Visitor Management

The Eco Time Visitor Management system allows a visitor to your site to easily record their personal and visit details.  It is integrated with Eco Time to make use of it's employee information and access control features.
The system has the following features:

• takes advantage of the Chrome web browser's advanced features
• is best used with a touch screen device as a kiosk
• records visitor information:
  • name and contact details
  • the visitor's company name
  • visitor photo via webcam
  • who the visitor is seeing
  • reason for the visit
  • vehicle registration
• prints a visitor identification label
• the guard authorises and assigns a proximity tag used for access control
• visitors on site report

 
CONTENT

1. Setup
   1. Server Setup
   2. Kiosk Setup
      1. Creating a desktop shortcut
      2. Kiosk Settings
   3. Guard Terminal Setup
      1. Installing the tag reader
      2. Induction Video
2. User Guide
   1. Visitor
      1. Signing In
      2. Signing Out
   2. Guard
      1. Authorising a visitor
      2. Visitors on Site Report
          

   

The Eco Time Visitor Management system must be installed on the same computer as Eco Time as it will share the Eco Time data. 

1. Install the Eco Time Visitor Management Server.
2. Copy the certificates (visitors.cstime.crt & visitors.cstime.key) to the certificates folder in the root of the data folder.
3. Edit the CSVisitors.ini file in \ProgramData\CSVisitors to set the datapath. CSVisitors datamode = 1 datapath = C:\CSVM If datamode is set to 0 instead of 1, the program will use the Eco Time datapath and ignore the path set in this file.
4. Run the Eco Time Visitor Management Server. The image below is shows a Visitor Management instance with no activity. Take note that the server is serving the pages on port 444.
5. By default the pictures taken by the kiosk webcam will be stored in \CSVisitorWeb\web\uploads.  This can be changed by creating and editing the csvisitorweb.ini in the \CSVisitorWeb folder.  Add / change the following in the ini file: csvisitors photofolder=uploads Please note: the picture folder must be located under \CSVisitorWeb\web.
6. Open a browser window and enter https://visitors.cstime:444/vmsetup  
7. Select Settings to setup your company name and email settings. Click on Save to save the data and return to the previous page.  

 

1. Copy the c:\windows\system32\drivers\etc\hosts file to desktop (for Windows 7 and Windows 8).
2. Open it and add to the bottom of the host file: 192.168.2.8    visitors.cstime where the IP address is that of the CS Visitor Management Server pc.
3. Copy and paste this file back into the c:\windows\system32\drivers\etc folder and confirm the replacement.
4. Install the latest version of the Google Chrome  web browser on the kiosk.
5. Import the CapeSoft certificate:
   1. In Chrome, go to Settings, Show Advanced Settings and click on the Manage Certificates button.
   2. Select the Trusted Root Certification Authorities tab.
   3. Click on Import, Next and then browse and find the capesoftCA.crt file.
   4. Click Next to complete the import.  CapeSoft should now appear in the list.
   5. Click Close.
6. Enter the dns name of the Eco Time server in the browser address like so: https://visitors.cstime:444
7. The Sign In window should open if the CS Visitor Server is running.
8. Press F11 or open the Chrome settings to activate full screen mode.

 

To create a desktop shortcut to directly open the Visitor Management system:

1. When in Chrome, with the Visitor Sign In page open, open the Chrome menu (click the  button).
2. Select Tools, Create Application Shortcuts.
3. The following popup will be displayed:
4. Click on Create.  A shortcut to open open the webpage in Chrome will now be on your desktop and in your Task Bar.

 

To configure the settings for each kiosk, open a browser window and go to https://visitors.cstime:444/vmsetup.

1. Click on Kiosks and click on Insert. Kiosk Number:  The kiosk identification number. IP Address: *IP address of the kiosk. *Description:  A short description to identify the kiosk. Location Description:  Add a location description for a more detailed identification of the kiosk. Guard Auth Tag: *The guard tag number. *Allow Access to Devices: Allow the visitor tag to be used at clocking units configured in Eco Time.  This will be a list of device numbers seperated by commas. Induction Menu Is Off:*Show or hide the Induction menu in the kiosk window. *Guard Menu Is Off:*Show or hide the Guard menu in the kiosk window. *Guard Station Direction: The direction of the Guard station from the kiosk i.e. which way must the visitor turn to recieve their tag. Kioskgroups: *Kiosks can be grouped for report purposes.  Enter the kiosk identification numbers seperated by commas to group them. *Contacts Filter:*Filter the names of the names of possible contacts a visitor can search from at this kiosk. *For more information on creating a filter view the document on Custom Employee Groups. *Label Printer*and*Report Printer: *The printer name in these two fields can be found as follows:
   1. Open Windows' Control Panel.
   2. Select Devices and printers.
   3. Right-click on the printer you want to use and click on Properties.
   4. Copy the name of the printer under the General tab and paste it into the ini file. Click on Save to save the kiosk details.

 

Repeat the setup instructions for the Kiosk setup, but use the Guard window address e.g. https://visitors.cstime:444/Guard

 

A proximity tag reader can be installed for sites where access control is enabled and where the visitor will require a tag to open doors / gates.

1. Plug the tag reader into an available USB port.  Windows should automatically install the appropriate driver for a USB serial port.
2. Open the Window Device Manager to check the Com port number assigned to it.  
3. Install the ProxUSBtoTCP program.  This will communicate with the CS Visitor Server to send proximity tag numbers read from the tag reader.
4. Check that there are localhost.* certificates in the certificates folder of the ProxUSBtoTCP program.
5. Run the program. Click on the Settings tab and enter the Com port number assigned to the reader by Windows (as seen in the Device Manager - point 2).  Close and then run the program again.
6. The ProxUSBtoTCP program (putt.exe) can also be installed as a service from the Settings tab.

 

The induction video file must be located in the application folder of the ProxUSBtoTCP program.  The video file must be an avi file and must be named "induction.avi".

   

The visitor can edit his/her details at any stage by selecting the Back button.

  The visitor kiosk will default to the Sign In/Sign Out screen.

After selecting Sign In, the visitor must indicate whether this is a first time visit or not.  Returning visitors will be prompted to enter their name or company name.  The returning visitor's details will be displayed on screen and he/she will have the option to change or accept it.

The visitor must now enter his/her information using the on screen keyboard.

Next, the system will attempt to capture a photo.  The visitor must select Capture to take the photo and Accept to move to the next window.

Next, the visior must enter the name of the person he/she is coming to see.  The employee name can be selected from a list which matches the name entered in the field.  If the name does not exist in the employee file of Eco Time, the sign in process cannot be completed.

The reason for the visit must now be selected.  If the reason for the visit is not diaplyed on screen, the visitor can once again use the keyboard to enter a reason and matching descriptions will be displayed.

The visitor must now indicate whether or not their vehicle is parked on the company premises.

They must now enter the vehicle registration and select the area where the vehicle is parked.

If the visitor is signing in on behalf of a group of visitors e.g. a tour group, he/she must select Yes in the screen below and then enter the number of people in the group in the next window.

 

The visitor can complete the process by selecting Sign In New Visitor.
The visitor label will be printed at the designated label printer and the guard must now authorise the visitor from his/her console.

  Before the visitor exits the premises, he/she must Sign Out.

The visitor can enter his/her name or company name and then select his/her name form the list.

If the visitor's details are correct, he/she must select Sign Out to complete the process.
    Once the visitor has completed their sign in on the kiosk, the guard must select Authorise on his/her terminal.

All the unauthorised visitors will be displayed. The guard must select Authorise next to the visitor that has signed in.

The visitor's details will be displayed on screen.  If induction is required, the guard can click on Induction was Watched to log the induction date.  The guard must click on Assign Tag to assign a proximit tag to the visitor if necessary.

The guard can now swipe the visitor card on the proximity card reader, if installed.  The Tag number will appear and the guard must now select Authorise.

The guard should now swipe or enter his / her own tag to finally authorise the visitor.

  The guard can view or print a list of the visitors on site by selecting Visitors On Site.

A list of authorised visitors that have not signed out will be displayed.
The information can be printed by selecting the Print button.