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Frequently Asked Questions

ACTvisitor

How to add a Photo to a Visitor Badge

Click on the visitor console button this is the second icon in from the left that looks like a group of people

Double click on the scheduled visitor

The visitor will now move across into the “Schedule Visitor” window

Click on the small camera icon in the bottom right hand corner of the visitor badge

A warning message may appear. If so, click on the button allow.

The webcam will now be activated

When satisfied with the photo click capture and save.

The photo of the visitor will now be saved.

How to Install the Visitor Notifier App

Click on the second icon in from the right – the down arrow

Click on the appropriate visitor notifier option depending on whether you have a windows or a mac operating system

The app will begin to download and you should see the folder downloading in the bottom left hand corner of your screen

Once downloaded click on the folder

An application install window will appear – choose install

Then - Choose Continue

The application will begin to install

A login box will appear in the top left hand corner of your screen

Type in your username and password and choose where you would like the visitor notification message to display

Press Save

The Visitor Notification function has now been installed

A notification pop up such as the one seen here will appear when a visitor of yours checks in or checks out.

How to Print the Fire and Evacuation List

Click on the fire and evacuation icon on the top left of the screen that looks like a siren

You will then be able to choose which sites and which locations you wish to generate a fire list for

Click “Yes” when asked to print the fire list. This will generate a pdf of the complete fire list

Select printer and click print

The fire and evacuation list will now be printed

How to View the Visitor History Log

Click on the magnifying glass button

The visitor history window will appear

This window contains the details of the visitor and their visit for all visitors that have checked in

You can scroll down through the list of visitors

Or

You can use the search function

Simply type in the details of the visitor you are searching for and press the filter button

All relevant search results will appear

You can print the visitor history details or export them to excel

Double click on the visitor you wish to see further details for.

Why can't I edit a visitors details after I print their badge?

Once you've printed the badge, the system won't allow you to edit the visitors details, this is to ensure there isn't a badge created with details that don't match a visit in the system. This is especially important for security reasons, where a badge would then not match an entry on the system if checked by security.

How to Check In a Visitor

First of all we click on the visitor console button which is the icon second in from the left that looks like a group of people

Open the Scheduled visitors tab and find the visitor you would like to check in

Double click on the visitor

This will bring the visitor onto the schedule visitor screen on the right.

At this stage a visitor card number should be allocated to the visitor if necessary.

You now have three options, you can;
Prepare Badge: This will print the visitor badge in preparation for the visitors arrival. This will help avoid delays in a busy reception. When the visitors badge has been prepared, the visitors name will drop down into the “Badge Prepared” tab shown here.

Secondly, Check In – Print Badge: This will check the visitor in and print the visitor badge simultaneously. This is to be used when a badge has not been prepared for the visitor ahead of the visitors arrival or when a photograph of the visitor is needed prior to printing the badge.

And Finally, Check In: This will simply check the visitor in immediately. It is to be used when the visitor badge has been prepared or when the receptionist does not wish to issue a visitor badge.

When the visitor is checked in the visitors name will drop down into the “on site” tab.

The visitor is now checked in.

How to Add new Hosts

Click on the staff management icon, this is the icon that looks like a building

The staff management window will appear

In this window you can search for hosts using the filter options

Or

You can add new hosts by filling in the hosts details at the bottom of the window here

Tick the appropriate box in order to give the host access rights depending on whether the host is a “reception user” or an “administrator”.

Be advised not to give administrator rights to the new host unless they should have full access to ACT cloud visitor software.

A reception user will not have access to “Visitor History”, “Staff Management” or settings screen options. They will only be allowed to schedule, prepare visitor badges, check in and check out visitors.

Click the add button on the bottom left hand corner of the screen.

The new host has now been added.

How to Check Out a Visitor

Click on the visitor console button, the second button in from the left that looks like a group of people

Open the onsite tab in the visitor console screen

Double click on the visitor that you wish to check out

This will bring the visitor into the “schedule visitor” screen on the right.

Click on the “Check Out” button

The visitor will then be checked out and the visitors details including their check out date and time will move into the “checked out date/time” tab below

The visitor has now been checked out and the visit details can be reviewed at any time using the visitor history function.

How to Schedule a Visitor

Click on the schedule visitor button which is the third button in from the left – the person with the addition sign.

Then you fill in the “Schedule Visitor” window on the right.

Choose the title & fill in the remaining details of your visitor

The card number field is used to populate the card number that will be allocated to the visitor. This can be done at the prepare badge/check in stage.

Then choose the type of visitor they are.

Choose the host – this is who the visitor is going to be meeting.

If there is more than one location, choose which building and which room they are going to visit. So you can use the same software across as many locations as you would like.

We can then pick the day they are coming to the meeting and the time.

You then press the schedule button down on the bottom right of the screen.

The visit has now been scheduled.

How to Install the Barcode Reader App

Click on the second icon in from the right – the down arrow

Click on the appropriate visitor barcode reader option depending on whether you have a windows or a mac operating system

If a warning message appears – choose keep.

You should see the folder downloading in the bottom left hand corner of your screen

Once downloaded click on the folder

A security warning may appear. If so Click “Run”

An application install window will appear. Choose “Continue”

The installation of the app will begin.

A login window will appear

Type in your username and password

Copy the address of where the java file is stored on your machine and paste it in the box entitled: Java Path

On Windows 7 operating systems do the following:

My Computer
C Drive
Program Files (x86)
Java
Bin
Copy address as text

Paste into java path box

Type \java.exe after the pasted path

Click Save

Your visitor barcode app has now been installed. You can now use any barcode reader to check in or out your visitors. This will save you time in a busy reception.

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