has an Auto Shutdown feature that will automatically power down your kiosk at a time of your choice For more information on this please see the section above labeled kiosks Antivirus Firewall and Windows Update Policies Your LobbyGuard kiosk does not have any antivirus installed It is your responsibility to install t
43. eria AZ NAME ONLY WILL RETURN LARGER NUMBER OF RECORDS NAME ONLY WILL RETURN LARGER NUMBER OF RECORDS NAME ONLY WILL RETURN LARGER NUMBER OF RECORDS NAME ONLY WILL RETURN LARGER NUMBER OF RECORDS NAME ONLY WILL RETURN LARGER NUMBER OF RECORDS Under the heading Data Source are listings for the two sources that are available for background checking of visitors the database of ED 866 905 6229 E LOBBYGUARD E supponobbyguard com Sign In Sign Out Secure 49 Wann lobbygquarnd com registered sex offenders in the United States and the Red Flag list The sex offender database consists of 500 000 registered offenders in all 50 US states and Washington DC The Red Flag list consists of any individuals added to your list see the section labeled Red Flag for more information You can enable either source by checking or the box located to the left of each source When the U S Sex Offenders source is selected additional options are made available at the bottom of the screen These choices represent the 5 states that do not make available sex offender date of birth information By selecting these States you may see an increase in false positive VOID badges printed since the only information LobbyGuard will be able to use for background checking against these state records is first and last name Database Management This section of the Administration tab provides features to purge data records from
44. et connection IMPORTANT The LobbyGuard background checking features will be disabled if your kiosk does not have an internet connection e 29 866 905 6229 c9 LOBBSGUARD ES support lobbyquard com Sign In Sign Out Secure 69 www lobbyguard com The software should appear in your web browser as follows gt http 10 99 1 20 lobbyguard default aspx Windows Internet Explorer O lt 2 v http 10 99 1 20 lobbyguard vite x e7 w dhe http 10 99 1 20 lobbyquard deFault aspx A Z fm Page iG Tools 3 CI LOBBYGUARD Sign In Sign Out Secure Administrative Utility v3 4 Email Password C Save Email and Password O Support Supplies Contact Tutorials Copyright 2007 LobbyGuard Solutions LLC All Rights Reserved The default email address for logging in is admin lobbygquard com The default password is 12345 For more information on creating additional user accounts see the section titled User Manager IMPORTANT It is recommended that you remove the default user account and create your own unique user accounts as soon as possible Accessing the Administrative Utility from the Kiosk You can access the Administrative Utility at any time from the kiosk regardless of your network configuration For ease of use plug the included mouse and keyboard into the USB ports on the rear of the kiosk unit Access the LobbyGuard
45. event of a hardware repair and for future use as optional hardware components become available e Languages allows for the support of English Spanish or both languages for your users during sign in and sign out e Kiosk Visitor Types displays each visitor type create in the Workflow section Those visitor types that are checked are displayed for your visitors to choose from during sign in and those that are not checked are hidden from view e Mode sets the kiosk to kiosk mode for regular visitor sign in out or event mode to handle a scheduled event See the section labeled The LobbyGuard Kiosk Software for more information on modes e Control Panel Password is the numeric password used during the process of accessing the Kiosk Control Panel The default password is 12345 For more information see the section labeled The Kiosk Control Panel 29 866 905 6229 LOBBSGUARD ES support lobbyquard com Sign In Sign Out Secure 649 www lobbyguard com e Auto Signout sets a time to automatically sign out everyone in the Signed In visitor log and moves these records to the Signed Out visitor log This is useful for keeping the visitor log clear of records for the beginning of the day e Auto Shutdown sets a time to automatically power down the kiosk each day This is helpful in preserving the hardware life of the kiosk e Proxy Info provides an interface for entering any proxy server credentia
46. he antivirus package used within your organization and to follow the normal procedures for firewall protection etc that is afforded to any new PC added to your internal network In addition you should apply the normal Windows update settings to comply with your network policy Please consult your IT staff or your Authorized LobbyGuard Distributor regarding these issues 29 866 905 6229 LOBBYSOUARRD ES support lobbyquard com Sign In Sign Out Secure 69 www lobbyguard com Appendix C Troubleshooting amp Contacting Tech Support Solutions to common problems For answers to frequently asked questions please view our FAQ at http www lobbyguard com faq htm To access LobbyGuard technical support resource visit http www lobbyguard com support It is recommended you read through this information before contacting technical support If you are still unable to resolve your issue use the information below to contact technical support Contacting technical support LobbyGuard is proud to provide outstanding support for all its hardware and software systems Software support Is provided via LobbyGuard Remote Assistance allowing LobbyGuard tech support Staff to take control of your kiosk at your request Hardware support is handled by our extensive team of hardware and kiosk experts In order to make use of the LobbyGuard Remote Support feature you MUST have an internet connection to your kiosk If you do not have an in
47. he report including the date range the visitor type and the name of a specific registered user if needed The Select Kiosk option allows the selection of an individual kiosk the report will only reflect data gathered from that kiosk Each report can be viewed online printed or saved in a number of formats Registered Visitors The Registered Visitors section allows for management of individuals who are registered with your kiosk Registered users are users who possess a LobbyGuard Frequent Visitor Keytag or who have a LobbyGuard Bar Code Sticker on an existing ID see www lobbyguard com supplies for these items These keytags are very useful for frequents users of the kiosk as they allow the user to bypass much of the workflow and to quickly sign in and out of the kiosk by simply scanning the bar coded section of the keytag or sticker under the kiosk bar code scanner For more information on this process see the section titled Registering with the Kiosk 239 866 905 6229 LOBBYGUARD ES support lobbyquard com Sign In Sign Out Secure 49 Wann lobbygquard com were HE ard cam PL ia SsSoo000f ve i gid oom PU Lo so ar i weeny Loe MEAN La so0oo0gc ze The Registered Visitors section appears as illustrated below LOBBSSUARD Registered Visitors Logout Last Name LobbyGuard ID Number of Results 10 Add New Name A Visitor Type ID Expiration Date LISA ANDERSON Faculty LG2
48. he visitor signed in the visitor s name the type of visitor see the section labeled Visitor Type above for an explanation of this feature and the Visiting column which contains the visitor s reason for visiting your facility To the far right of each entry is a hyperlink labeled view Clicking on this hyperlink for any given visitor will display full details on the visitor in the Visitor Detail screen J F LOBBYGUARO tign in age Oai amre Last Background Check 97262008 9 52 02 AM Person Visited LG2 Testlab Sgn Out 259 866 905 6229 E LOBBYGUARD E suppornt lobbyquard com Sign In Sign Out Secure 49 Wann lobbygquarnd com This screen contains all the details on the visitor The photo image and the license image can be enlarged by clicking on the image The visitor can be manually signed out by clicking on the Sign Out button located in the lower left corner of the screen This will move this visitor from the Signed In section of the visitor log to the Signed Out section of the Visitor logs Signed Out The Signed Out section of the visitor log contains the information on all visitors who have been signed out of the building at any point in the past creating an archive of visitor information that you can access at any time The Signed Out section appears as follows Kex gt LobbyGuard Windows Internet Explorer 686 7 l http 10 99 1 20 lobbyquard log_sig
49. hecking is enabled the visitor will be required to verify the name and date of birth that are derived from the driver license scan In both cases the visitor is presented with the information taken from the license and asked if it is accurate If the visitor answers no to either question he or she will be presented with a screen to enter the information manually as shown below Enter your first and last name Is your name correct below in the square below KEVIN ALLEN E E f Lan a Ga bua DORE A A A A A A iz ax Jc Fv Fs In Iu FF Re s E OS Is your birthdate correct eY Please enter your birthdate and press in the square below OK Enter the 2 digit month 2 digit day and 4 digit year 05 07 1970 Example May 7 1970 would be 05071970 Confirm date of birth and enter manually if needed s 9 866 905 6229 c3 LOBBYSGUARRD E support lobbyquard com Sign In Sign Out Secure oF www lobbyguard com Enter your Company Name LobbyGuard can be configured to ask the visitor for the name of his or her employer If this option is enabled the visitor will be asked to enter the company name as shown below Enter your company name and press OK lf you are not representing a company press OK to continue Lih Cancel e 233 866 905 6229 c9 LOBBSGUARD E support lobbyquard com Sign In Sign Out Secure 64 ww lobbyguard com Choose Reason for Visit The next step the visitor will tak
50. his screen closely resembles the Signed In portion of the visitor log All entries in this screen are of visitors who failed the LobbyGuard background check The column labeled Match Type displays the source of the record that LobbyGuard used to establish the match NSOPR indicates a failure against a record in the national sex offender public registry and Local Red Flag indicates a failure against the list of individuals created in the local red flag list To the far right of the visitor record is a VIEW link Clicking on this link will display the the following screen 29 866 905 6229 E support lobbyquard com rf Wann lobbygquarnd com LOBBYGUARD Sign In Sign Out Secure fo LobbyGuard Windows Internet Explorer Cex 6 3 v L http 10 99 1 20 lobbyquard visitor aspx id 10 v 49 Xx Pe hoe z 3 i dhe LobbyGuard fe X D g v ph Page iG Tools S Visitors Signedin Signed Out Visitor Properties Name CRAIG ABBINGDON File Photo Type Parent v Birthdate 05 07 1970 Address 103 ELM STREET City RALEIGH State NC North Carolina amp Zip 27515 7402 Height 62 x Hair a Eyes v Last Background Check 1 20 2007 8 01 21 PM Person Visited Failed Background Matches Photo Name v State 7 ZipCode v DOB Details Y FAAS 3 CRAIG ABBINGDON 5 17 1980 Q
51. ion To send notification to a cell phone via text message enter the email address of the phone and the message will be delivered e 23 866 905 6229 c3 LOBBSGUARD E supponobbyguard com Sign In Sign Out Secure 63 Wann lobbygquarnd com to the cell phone The format for a cell phone email address is as follows 10 digit phone number carrier messaging domain name com Example If your cell phone number is 919 555 1234 and your carrier is Verizon Wireless you would enter 9195551234 vtext com In the case of Verizon Wireless vtext com is the messaging domain for sending text messages Each carrier has its own domain name and you should consult your carrier to obtain the correct one for your phone After making any changes to this page you must click the button labeled Update General Settings for your settings to take effect Red Flag This section provides the ability to add records against which your visitors will be checked during sign in provided the visitor type has Perform Background Check enabled in the workflow If a visitor matches a record in your Red Flag list that visitor will be issued a VOID badge and will be required to turn this badge over to a building employee for further verification see the section labeled Failed Background above for more information This is useful if there are individuals that you do not wish to allow entry into your building including ex employees custod
52. isiting selected Each visitor type will have it s own unique set of choices for example the reasons you may want to provide to a visitor type called Contractor may be different from the reasons you would provide for a visitor type called Parent To create a reason enter the description for the reason in the text box located at the bottom of the screen and click the button labeled Add Reason for Visit You can create as many reasons as you wish in this fashion Once you have created a reason click the link labeled edit located to the far right of the reason This will provide a feature to enter the Spanish translation for this reason any translation entered will appear for users who sign in to the kiosk using the Spanish option If no translation is entered the English translation will appear by default You can also set the sort order by entering a number that represents the order in which you wish the reason to be displayed relative to other reasons that you have created For example a reason with a sort order of 2 will appear on the kiosk below a reason with a sort order of 1 Click the link labeled save to save these changes Another feature in the Reasons for Visit screen is to organize the reasons you are creating and drill down the exact reason the user is entering the building To do this you will create a list of detailed reasons under a reason Create a new reason called Attending a Meeting
53. isting account or click the delete link to delete an account 259 866 905 6229 E CO LOBBYGUARD E suppo Sign In Sign Out Secure Mlobbyquard com g3 Wann lobbygquarnd com Background Checking This section provides features to customize what background sources will be used when performing instant background checks on visitors See the section labeled Workflow for further information on turning background checking on off for your visitors Clicking on the Background Checking tab will display the following g iim Ji LOBBYSGUARD Sign In Sign Out Secure Administration Workflow Reasons For Visit Kiosks RedFlag User Manager Background Checking Database Management Use the following databases for background checking Data Source Description U S Sex Offenders Registered sex offenders from all 50 U S states and Washington DC Red Flag Custom List of individuals banned from premises The states listed below do not publish sex offender date of birth For that reason selecting the following states may result in a larger number of false positive matches for sex offender background check as LobbyGuard can only compare visitor first and last name for these states All other states not listed are automatically included in background checking with LobbyGuard Those states provide full dates of birth for sex offenders thus already limiting the number of potential false positive matches State Match Crit
54. k the PRINT NOTIFICATION link to print the email for these visitors to use if they Show up without the printed email IMPORTANT If your facility is using a proxy server you will need to contact LobbyGuard Support for assistance with sending Scheduled Visitor emails When the members of the group arrive whether together or separately they each need only scan the bar code located in the email to sign in This process can greatly speed up the signing in of large groups during especially busy times or special events 866 905 6279 E LOBBYGUARD E suppont lobbyquard com Sign In Sign Out Secure 49 Wann lobbygquarnd com Events The Events section is used for scheduling events at your facility where large groups of visitors will need to enter in a very short period of time The Events feature works best for events where attendee names are known in advance and when a high level of security is not needed Clicking on the Events section reveals the following screen 3 sy Ji LOBBYGUARD Scheduled Visitors Logout Scheduled Visitors Events Add New Event Name f Description Badge Standard Badge v Add Event Name Description Badge Type PTA Conference Parents and Teachers meeting in library Standard Badge attendees edit clone delete Use this screen to create the event by entering the name of the event any description you wish to give the event and the visitor badge format you wish to print f
55. leased regularly by LobbyGuard Solutions In order to maintain your software and keep it as up to date as possible you will need a current LobbyGuard Support and Update Contract These contracts provide you with 12 months of ongoing updates technical support and access to LobbyGuard Background Checking Services If you need information on the status of your Support and Update Contract or would like to renew immediately send your request to support lobbyguard com and you will receive the requested information You will be notified by email of any new releases to the LobbyGuard software or you can visit www lobbyguard com support to view any new updates that are available for download Follow the instructions on the download page to complete the update e ED 866 905 6229 c3 LOBBSGUARD E suppont lobbyquard com Sign In Sign Out Secure 49 Wann lobbygquarnd com Appendix E On Site Installation Support and Training Your Authorized LobbyGuard Distributor will provide initial training and Support of the LobbyGuard kiosk at your location If you need additional training you should contact your Authorized LobbyGuard Distributor If your distributor is unable to assist please contact LobbyGuard at support lobbygquard com or call toll free 866 905 6229 On Site Support Contract LobbyGuard offers an optional on site support contract providing you with access to technicians in your area who are fully trained on the operation of
56. ls that may be needed by the kiosk to send messages from the kiosk or access the internet The address format for the proxy server should be http XX xx XX XX port The kiosk must be restarted if the proxy settings on the network are changed from those stored in LobbyGuard e Messaging sets the SMTP mail server from which background failure notification emails and cell phone text messages are delivered Using the LobbyGuard messaging service will route the message through the mail servers that are made available for this purpose You may choose a different server by selecting Use a specified SMTP Server and entering the IP address or friendly name of the smtp server e Admin Email is the address from which background failure notifications are sent by default this is set to admin lobbyguard com but can be changed to any email address you wish e Security Email is the email address or addresses that are notified in the event of a background failure see Failed Background Section amp How Background Checking Works Enter any email address into this field and an email will be delivered to that address when someone fails the background checking at the kiosk Multiple email addresses can be entered separated by a semicolon For example abc 123 com johndoe hotmail com would send the notification to both addresses Do NOT use commas or any trailing characters in your email list or the email notification will not properly funct
57. m the license will not be stored as part of the visitor record or captured in any way to the LobbyGuard database This can be used in information sensitive environments to limit the amount of information being stored about each visitor IMPORTANT Refer to your local laws and regulations before storing images of personal I Ds in your LobbyGuard database Below this checkbox are two radio buttons labeled Require license scan in order to proceed and Allow the visitor to bypass the license scan Choosing the latter will display a button on the kiosk screen during the driver license scanning step that is labeled Press here if you do not have a driver license This gives visitors who do not wish or do not have a license the opportunity to enter their name by hand using an on screen keyboard Choosing to require the license scan will hide this button and the visitor will have to scan a driver license in order to proceed with the sign in process Perform Background Check This option will run the visitor s name and date of birth against the LobbyGuard background data services and or the Red Flag List For information on how background checking works in LobbyGuard see the section labeled Failed Background amp How Background Checking works in LobbyGuard Request Visitor s Reason for Visiting If this option is checked the visitor will be presented with a selection of choices regarding why they
58. ministrative Utility See the section labeled Events for more information e Database Management Customer can purge visitor records for a Kiosk based on a specific date See the section labeled Database Management for more information e Reports specific to Kiosk Customer now has the ability to run reports for an individual Kiosk or all Kiosks in a multi Kiosk environment See the section labeled Reports for more information e Additional ID support Driver license library updated to most recent versions of all US state and national IDs including green cards armed forces ID cards and Ivy League university ID cards Feature is built in to 239 866 905 6229 i c3 LOBBYGUARD E suppont lobbyquard com Sign In Sign Out Secure 49 Wann lobbygquarnd com license scanning support see the section labeled Workflow for more information Proxy Server Support Customer can now define their network s proxy server on the Admin Utility s Kiosk tab The format for the address is htto xx xx xx xx port See the section labeled Kiosks for more information VOID badge design New badge contains information for employees to follow in order to assist a visitor who receives a VOID badge See the section labeled Failed Background Section amp How Background Checking Works for more information Kiosk Name badge format New badge format contains the name of the kiosk from which the visitor
59. ne correctly for example someone arrives at 8 00 but does not sign in until 9 00 the Time and Attendance tab provides an interface for modifying the time of sign in and sign out or for the creation of a new sign in sign out record Clicking on the Time and Attendance interface displays the following 866 905 6279 E LOBBZSGUAPRD ES support lobbyquard com il 49 Wann lobbyquard com 8 ein Ji LOBBYGUARD Sign In Sign Out Secure Time amp Attendance amp Attendance Logout Visitor Type faculty Name John Doe From 9 24 2008 To 10 1 2008 Show Activity NAME John Doe TYPE faculty Displaying 7 records matching your criteria Time in Time Out Kiosk v Duration add new 9 24 2008 8 00 00 AM 9 24 2008 5 00 00 PM Front Office 9 hours 0 minutes i delete 9 25 2008 11 54 12 AM 9 25 2008 11 55 49 AM Front Office 0 hours 1 minutes i delete 9 26 2008 11 56 09 AM 9 26 2008 11 59 36 AM Front Office 0 hours 3 minutes i delete 9 27 2008 12 00 38 PM 9 27 2008 12 04 23 PM Front Office 0 hours 3 minutes i delete 9 28 2008 12 04 32 PM 9 28 2008 12 05 08 PM Employee Lounge 0 hours 0 minutes i delete 9 29 2008 12 35 56 PM 9 29 2008 1 02 07 PM Front Office 0 hours 26 minutes i delete 9 30 2008 1 02 28 PM 9 30 2008 1 23 41 PM Front Office 0 hours 21 minutes i delete 10 1 2008 8 49 00 AM 10 1 2008 2 54 00 PM Employee Lounge 6 hours 5 minutes i delete Total Time 16 hours 1 minutes The top l
60. nedout aspx new true Pe we w amp LobbyGuard ay amp n fm v p Page iQ Tools a J N LOBBYGUARD Sign in Sign Out Secure Visitors Signedin Signed Out Failed Background Kiosk All Kiosks Y From 2 1 2007 To 3 14 2007 Time InA Friday Feb 09 2 9 2007 10 06 08 AM 2 9 2007 9 22 48 AM 2 9 2007 9 21 02 AM Thursday Feb 08 2 8 2007 4 36 11 PM Tuesday Feb 06 2 6 2007 3 57 35 PM Tuesday Jan 30 1 30 2007 8 32 05 AM Wednesday Jan 24 1 24 2007 3 45 28 PM 1 24 2007 10 00 18 AM Time Out 2 9 2007 4 12 18 PM 2 9 2007 4 12 18 PM 2 9 2007 4 12 18 PM 2 8 2007 4 44 58 PM 2 6 2007 3 59 04 PM 2 9 2007 4 12 18 PM 2 9 2007 4 12 18 PM 2 9 2007 4 12 18 PM Kiosk Test Machine Test Machine Test Machine Test Machine Test Machine Test Machine Test Machine Test Machine Duration 06 06 10 06 49 30 06 51 16 00 08 47 00 01 29 10 07 40 13 16 00 26 50 16 06 12 00 Name Visiting ABDUL SMITH JOHN BRUNO WAYNE BURDICK SCOTT GREENOUGH KEVIN ALLEN KEVIN TEST JAY LAM JAY LAM ER Jan 22 This screen is very similar to the Signed In log with the addition of two columns the Time Out column displays the day and time the visitor signed out of the building The Duration column displays how long this visitor was in your building in terms of hours minutes seconds Clicking the View link will provide detail on the visitor record
61. not be retrieved Be certain you will no longer need these records before running a purge e Database size is not a concern for most environments especially Stand alone single kiosk installations The typical LobbyGuard database will take many years to exceed the hard disk capacity on the LobbyGuard kiosk The purge feature is most useful for multi kiosk installations that are sharing a common database and are adding hundreds or thousands of records each day See the section labeled Multi Kiosk Networking for more information J 233 866 905 6229 c3 LOBBSGUARD E supponobbyguard com Sign In Sign Out Secure rf Wann lobbygquard com Appendices o A 259 866 905 6229 LOBBYOUARRD E support lobbyquard com Sign In Sign Out Secure 49 Wann lobbygquarnd com Appendix A Supplies Visitor Badges Frequent Visitor Passes and Other Items LobbyGuard Solutions LLC is proud to offer additional rolls of blank visitor badges as well as LobbyGuard Frequent Visitor Pass key tags and other LobbyGuard supplies The LobbyGuard visitor badges are pre printed with the LobbyGuard logo in color on each badge and are available in seven different colors This color logo serves as an extra measure of security ensuring that the visitor badge was not created elsewhere for the purposes of gaining entry to your facility Changing your badges to a new color each day means visitors won t be able to wear the yesterday s badge to gain
62. obbyGuard e A non registered visitor can sign in through the kiosk as normal if the visitor signs in using a visitor type that has Prompt the Visitor to Register enabled in the workflow for more information see the section titled Workflow the visitor will be presented with a screen at the end of the sign in process with instructions to scan a LobbyGuard keytag If the visitor scans a keytag at that time he or she will the be registered with this kiosk and the record of this visitor will appear in the Registered Visitors tab on the Administrative Utility This is the most efficient way of creating new Registered Visitors as it allows the visitor to create the record by simply signing in to the kiosk In addition it removes the possibility of error because the ID tag is taken directly from the scan of the keytag at the time of registration e A visitor can also be registered without the use of the kiosk This is done by clicking the Add New link on the right side of the Registered Visitors tab on the Administrative Utility Clicking the Add New link will display the following screen e D 866 905 6229 c3 LOBBYOUARD E suppont lobbyquard com Sign In Sign Out Secure 49 Wann lobbygquard com a tin q LOBBYGUARD Registered Visitors Visitors Logout denotes required field LobbyGuard ID Must use the following format LG 0000000 LG space 7 digit number First Name ae No Photo on file
63. olves providing the visitor with a permanent plastic keytag Known as a LobbyGuard Frequent Visitor Keytag which the visitor can use in future visits to quickly and easily sign in and out of the kiosk In addition a visitor can use the same keytag to register with other LobbyGuard kiosks for example a person who signs in to a LobbyGuard kiosk at his workplace can register with that kiosk and can use this same keytag to register with the LobbyGuard kiosk at his child s school making sign in and sign out much easier in both locations When a visitor has completed their initial manual sign in LobbyGuard will provide the visitor with an opportunity to register with this kiosk The visitor will then scan a LobbyGuard Frequent Visitor Keytag in front of the kiosk s bar code scanner Once this has been done the visitor will receive confirmation that registration is complete The visitor can either scan a keytag he or she already has from having registered at another LobbyGuard kiosk or you will need to Supply the visitor with a keytag Additional keytags are available as needed at www lobbyguard com supplies There is no limit to the number of visitors who can register with your kiosk REGIS TRATION scan a LobbyGuard Frequent Visitor Keytag under the bar code scanner if you wish to register yourself with this LobbyGuard kiosk No Thanks The visitor is provided an opportunity to register confirmation of successful registr
64. on Once you have added all the attendee s names to the list you will need to change the mode of the kiosk to reflect the event Click on the Administration tab and then click on the section labeled kiosks You will see a setting labeled Mode Set the mode to Event and choose the event you created from the drop down menu Scroll to the bottom of the screen and click the button labeled Update General Settings The kiosk will change to reflect the Event mode interface as illustrated below e ED 866 905 6229 c9 LOBBSGUARD ES support lobbyquard com Sign In Sign Out Secure S49 www lobbyguard com Welcome to the Open House SELECT THE FIRST LETTER OF YOUR LAST NAME When a letter is selected the names of all attendees whose last name begins with that letter will be displayed as illustrated below Welcome to the Open House Cancel and The visitor will then choose his or her name and will be issued a visitor badge The kiosk will return to the Event mode screen for the next visitor The entire process for signing in takes on only a couple of seconds allowing for quick entry of visitors into the facility Visitors can sign themselves out of the building by scanning the bar coded section of the visitor badge under the LobbyGuard bar code scanner e 20 866 905 6229 c3 LOBBSGUARD E supponobbyguard com Sign In Sign Out Secure 63 Wann lobbygquarnd com It i
65. one labeled John Smith Using this method of creating tiered reasons you can create a large number of reasons for your visitors to choose from without creating an overwhelming number of choices on the screen Note also that a reason for visit can be anything you wish such as a room a department an event an employee s name etc Kiosks Click on the kiosk section and you will see the following screen T CI LOBBYGUARD 8 eN Sign In Sign Out Secure LOBBYGUARD Sign In Sign Out Secure 866 905 6229 E support lobbyquard com Cavan lobbyguard com Logout Workflow Reasons For Visit Kiosks Red Flag User Manager Background Checking Database Management Kiosk Properties Front Desk v Properties for Kiosk ID BE18AFF8 091E 4401 B95D 2F61059E9778 Name Location Background Color Installed Devices Languages Kiosk Visitor Types Mode Control Panel Password Proxy Info Messaging Admin Email Security Email Building 2 Front Lobby White Badge Printer Barcode Scanner Drivers License Scanner Web Cam English V Spanish Visitor Employee Contractor Faculty C Parent Kiosk Event co M Automatically sign out visitors who are still signed in 03 00 AM a aeeoo shut down the kiosk at the specified time everyday 09 v 00 PM Cl Use Proxy Address Username
66. or visitors as they sign in to this event Click the Add Event button to add the event to the list on the bottom half of the page The next step is to add the names of the event attendees Click on the attendees link located on the right side of the event listing The following screen will appear CJ LOBBYG UARD EJ supporntiilobbyguard com Sign In Sign Out Secure T 259 866 905 6229 49 Wann lobbyquard com ae LOBBYSUARD Scheduled Visitors Logout Scheduled Visitors Events Add Attendee First Name Importfrom file Last Name Company _ The importfile must be an excel document with the person s firstname g inthe first column and the last name in the second column Click here for an example Add Attendee Email Name Company Email DOE JOHN XYZ Corporation john doe xyz com i delete JOHNSON KEVIN ABC School District kevin abc com i delete Enter the names of the attendees by typing the first name and last name and optionally the attendee company name and email address Attendee lists can also be imported directly from a Microsoft Excel Spreadsheet Click the Browse button the right side of the screen to browse to the spreadsheet and click the Import button to import the names from the spreadsheet into the attendees list To view the data format needed for proper import click on the Click here for an example link located under the Import butt
67. osk to power on the kiosk e 20 866 905 6229 c3 LOBBSGUARD E suppornt lobbyquard com Sign In Sign Out Secure 63 Wann lobbygquarnd com Access the Windows Desktop this will shut down the LobbyGuard software and will take you to the Windows desktop The LobbyGuard Administrative Utility What is it The LobbyGuard Administrative Utility is web based software that can be accessed either from the kiosk or from any PC desktop on your network Since it is web based it does not require any installation to run it is accessed via a web browser just like any other web page The PC from which you wish to access the Administrative Utility need only be running Microsoft Internet Explorer which is included as part of the Windows operating system The Administrative Utility provides the following features Visitor Log View complete details of visitors to your building including those who have been flagged by the LobbyGuard Background Check Reports Run reports on visitor traffic Registered Visitors Assign LobbyGuard Frequent Visitor Keytags to visitors who frequent your facility for even faster sign in out Use the Registered Visitors section to manage this information Scheduled Visitors Schedule upcoming appointments directly with LobbyGuard and send notifications to your scheduled visitors via email Create events to handle large numbers of visitors in a very short period of time Time and Atten
68. our LobbyGuard kiosk will initially identify themselves as a particular visitor type and then answer 29 866 905 6229 LOBBSGUARD E support lobbyquard com Sign In Sign Out Secure 69 www lobbyguard com questions during sign in that are specific to that visitor type ie the workflow For example you might create a visitor type called Guest that requires the visitor to scan a driver license and run a background check whereas you might create another visitor type called employee that simply takes a photograph of the employee and nothing more Using visitor types also makes for more accurate reporting you can run a report displaying the number of Guests who entered your building in a given time frame etc The visitor types are displayed on the left side of the screen Some common visitor types are visitor employee contractor vendor parent student etc You can create as many visitor types as you like and give them any description you wish To add a new visitor type simply enter the description of the visitor type in the text box located just above the list of current visitor types and click add new The new visitor type will appear in the list on the left side of the screen The next step is to create a workflow for anyone who signs in as this new visitor type Click on the link labeled edit located to the right of the new visitor type The visitor type will appear on the right side of the screen
69. rom a desktop unit to a free standing unit that utilizes less space and brings more attention to the kiosk for added security The stand is made from the same materials as the kiosk and blends in to create a professional appearance The kiosk stand is available only through your Authorized LobbyGuard Distributor If you need assistance locating your distributor please contact sales lobbyquard com and you will be provided the necessary information 29 866 905 6229 LOBBSGUARD E support lobbyquard com Sign In Sign Out Secure 69 www lobbyguard com The LobbyGuard Software The LobbyGuard visitor management system is composed of two distinct software applications Both of these applications are installed on the kiosk prior to shipping The LobbyGuard Kiosk Software The software that your visitors use during sign in and sign out It displays the visitor input requests prints visitor badges performs background checks and records all visitor activity The LobbyGuard kiosk software can only be accessed from the kiosk itself The LobbyGuard Administrative Utility This software provides web based access to a large variety of administrative functions including visitor logs reports and changing various settings on the kiosk The LobbyGuard Administrate Utility can be accessed via a web browser from any PC on the network Microsoft Internet Explorer is recommended for optimal use of the LobbyGuard Administrative Utility In
70. rom the kiosk and lift open the top of the printer to expose the spool that holds the roll of visitor badges Detailed instructions for replacing the roll of badges are located inside the printer Refer to these instructions for information on replacing the roll of badges Place the printer back into the kiosk Make certain the two cables that connect the printer to the kiosk are still connected to the bottom of the printer Video instructions for this process are available at the LobbyGuard Support site at www lobbygquard com support If you are in need of e 23 866 905 6229 c3 LOBBSGUARD E suppont lobbyquard com Sign In Sign Out Secure 63 Wann lobbyquarnd com additional visitor badges please contact your Authorized Distributor or visit http www lobbyguard com supplies Cleaning the Touchscreen and Bar Code Scanner Window Clean the touchscreen with a dry tissue or other lint free soft cloth Turn the kiosk off before cleaning the screen Do not use glass cleaner or other cleaning solution on the screen The plastic window in front of the bar code scanner should also be kept clear of fingerprints and other debris It should be cleaned in the same manner as the touch screen Accessing other System Components The LobbyGuard kiosk incorporates a locked door that houses the internal workings of the unit If you have lost your key please contact LobbyGuard Solutions for a replacement Power down the unit
71. s important to keep in mind that the Event mode of the kiosk does not perform any background checks or take photos or license scans of the visitors entering the building Event mode will not recognize and does not make use of LobbyGuard Frequent Visitor keytags The Event mode was designed to move people into the building very quickly for specific events where security is less of an issue When the event is completed change the kiosk mode to Kiosk and the LobbyGuard kiosk will resume its normal interface The Kiosk Control Panel can be accessed at any time while in Event mode by pressing the top right corner of the screen and entering the Kiosk Control Panel Password Time and Attendance In addition to managing visitors and recording visitor activity in your facility LobbyGuard also serves as an excellent method for tracking time and attendance and hours worked by employees and contractors in your facility These individuals can sign in to the kiosk when entering the building and sign out when leaving Using this data you can run a Time and Attendance report to show the hours that an employee was in the building for a given date range including a total of the hours for the entire range see the section labeled Reports for more information on this report In order to obtain accurate hours reporting it is important that the employee sign in and out accurately when entering and leaving the building In the event that this is not do
72. se into the scanner upside down with the front of the license facing the kiosk eather ayer tie and apply slight downward pressure on the license until the scanner begins to pull the license through During the license scanning portion of the visitor signing the LobbyGuard kiosk software displays full text audio and video illustrations of how to insert the license into the scanner for best scanning results oe 866 905 6229 LOBBSGUARD E support lobbyquard com Sign In Sign Out Secure 5 64 www lobbyguard com Integrated PC Architecture The LobbyGuard kiosk runs on an integrated Intel 3 2Ghz Pentium processor with 2GB RAM 80GB SATA hard drive and multi fan cooling system The unit employs 4 internal and 4 external USB ports as well as an external Ethernet outlet for connection to internet intranet ports The kiosk is pre installed with Microsoft Windows XP Professional The kiosk ships with a USB mouse and keyboard for use by administrators when needed The kiosk is designed to be maintenance free and easy to use The only area of the kiosk that will require regular maintenance is the loading of visitor badges into the printer Loading Visitor Badges Follow these instructions to load a new roll of badges in the printer Pull the side door open by the printer It is held in place with a magnetic enclosure pulling the door from the top will open it and expose the printer see image below Remove the printer f
73. section provides features to schedule large groups of individuals who need to enter the facility in the fastest possible time Scheduled Visitors The Scheduled Visitors feature lets you schedule a visitor or group of visitors in advance of his or her visit then send an email notification to the visitor that outlines the visit location time and other information The email also contains a bar code that the visitor can print out bring along and use to instantly sign in to the kiosk The Scheduled Visitors screen appears as follows a s F LOBBYGUARD Scheduled Visitors Logout Scheduled Visitors Events Scheduled Visitors Add New Group Group Name in Group Arrival Time Status ABC Corp Board Meeting 2 9 30 2008 12 00 00 PM Created visitors generate notification delete Scheduled Visitors are organized as groups that represent parties of people who will be visiting together A group may consist of one person or any number of people In the illustration above a group e 866 905 6229 c9 LOBBSGUARD ES support lobbyquard com Sign In Sign Out Secure 49 Wann lobbygquarnd com named Board of Directors consisting of 2 people is scheduled to arrive at 12 00 PM on October 24 The Status column indicates this group was created meaning no notification has been sent at this time Click the Add New Group link at the top right of the screen to create a new group The following screen will appear
74. so be signed out from the LobbyGuard Administrative Utility see the section labeled for more information T e ED 866 905 6229 c3 LOBBYOUARD E suppornt lobbyquard com Sign In Sign Out Secure 49 Wann lobbygquarnd com The Kiosk Control Panel LobbyGuard s kiosk software includes a built in control panel that allows you to take actions such as reboot power down and request remote support To access the control panel press the top right corner of the Welcome screen either from Kiosk mode or Event mode This will expose the administrator password screen with a numeric keypad The default password is 12345 This password can be changed via the LobbyGuard Administrative Utility You will then see the Kiosk Control Panel which contains the following options J C LOBBYGUARD Kiosk Control Panel 3 Request Remote Power Down Access the Assistance Windows Desktop Request Remote Assistance this feature allows LobbyGuard Support Technicians to take control of the kiosk and address any questions or issues You should call LobbyGuard Support prior to using this feature so that a support technician is available and expecting your connection Your support technician will provide you with additional instructions for using this powerful feature Power Down this feature will safely power down the kiosk This is the recommended method of powering down the kiosk Use the power Switch located on the rear of the ki
75. ss These features are illustrated below takes high resolution photos of visitors Can be swiveled updown for varous visitor Built In Speakers heights All screens are accompanied by professionally recorded audio mits Enter your first and last name iia and press OK Touchscreen Monitor See aa Makes visitor input fast and pipe Ht N 1 C a A C efficient BERRA epee Tepe pee ge gie Te Scans driver licenses from ail 50 states for quick sign in and identification purposes Sa Baage Printer Bar Code Scanner kad PIETE VERO eyes W Visitors simply wave their badge name aate and photo in front of the scanner to sign out The kiosk is the hardware that runs the LobbyGuard software It provides an aesthetically pleasing appearance and the strong visual impression of a serious security measure on the part of your building or facility The kiosk is an all in one unit that includes the following hardware components Integrated Camera with Tilt Control The LobbyGuard camera takes high resolution 1 3 megapixel photos of your walk in traffic The camera is housed in a swivel mount allowing for users of all heights to easily adjust the camera angle 29 866 905 6229 LOBBSGUARD E support lobbyquard com Sign In Sign Out Secure 69 www lobbyguard com Speakers for Audio Prompts of the Visitor Inputs All LobbyGuard screens contain visual and audio cues to walk the user through the sign in and sign out process The
76. t a LobbyGuard kiosk and not from a home computer or other source e ED 866 905 6229 c3 LOBBSGUARD E supponobbyguard com Sign In Sign Out Secure 49 Wann lobbygquarnd com Signing Out As the visitor prepares the leave the building he or she should sign out at the LobbyGuard kiosk The process for signing out is quick and efficient f the visitor has a visitor badge or a LobbyGuard Frequent Visitor Keytag the bar code located on the badge or keytag is used for Signing out of the facility The visitor simply scans this bar code under the bar code scanner on the LobbyGuard kiosk and is quickly and easily signed out f the visitor does not have a visitor badge sign out can be accomplished by entering his or her name into the kiosk The visitor should choose the SIGN OUT option from the kiosk workflow after which the visitor will be provided with instructions for signing out without a visitor badge In addition to the above options the LobbyGuard Administrative Utility provides features for signing out visitors via the desktop Information on these features is outlined in the section labeled The LobbyGuard Administrative Utility s 9 866 905 6229 c3 LOBBSGUARD E support lobbyquard com Sign In Sign Out Secure oF ww lobbyguard com Registering with the Kiosk One of the most powerful features of LobbyGuard is the ability for your visitors to register themselves with the kiosk This inv
77. ternet connection to your LobbyGuard kiosk it may be necessary for you to ship your kiosk or components of your kiosk back to the LobbyGuard offices for support The LobbyGuard Support amp Update Contract does NOT cover on site visits to your location or reimbursement of shipping charges Follow these steps to contact LobbyGuard technical support Internet For fastest response fill out the form located at www lobbyguard com support and your support request will be handled in the order in which it was received Phone If you are unable to contact us through our web site you can call LobbyGuard support at 866 905 6229 8am 5pm M F Eastern time Your call will be handled in the order it was received A 259 866 905 6229 G LOBBSJSGUARD E support lobbyquard com Sign In Sign Out Secure 64 www lobbyguard com For more information regarding LobbyGuard technical support policies and warranties please refer to the documentation included in your Welcome packet that accompanied your kiosk shipment You may contact LobbyGuard support to obtain additional copies of this information e ED 866 905 6229 c3 LOBBSGUARD E suppornt lobbyquard com Sign In Sign Out Secure 49 Wann lobbygquarnd com Appendix D Keeping Current with the Latest Versions It is important to keep your LobbyGuard kiosk up to date with the latest version of the LobbyGuard software New versions and updates to the LobbyGuard software are re
78. the kiosk and the repair of any hardware issues If you are interested in learning more about this optional Support contract contact support lobbyguard com e ED 866 905 6229 c3 LOBBSGUARD E supponobbyguard com Sign In Sign Out Secure 49 Wann lobbygquarnd com Appendix F Contacting LobbyGuard Solutions LLC LobbyGuard Solutions LLC is the Raleigh NC based manufacturer of the LobbyGuard hardware and software LobbyGuard Solutions also handles all support requests for the product and provides ongoing updates and maintenance to the LobbyGuard kiosk Web Site The LobbyGuard web site contains answers to common questions information on updates and other useful information on the LobbyGuard product Please visit our site at the following URL http www lobbyguard com Sales Including general and technical pre sales questions and purchase inquiries sales lobbyquard com 866 905 6229 919 785 3398 fax Support Questions from users of LobbyGuard support lobbyquard com or via the form on the web site at www lobbyquard com support toll free M F EST US East Coast 866 905 6229 option 2 Mailing Address LobbyGuard Solutions LLC 4700 Six Forks Road Ste 300 Raleigh NC 27609 29 866 905 6229 LOBBYSOUARRD ES support lobbyquard com Sign In Sign Out Secure 6 amp 9 www lobbyguard com Appendix G What s New LobbyGuard v3 4 Release Notes The following new features were added to LobbyGuard
79. to accommodate the various heights of your visitors Align your face in the square below then look into the camera and press the Take Photo button oe s S EES p i n I Fa r a F q 4 Lis ee Le 2 866 905 6229 a LOBBSOUARRD E suppont lobbyquard com Sign In Sign Out Secure 64 Wann lobbygquarnd com Scan Driver License This screen provides instructions on the proper way to insert the driver license into the driver license scanner For additional instructions on how to insert the license into the scanner please refer to the section labeled Insert your driver s license into the scanner as shown below with the front of the license facing the kiosk Push down gently on the license until you feel the scanner begin to pull it through Press here if B i T SS or i 1 i z J j i X F j L I iko F Ta E f i ii 4 a Note the button on the right side of the screen If the user does not have a driver license on hand this button can be pressed to bypass the license scan The user will then be asked to enter his or her name manually using an on screen keyboard This feature is optional and can be disabled for security purposes requiring each visitor to sign in using a license scan e 233 866 905 6229 c3 LOBBSGUARD E suppont lobbyquard com Sign In Sign Out Secure 64 www lobbyguard com Confirm Name and Confirm Date of Birth If background c
80. y disputes etc 866 905 6229 Ca LOBBS OGURRD E support lobbyquard com il rf Wen lobbyguard com 3 N LOBBSGUARD Administration Workflow Reasons For Visit Kiosks RedFlag User Manager Background Checking Database Management Add to list Name BirthDate John Smith 7 11 1963 The Red Flag screen displays all the current red flag entries for this kiosk Click on the Add to List button to add a new record the following screen will be displayed n LOBBYGUARD Sign In Sign Out Secure Administration Workflow Reasons For Visit Kiosks Red Flag User Manager Background Checking Database Management Red Flag FirstName Last Name Date of Birth E Notes Status V Active Cancel Remove ED 866 905 6229 LOBBSGUARD E support lobbyquard com Sign In Sign Out Secure 63 Wann lobbygquarnd com Enter as much information as possible to the record to make matching as accurate as possible during visitor sign in First and Last Name are required field The Active check box will enable or disable this person s record from the background check When you have completed the entry click the ADD button to add this new record to your Red Flag list e D 866 905 6229 c3 LOBBSGUARD E suppont lobbyquard com Sign In Sign Out Secure 49 Wann lobbygquarnd com User Manager The User Manager is used to add edit delete user accounts for those users who

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