G e t t i n g S t a r t e d G u i d e. ID Card Managers. Getting Started Guide. 1 P a g e

Size: px

Start display at page:

Download "G e t t i n g S t a r t e d G u i d e. ID Card Managers. Getting Started Guide. 1 P a g e"

Jonah Patrick
5 years ago
Views:

1 G e t t i n g S t a r t e d G u i d e ID Card Managers Getting Started Guide 1 P a g e

2 G e t t i n g S t a r t e d G u i d e P a g e 2 Contents ID Cards: Getting Started... 3 Why manage photo ID Cards with WhosOnLocation?... 3 You Print vs. Print to Bureau... 4 Who can you issue ID Cards to?... 4 What are Templates?... 5 Template Elements... 6 Create an ID Card Template... 8 Changing the Default Layout of your Template Editing Existing Templates About Cardholders Types of Cardholders Assigning Cardholders to a Template Adding a Photo to a Cardholders Profile Printing ID Cards Sending ID Cards to the Bureau... 23

3 G e t t i n g S t a r t e d G u i d e P a g e 3 We want to know what you think! Let us know what you think: support@locatingus.com. ID Cards: Getting Started We welcome any feedback on this ID Card Managers Getting Started Guide. If you want to learn more about how to create, issue, and manage photo ID cards with WhosOnLocation and are wondering how to get started this paper is for you. This guide is designed to help you understand how to use WhosOnLocation to manage photo ID cards for Employees/staff and Contractors. Why manage photo ID Cards with WhosOnLocation? Many organizations issue photo ID cards to their employees/staff as a security measure to clearly identify to other employees, suppliers, and customers that the cardholder is an authentic representative of the organization. They are also used to help security and reception teams validate the cardholder before issuing them with access to secure areas. For similar reasons many organizations also issue photo ID cards to approved contractors. However, having issued employees/staff and/or contractors with a Photo ID card, why not have the cardholder also use that same card to record their presence onsite. WhosOnLocation allows the cardholder to scan themselves into and out of any of your organization's sites using the barcode on their photo ID card. Note: WhosOnLocation ID cards are not access control cards. Best practice in security dictates that under no circumstances should your photo ID card also serve as an access control card. They should be separate cards or tokens. Getting Started This guide will explain the key features of the ID Card Module. The first thing you need to do is activate the ID Card Module. Only an Administrator can do this. It s extremely simple to do. Refer to the How to Activate the ID Card Module in the Help Desk. The second thing you must do is grant ID Card Manager User rights to a user this may be yourself or another staff member. To grant ID Card Manager User Rights refer to the How to Assign ID Card Manager User Rights in the Help Desk. Help and Support - a Mouse Click Away! We are strongly committed to giving our users the very best service but we are also committed to making WhosOnLocation the best people presence management service in the world. We welcome all feedback. If you have an idea to help us improve WhosOnLocation, or you have a feature you would like to see, post your suggestion in the Share an Idea forum found here in the WhosOnLocation Helpdesk. Love Your WhosOnLocation! The team at support@locatingus.com

4 G e t t i n g S t a r t e d G u i d e P a g e 4 You Print vs. Print to Bureau ID Card Module users can choose to print their own cards for their organization or they can have a Print Bureau print cards for them. When activating the ID Card Module you must select one of the following ID Card options: 1. You Print (meaning you have your own ID Card printer) a. You Print requires you to own one or more ID card printers. b. WhosOnLocation supports any ID card printer brand. c. ID Cards are printed onto CR80 size cards, the internationally recognised ID Card standard size. (Credit cards etc ) 2. Print to Bureau (meaning you want your ID Cards printed by a Print Bureau). a. You do not require an ID card printer b. You select your preferred Print Bureau in your country c. You setup your ID Card delivery addresses d. You create your ID card template (s), assign cardholders to a card template, add their photo if required, then send the ID cards to your Print Bureau. e. The Print Bureau receives a request to print your cards, downloads the card job, prints the cards, and ships them to your specified shipping address. f. ID Cards are printed onto CR80 size cards, the internationally recognised ID Card standard size. (Credit cards etc ) Who can you issue ID Cards to? With WhosOnLocation you can assign and print ID Cards for staff and/or contractors. Staff must be setup in your account Contractors must be setup in your account and the contractor staff member must be Approved We assume you have now activated the Module and assigned a user to the ID Card Manager role. The remainder of this Guide looks at the ID Card features for both You Print and Print to Bureau.

5 G e t t i n g S t a r t e d G u i d e P a g e 5 What are Templates? Templates are card designs or layouts. When creating an ID Card Template you can add a logo or a background image to your card, as well as select from a number of fields to appear on your template. These include: 1. First Name 2. Last Name 3. Title 4. Role 5. Department 6. Contractor Entity 7. Barcode 8. Expiry Date 9. Etc You can have more than one ID Card Template. For example you may have one template for employees / staff, another for contractors etc each with its own unique layout and logo. Once you have templates created you can preview them as a PDF and them to other staff for feedback before finalizing the template design. Disclaimer: The ID Card Module in WhosOnLocation is designed to produce great ID Cards where white backgrounds dominate the card design. We support background images but in the current version we limit font colours to black. The primary purpose of the ID Card Module is to enable our users to have an integrated ID Card management, presence management, and evacuation management facility all in the one application.

6 G e t t i n g S t a r t e d G u i d e P a g e 6 Template Elements The following card elements make up a Card Template. 1. Template Name means the unique name of your template. For example Employee Contractor etc 2. Logo is any JPEG file you want to add to your ID Card Template. Normally this would be your organizations corporate logo. 3. Background Image is any JPEG file you want to use as background for your template. For example you may want to have as a design your corporate logo sitting alongside other elements of your corporate brand. 4. Display Name a. First Name means the first name of the cardholder. For example: John b. Last Name means the last name of the cardholder. For example: Smith c. Title means the job title or position of the cardholder or d. Role only applies to contractor s setup in the Contractor module. See Contractor Management in the Help Desk 5. Cardholder Photo means you want a photo of the cardholder included on the card 6. Organization Info a. Contractor Entity means the legal name of the contractor organization the contractor is associated with. This element only applies to cardholders that are setup as contractor s staff in your WhosOnLocation account. b. Department means the Department the cardholder is associated with. This element only applies to cardholders that are setup as staff in your WhosOnLocation account. 7. Cardholder Reference allows you to include on the card a unique cardholder reference. This field takes its content from the cardholder s profile. In both staff and contractor staff profiles there is a field titled Cardholders reference. If it is populated the content will be printed onto the card of the respective cardholder. 8. ID Card Number means WhosOnLocation will assign a unique ID Card number to each card. Because ID Card Number and Barcode (see below) are the same number only one of these can be activated. 9. Card Expiry Date means the date the card should be renewed / re-printed. 10. Default Expiry Date allows you to set a default expiry date for all cardholders assigned to this template. Alternately you can assign a unique expiry date on a cardholder by cardholder basis later.

7 G e t t i n g S t a r t e d G u i d e P a g e Barcode results in WhosOnLocation adding a unique barcode identifier for each cardholder. The barcode can be used to scan the cardholder into and out of your locations (Head Office, Operations etc ). Because Barcode and ID Card Number (see above) are the same number only one of these can be activated. 12. Hole Punch results in the Default Design layout accommodating space for a hole 13. Orientation means landscape or portrait orientation of the card. Landscape Portrait

in order to follow these steps) 2. Select Create Card Template. 3.

8 G e t t i n g S t a r t e d G u i d e P a g e 8 Create an ID Card Template 1. Go to the ID Card Dashboard (note you must have assigned yourself ID Card Manager Rights in order to follow these steps) 2. Select Create Card Template. 3. Select Create Card Template then activate the elements you want on your template. (see previous page for details) 4. Click NEXT >>

You can preview your Template as a PDF by clicking the Preview and Print Card button 7. You can: a.

9 G e t t i n g S t a r t e d G u i d e P a g e 9 5. PREVIEW TEMPLATE: You are presented with a preview of your template in the Default Design layout. 6. You can preview your Template as a PDF by clicking the Preview and Print Card button 7. You can: a. the Template to another person for feedback b. Print the Card Template to any printer 8. If you wish to make element changes click Back, make your edits then click Next >>, preview again and once you are satisfied you can select Save.

G e t t i n g S t a r t e d G u i d e P a g e 10 Changing the Default Layout of your Template With your WhosOnLocation ID Card Template editor you have access to several basic editing functions which

10 G e t t i n g S t a r t e d G u i d e P a g e 10 Changing the Default Layout of your Template With your WhosOnLocation ID Card Template editor you have access to several basic editing functions which enable you to personalize some elements within your template. Below is a template in Default Design layout. To access the element editor simply select an element by clicking on it. Below I select the logo. This brings up a grid, which you can use to align elements. The element you select is shown inside a red box. Depending on the element selected you are presented with different editing functions. Overleaf we examine the diferent editing functions and what they do.

11 G e t t i n g S t a r t e d G u i d e P a g e 11 Template Editing Functions Element Selected: Photo, Barcode, Logo, Expiry Date You can; 1. Centre on Card: meaning the element is positions in the middle of the card horizontally. 2. Align Left: meaning the element is aligned to the left of the red box area it resides in. 3. Align Right: meaning the element is aligned to the right of the red box area it resides in. 4. Align Centre: meaning the element is aligned to the centre of the red box area it resides in. 5. Reset all to Default: resets all elements back to the Default Design layout. 6. Clear Selection: Unselects an element you currently have selected.

12 G e t t i n g S t a r t e d G u i d e P a g e 12 Editing Existing Templates 1. Go to the ID Card Dashboard (note you must have assigned yourself ID Card Manager Rights in order to follow these steps) 2. Select View Templates. 3. Select the template from the pick list by clicking on the name of the Template. 4. This opens the Template Editor functions. Make your changes and click Save.

13 G e t t i n g S t a r t e d G u i d e P a g e 13 About Cardholders Types of Cardholders There are two types of Cardholders; staff and contractors staff. We detail more about contractors in the Contractor Managers: Getting Started Guide located in the Help Desk. But here is a quick overview. 1. Staff means people belonging to your organisation. You may refer to them also as employees. a. WhosOnLocation supports one or more locations in your account b. Staff are associated with one location only (their home base ) c. Staff can be signed in and out of one or more locations d. Staff can be given access to the staff functions of WhosOnLocation with a username and login e. Staff can pre-register visitors f. Staff can be given roles to manage modules and functions within WhosOnLocation. These are: i. Reception Manager ii. Contractor Manager iii. ID Card Manager iv. Report Manager g. You can add a photo of a staff member to their WhosOnLocation profile. 2. Contractors Staff means any person whom your organization tags as a contractor staff person. These are typicaly people who are not employees or visitors (in the traditional visitor sense), but who are employed by 3 rd party organizations (Contractor Entities) to provide services to your organization. An example of a Contractor Entity is ABC Cleaning Company Limited. An example of a Contractor Staff perosn is John Brown, Cleaner. a. Contractors Staff can be granted access rights to one or more locations b. Contractors Staff can be signed in and out of one or more locaitons but only those locations they have rights to access. c. You can add a photo of a Contractor staff person to their WhosOnLocation profile.

14 G e t t i n g S t a r t e d G u i d e P a g e 14 Assigning Cardholders to a Template WhosOnLocation allows you to assign both Staff and Contractors Staff ID Cards to an ID Card Template. Assigning Rules: 1. Only Active Staff can be assigned to a Template 2. Only Approved Contractor Staff can be assigned to a Template 3. You can assign a Contractor Entity to a Template; effectively making that Template the default template for all Contractor Staff associated with that Contractor Entity. The autoassignment only applies to Contractor Staff added after the default template is set at the Contractor Entity Level. We examine these assignments now: 1. Go to the ID Card Dashboard (located on the left of the screen) 2. Select Edit Cardholders

G e t t i n g S t a r t e d G u i d e P a g e 15 3. You are presented with a list of Cardholders. There are two types: a. Staff b.

15 G e t t i n g S t a r t e d G u i d e P a g e You are presented with a list of Cardholders. There are two types: a. Staff b. Contractors You can filter either type by Template Name and/or Location The following steps apply whether you are adding Staff or Contractors Staff. In this exercise we will add a Staff person to a Template. 4. Select Staff from the Type list (if not already selected) 5. Select View Non-Cardholders from the view options 6. You are presented a list of Active Staff.

16 G e t t i n g S t a r t e d G u i d e P a g e We can clearly see the staff member Jonathan has not been assigned to a Template yet because the Template column is blank beside his name. 8. If Department name is not showing against the cardholders profile refer to How to Setup Segments and Departments in the Help Desk. 9. Select the tick box on the right of the Photo column (see above) 10. Select Assign to a Card Template from the Run action pick list. Select a Template 11. Click Run Action

G e t t i n g S t a r t e d G u i d e P a g e 17 12. Click the View Cardholders button. 13. Our staff member (Jonathan) is now a Cardholder, assigned to a specific template.

17 G e t t i n g S t a r t e d G u i d e P a g e Click the View Cardholders button. 13. Our staff member (Jonathan) is now a Cardholder, assigned to a specific template. In this case the Employee Template. 14. The Employee Template has a Default Expiry Date setup (17/07/2012). If you wanted to assign a different Expiry Date for a specific cardholder: a. Select the tick box beside their name b. Select Assign Card Expiry Date form the Run action pick list c. Select a Date d. Click Run Action

18 G e t t i n g S t a r t e d G u i d e P a g e 18 Adding a Photo to a Cardholders Profile If the cardholder does not have a photo on file it is indicated by the link titled Add Photo on the right of the screen beside their name. 1. There are two areas within WhosOnLocation where a user can add a photo of a Staff member or a Contractor Staff member. a. The first is within the persons Profile. Simply go to the staff members or contractor staff members profile, open it, scroll to the ID Card (from module) tab, and add the photo where indicated. Or b. Under the ID Card module. We detail this below. 2. To add a Photo of Jonathan to his profile click the Add Photo link. There are two options: a. You can Browse your PC or local server to add a photo already stored in another system OR b. You can capture the photo of the cardholder if they present using the web cam capture tool in WhosOnLocation. You must have a web cam built into or installed on your PC or laptop. 3. Click Save Photo 4. The Add Photo link changes to View Photo

G e t t i n g S t a r t e d G u i d e P a g e 19 5.

19 G e t t i n g S t a r t e d G u i d e P a g e To view the photo and/or update it with a more recent photo simply click the View Photo link.

20 G e t t i n g S t a r t e d G u i d e P a g e 20 Printing ID Cards Print Cards is only available if your ID Card print option setup under Modules is You Print. (See How to Activate the ID Card Module in the Help Desk) 1. Go to the ID Card Dashboard (located on the left of the screen) 2. Select Print Cards

21 G e t t i n g S t a r t e d G u i d e P a g e The default view is Staff and View Not Printed. If you are printing Contractor Staff cards then change the Type to Contractors Staff. In this exercise we are printing a Staff card; Jonathan s card for the first time. 4. Select the tick box of the cardholder (s) you want to print card (s) for 5. Select the Add to Print Job button 6. This will add the cardholder (s) selected to a Print Job Queue. You can add other cardholders to the queue.

G e t t i n g S t a r t e d G u i d e P a g e 22 7.

The Queue link is replaced by a Print Job button. 9.

22 G e t t i n g S t a r t e d G u i d e P a g e When you have completed adding cardholders to the Queue select the Queue link 8. The Queue link is replaced by a Print Job button. 9. If a cardholder needs to be removed from the Queue simply select the tick box a. Then select Remove from Print Job in the Run action list b. Click the Run Action button 10. A PDF is created which you can now print then save or delete. 11. A pop up window confirms the creation of the PDF. Click Close

23 G e t t i n g S t a r t e d G u i d e P a g e 23 Sending ID Cards to the Bureau Send to Bureau is only available if your ID Card print option setup under Modules is Print to Bureau. (See How to Activate the ID Card Module in the Help Desk) 1. Go to the ID Card Dashboard (located on the left of the screen) 2. Select Send Cards to Bureau

G e t t i n g S t a r t e d G u i d e P a g e 24 3. The default view is Staff and View Not Printed. If you are printing Contractor Staff cards then change the Type to Contractors Staff.

24 G e t t i n g S t a r t e d G u i d e P a g e The default view is Staff and View Not Printed. If you are printing Contractor Staff cards then change the Type to Contractors Staff. In this exercise we are printing a Staff card; Jonathan s card for the first time. 4. Select the tick box of the cardholder (s) you want to print card (s) for 5. Select the Add to Print Job button 6. This will add the cardholder (s) selected to a Print Job Queue. You can add other cardholders to the queue.

G e t t i n g S t a r t e d G u i d e P a g e 25 7.

The Queue link is replaced by a Send Job to Print Bureau button. 9. Select a Delivery Address.

25 G e t t i n g S t a r t e d G u i d e P a g e When you have completed adding cardholders to the Queue select the Queue link 8. The Queue link is replaced by a Send Job to Print Bureau button. 9. Select a Delivery Address. If there are no addresses setup refer to How to Setup ID Card Delivery Addresses in the Help Desk. 10. The delivery address you select is presented in the upper right of the screen. 11. Select the Send Job to Print Bureau button.

G e t t i n g S t a r t e d G u i d e P a g e 26 12. A pop up appears giving you the details of the Print Job sent to the Print Bureau. Click Close 13.

26 G e t t i n g S t a r t e d G u i d e P a g e A pop up appears giving you the details of the Print Job sent to the Print Bureau. Click Close 13. You will also be sent an with these same details. 14. The print job is sent by WhosOnLocation to the Print Bureau. 15. They will print the job and ship it according to your Delivery Address. 16. To view historical print jobs select the Job History icon in the ID Card Dashboard. This completes the Administrators Getting Started Guide. Please refer to the online Helpdesk for further guides, How to and Tips & Tricks. You can request assistance anytime via the Helpdesk by using the Submit a Request.