Helpdesk Paper: About Visitor Photo Capture. About Visitor Photo Capture. About Visitor Photo Capture. WhosOnLocation.com

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1 About Visitor Photo Capture About Visitor Photo Capture Helpdesk Paper: About Visitor Photo Capture WhosOnLocation.com WhosOnLocation Limited, All Rights Reserved

2 A b o u t V i s i t o r P h o t o C a p t u r e P a g e 2 Contents About Visitor Photo Capture... 3 Activating the Visitor Photo Capture Utility... 4 When you want to capture Photo of all Visitors and/or Contractors... 4 For Visitors Visiting Specific Employees... 5 Printing Visitor and/or Contractor Photos... 6 Visitor Kiosk WebCam Setup... 7 Visitor Kiosk Adobe Flash Player Settings... 8 Visitor Check-in Experience with Photo Capture Looking up a Visitor Photo P a g e

3 A b o u t V i s i t o r P h o t o C a p t u r e P a g e 3 About Visitor Photo Capture WhosOnLocation with Photo Capture has all of the features to capture, store and print visitor photos. Capture Store Print Capture your Visitor and/or Contractor s Photo. The easy to use, intuitive Photo Capture process adds another great layer to support your site security. You can: 1. Capture the photo of all visitors only; 2. Capture the photo of all contractors only; 3. Capture the photo of both visitors and contractors; 4. Capture the photo of all only those visitors signing in to visit specific employees. Non-Touch vs. Touch Screen Personalization. WhosOnLocation is so flexible you can have, at a single location, a combination of a standard keyboard and mouse PC Kiosk and Touchscreen Kiosks. Furthermore on one type of kiosk (say Non-Touch standard keyboard and mouse PC Kiosk) you might enable Photo Capture for Visitors Only. Whereas your Touchscreen Kiosk may only capture photos for contractors or both, or the other way around. The choice is yours. Visitor vs. Contractor Photo Capture Personalisation. Just because you enabled Visitor Photo Capture does not mean you have to take a Photo every time a regular contractor checks in. If using the Contractor Management tools within WhosOnLocation you can upload a Photo against each Contractors profile. Therefore mitigating the need to capture their photo every time they check-in Receptionist Can Capture Visitor Photo. If your Kiosk is busy or you are not using a Kiosk you can install a webcam on the receptionist PC. When checking in a Visitor and/or Contractor the receptionist can capture the visitor s photo by using a mounted webcam at reception. Conversely the Receptionist can hold and point a webcam at the Visitor as part of the Photo capture process. Printing Visitor and/or Contractor photos onto the Visitor Pass. You can include your organisations logo on your Visitor Pass, or the photo of the Visitor or Contractor, further enhancing site security. Note: Just because you enable Photo Capture it does mean the photo has to be printed on the Visitor Label / Pass. Enabling Photo Printing is a separate function which we cover off later in this paper. 3 P a g e

4 A b o u t V i s i t o r P h o t o C a p t u r e P a g e 4 Activating the Visitor Photo Capture Utility When you want to capture Photo of all Visitors and/or Contractors To activate the Visitor Photo Capture Utility you must be an Administrator. 1. Select the Administration Dashboard 2. Make sure you have the correct Location selected (circled in red below). If not select Change Location from the upper right of the screen. 3. Select General Options 4. Select either Non-Touch Screen Settings (to set Photo Capture on non-touch screen kiosks) and/or Touch Screen Settings (to set Photo Capture on touch screen kiosks) 5. Select the Security tab 6. Scroll to the bottom of the form and select Visitor Photo Capture (see Note 1 in footer) 7. Click Save Note 1: You can activate Visitor Capture for Visitors Only, Contractors Only or Both on each Kiosk Type. 4 P a g e

5 A b o u t V i s i t o r P h o t o C a p t u r e P a g e 5 For Visitors Visiting Specific Employees WhosOnLocation supports the ability to capture the photo of a visitor or contractor when they visiting specific, nominated, staff only. Scenario Let s say you don t need to capture every visitor s photo when they sign in. However, like many organisations there may be times when, for security or safety reasons, you need to capture the photo of visitors or, you need to capture a visitors photo when they are visiting a specific group of employees. Can you capture the photo of visitors and/or contractors that are visiting the staff that work in nominated departments of areas? Yes you can!. To activate the Visitor Photo Capture for visitors visiting specifc staffyou must be an Administrator. 1. Select the Administration Dashboard 2. Make sure you have the correct Location selected (circled in red below). If not select Change Location from the upper right of the screen. 3. Select View Staff 4. Search for the staff member that requires the photo of anyone visiting them to be captured. 5. Select their name to open their profile 5 P a g e

6 A b o u t V i s i t o r P h o t o C a p t u r e P a g e 6 6. Select the Kiosk Photo Capture option 7. Select Save and Exit. That s it!. Every time a visitor signs in to visit this specific staff member, their photo will be captured. Printing Visitor and/or Contractor Photos Capturing visitor and/or contractor photos does not mean you are forced to print the photo onto the Visitor Pass it simply means you are capturing the photo of your visitor and/or contractor for security reasons. It does not even mean you have to print any form of Visitor Pass. But assuming you want to print a Visitor Pass with a Photo you must have printing enabled for the Location. To enable Visitor Label / Pass printing please refer to the Helpdesk and read: How to Activate Visitor Label Printing. 6 P a g e

7 A b o u t V i s i t o r P h o t o C a p t u r e P a g e 7 Visitor Kiosk WebCam Setup Your visitor kiosk must have a webcam installed with the webcam pointing at a height most users would be able to view while checking in. You can use the following types of webcams: 1. The built in webcams that come pre-installed and integrated into your laptop - if using a laptop as your kiosk 2. A standalone webcam installed on your PC (like these examples below). The WhosOnLocation Photo Capture utility uses Adobe Flash Player. So check to make sure your Kiosk (and/or Reception PC with the webcam installed) has the latest version of Adobe Flash Player installed. Once installed, Adobe Flash Player needs to be set to do two things: 1. To use the webcam you installed on the Kiosk or receptionist PC 2. To remember those settings so you don t have to do every time you login. Activating the Adobe Flash Player settings for WhosOnLocation is done through the WhosOnLocation Kiosk login or in the case of the receptionist with a webcam installed on their PC the receptionist s login. Overleaf we set the Adobe Flash Player settings to use the webcam you installed and to remember that setting. 7 P a g e

8 A b o u t V i s i t o r P h o t o C a p t u r e P a g e 8 Visitor Kiosk Adobe Flash Player Settings 1. Go to the Visitor Kiosk (and repeat this for every Kiosk if more than one) 2. Go to the login screen 3. The user is taken to the Kiosk setting screen where they must set their Kiosk Settings. 1. Firstly, if there are multiple Kiosks setup at this Location, ensure this Kiosk is linked to the correct Location Access Control Point (LACP). The current LACP selected appears on the screen here in brackets. To change the LCAP select the + icon and select an alternative. 8 P a g e

9 A b o u t V i s i t o r P h o t o C a p t u r e P a g e 9 2. Next, the operator must select Yes or No to Print Visitor Labels. 3. Next select Yes or No as to whether this Kiosk is a Touchscreen or Not. Note: If the Kiosk is an ipad - neither Printing or Photo Capture is supported due to the lack of USB support on these devices. 4. If Photo Capture has been enabled for the location you will see a link in blue just above the Enter Kiosk button called: To Check your Photo Capture Device, Click Here 5. Select this link. Note: You should only have to do this once. The PC or Kiosk should remember these settings forever. Continued overleaf 9 P a g e

10 A b o u t V i s i t o r P h o t o C a p t u r e P a g e The application will activate the Adobe Flash Player Settings tool which will show as Loading. Please wait. for between a second and several seconds depending on the speed of your internet connection. Wait until it is loaded. 7. Once loaded the screen will present the Adobe Flash Player Settings window. 8. Right-mouse click anywhere in the Adobe Flash Player Settings frame. (circled in red above. Continued overleaf 10 P a g e

11 A b o u t V i s i t o r P h o t o C a p t u r e P a g e Select Allow 10. Select Remember Note: The actual url here will differ for your account. It will either be: for Australian Server users for New Zealand Server users for North American Server users. 11. Next select the small webcam icon beside the Close button 12. If not already selected, make sure the webcam you are using is selected in the dropdown list. 13. Select Close 14. Select Close 11 P a g e

12 A b o u t V i s i t o r P h o t o C a p t u r e P a g e Select Enter Kiosk to test Photo Capture Overleaf we look at the Visitor Photo Capture Process for the Visitors perspective. 12 P a g e

13 A b o u t V i s i t o r P h o t o C a p t u r e P a g e 13 Visitor Check-in Experience with Photo Capture 1. Select Visitor Check-in 2. Enter a fictitious Visitor First and Last Name 3. Select Next 13 P a g e

14 A b o u t V i s i t o r P h o t o C a p t u r e P a g e Complete remaining questions 5. Select Next 6. The Photo Capture utility will appear on the screen and activate your webcam. 7. The Photo Capture utility comprises of two frames. a. Live Preview (which shows the visitor moving from the webcam) b. Image Captured (The image that is captured after the user clicks the CAPTURE IMAGE button. 14 P a g e

15 A b o u t V i s i t o r P h o t o C a p t u r e P a g e Once the visitor clicks the CAPTURE IMAGE button they can see the Image Captured here. 9. The visitor can retake their photo by clicking CAPTURE IMAGE again. 10. Once they are happy with the photo they select SAVE IMAGE 11. The visitor reads the Welcome Greeting and acknowledges the Message. If enabled their Visitor Pass is then printed. 15 P a g e

16 A b o u t V i s i t o r P h o t o C a p t u r e P a g e 16 Looking up a Visitor Photo The Reception Manager can lookup a visitors photo if they are onsite by: 1. Selecting the red Check Out button. 2. They are then presented with a list of visitors and contractors currently onsite. The Reception Manager places their mouse over a visitors name to reveal their photo. Love Your WhosOnLocation! The team at support@whosonlocation.com 16 P a g e