eVisitorPass Frequently Asked Questions
OVERVIEW
What is a Visitor Management System (VMS)?
Visitor management refers to tracking the visitors entering a building or site. By gathering increasing amounts of information, a Visitor management system can record the usage of the facilities by specific visitors and provide documentation of visitor’s whereabouts. The main components are:
- Visitor registration
- Visitor badge printing
- Visitor reporting
What is eVisitorPass?
eVisitorPass is the state-of-the-art cloud-based Visitor Management System that is easy to use and affordable by the leading Visitor Pass Solutions company in the world, Data Management, Inc. It is designed to be very easy to use, yet flexible enough to make it your own.
GETTING STARTED
What do I need to run eVisitorPass?
A windows computer with high speed internet access is all you need to run eVisitorPass. eVisitorPass has a small app which connects your computer to our cloud-based system (more info).
How long does it take to get started with eVisitorPass?
Installation and basic training typically takes less than 30 minutes. With overnight shipping of your equipment, we can get you up and running tomorrow.
How can your internet application be so fast?
- eVisitorPass combines the best of on-line and local technology
- It has the connectivity of the Internet
- and the speed of a local application
How secure is eVisitorPass?
- eVisitorPass is housed at one of the largest Data Warehouses in the world.
- eVisitorPass uses 256-bit SSL data encryption technology to move data through the internet. This is the same technology as on-line banking systems.
- We store as little personal information as possible in eVisitorPass.
- The driver's license number is encrypted with an irreversible encryption. Not even we can un-encrypt it.
- There are no credit card numbers or other broadly-valuable information stored in the system.
My office only has Macintosh computers. Can we run eVisitorPass?
Some solutions that our customers have implemented include:
- Run a virtual windows computer inside your MAC. Oracle's Virtual Box is a good solution. (more info)
- Remote into a Windows terminal
- Partition the Mac hard drive for Windows with Apple's Boot Camp.
- Obtain a Windows computer. See our low cost solution (more info)
FEATURES
Will eVisitorPass read a driver's license?
Yes, eVisitorPass will read your visitor's information from a driver's license using one our Driver's License Readers. Click here for ID scanners.
Will eVisitorPass show a picture of my visitor?
Yes, eVisitorPass can read a picture from a driver's license or take a current picture from a camera. Reading the picture from a driver's license is usually a lower quality picture.
Will eVisitorPass print a visitor badge?
Will eVisitorPass remember a returning visitor?
Yes, eVisitorPass will remember a visitor's Name, Company, Photo and Alert status.
How do I issue visitor passes during off-hours when the receptionist is not in? What if my internet connection is down or my computer breaks?
We recommend you purchase a manual registry book (learn more) to use for off-hours or when your computer is not working. When the attendant is next in, he/she may log the registry book entries into eVisitorPass so you have a complete electronic record of your visitors.
Can I have more than one computer running eVisitorPass?
Yes, eVisitorPass supports multiple terminals. You may have as many terminals as you want (more info). They can be located anywhere (next to each other, or in another state). Each sign-in or sign-out terminal requires a software license. You may run eVisitorPass on a back-office terminal for reporting and pre-registration at no cost.
What can I customize in eVisitorPass?
- Logo
- Visitor Categories
- Hosts (The "Visiting" list)
- Badge layout including photo or no-photo.
- Visitor alerts (flags), Visitor alert notes
Can I pre-register a visitor?
Yes, the eVisitorPass attendant can pre-register a visitor into the system for a future visit. Employees can email the eVisitorPass attendant with pre-registration requests.
What kind of reports can I get?
eVisitorPass provides flexible reporting options. The four basic report layouts which can be filtered for a specific date-range include:
- Visitors Log - of all visitors or a single type of visitor.
- Single visitors detail
- Evacuation list
- Flagged visitors list
Standard reports can be:
- Printed to your printer
- Sent to Excel for analysis
- Sent to Word or PDF for archiving or sharing.
How do I add a visitor to the watch list?
To flag a visitor:
- Bring up the visitor (like you are going to give them a badge)
- Double Click on the photo area
- On the lower left corner, you can set a red, green or yellow flag
- Then you can add a note to the flag. E.g. "Do not admit"
- Click DONE to save it.
- Now you can sign them in, or click "more actions, cancel"
SERVICE
Guarantee
If you are not fully satisfied, return your order within 90 days of receipt for full credit, replacement, or refund.
Warranty
Hardware components for eVisitorPass carry the manufacturer’s warranty. Please be sure to fill out the included warrantee card that is provided by the manufacturer. More info
Who do I call if my system is down?
During off-hours or if your system is down, you may use the manual registry book. The manually issued passes can be entered into eVisitorPass once service is restored.
What is the eVisitorPass Service Level Agreement (SLA)?
TECHNICAL
What are the system requirements?
eVisitorPass is a cloud-based solution with a very small local app.
Windows XP, 7, 8, 10. (7 and 10 are recomended)
2 or more GB RAM
High speed internet
USB port
Admin rights on your computer for the install
www.join.me is not working
Join.me does not seem to be compatible with firefox. Use Internet Explorer.
My corporate network is not allowing eVisitorPass to log on. What do we need to unblock?
How fast is the printer?
- B/W DYMO 450 turbo prints a 4" badge in standard mode in 2 seconds. Must set the print density to light. (recomended)
- B/W DYMO 450 turbo prints a 4" badge in high quality barcode mode in less than 7 seconds
- Color 400 printer prints a 4" badge in quality 2 (of 4) in 18 seconds
- Color 400 printer prints a 4" badge in quality 3 (of 4) in 31 seconds
Note: these are times for the printer to print once it receives the data. It is not the full time required to issue a badge.
How do I load badges into the 450 Turbo printer?
Can I make the photos lighter or darker?
You can change the printer darkness.
Go to Devices and Printers
Find the DYMO printer
Right-click and select "Printing Preferences"
Click "Advanced"
Under Printer Features, select "Print Density"
Can I share a printer with multiple termnials?
- For simplicity, we recommend one printer per terminal.
- One customer has successfully connected several terminals to a single DYMO printer using the LabelWriter Print Server (1750630).
- You can sharing your printer on your network, but this is not a configuration that we can assist much with.
- Reminder: each terminal that can print requires a software license.
EQUIPMENT MAINTENANCE
See Maintenance Page
CUSTOMER QUESTIONS
Does a reporting or pre-registration terminal cost extra?
Currently, a back-office reporting or pre-registration terminal does not count as another terminal.
Terminals that check-in or check-out visitors count as terminals and need to be licensed.
What is the eVisitorPass privacy policy?
We value your privacy. We do not share your information with any outside organizations. eVisitorPass privacy follows VisitorPassSolutions's privacy policy. (more info)
How long does training take?
Installation and training is usually accomplished in 30 min to 1 hour.
How long does it take to install a system?
Installation and training is usually accomplished in 30 min to 1 hour.
If I don't have the computer hardware I need to run eVisitorPass, can you sell it to me?
No, we do not sell computers. However, we can help recommend one to you.
A visitor is concerned about personal information from his license being stored in eVisitorPass. What data is being read from the license?
We take security very seriously. We store as little personal information from a drivers license as possible. We only save the First Name, Last Name, Photo (with the deluxe reader), and an encrypted Drivers License Number. The Drivers License Number is encrypted with an irreversible encryption. We do not store any other information from the driver's license.
If a visitor still does not want their license read by the system, you can type the name in manually.
Can I upload my list of visitors or parents into eVisitorPass?
Yes, we can pre-load a list of visitors or parents for you. Contact us for assistance.
Is the driver’s license reader an OCR reader where it reads the info off the license or does it retrieve the information from the 1d or 2d bar code on the back of the license or state id? If it is an OCR how often would it need to be calibrated and cleaned?
The Premium Drivers License Reader will read either the barcode on the back or OCR the front. It will also grab the photo from the License. The Standard Drivers License Reader will only read the barcode off the back, and will not grab the photo. Both Readers need to be calibrated when they are first installed. Other maintenance is that they can be cleaned with the enclosed cleaning card if they get dirty.
Would the system allow us to be able to have students scan in and out since their id’s have bar codes on them? Additionally if we issued our substitutes temporary id’s with a bar code would they be able to scan in and out?
The current version of eVisitorPass will not read Student IDs or substitute ID cards. This is a feature we will likely add in the future.
What is the warranty on the dymo label maker, license reader and camera?
Is there a lite version by that I mean I may if the system can or would eventually be able to scan students and subs in and out have 2 more locations at the HS where the students come and go where I wouldn’t need the full program?
There is not a lite version of the software. All versions are fully functional. Some features have additional costs.
The yearly fee only covers the licensing or does it cover maintenance and upgrades also?
The yearly fee covers all upgrades and support.
I have looked into a few visitor management products. We have used some of the sign in books you provide with stickers to identify visitors but have had issues with people sticking them all over the facility. I was looking for a type in which visitors would swipe their DL or ID and a sticker badge with their personal information would print. I think people would be less likely to leave their personal info on our walls and furniture but I could not get approval for the high cost of the system and the stickers. We have an average of 25,000 visitors each month and three entry points to the facility that would need equipment.
eVisitorPass supports reading a Drivers License and printing a badge. It also supports multiple terminals. Also, our tab-expiring badges have a handy built-in tab for easy removal from walls or furniture.
Another idea would be to have a software that we could manage from the three entry points that would be immediately updated and can be seen by the other stations. We have a limit of visitors allowed in each patient room at any given time and want to be able to know if someone is already in a room that entered from another station. We would hand out reusable badges to identify the visitors. Do you have anything like that?
eVisitorPass does support multiple terminals that all synchronize together. While we have not specifically built a feature to track Visitors per room, that can be accomplished in eVisitorPass. We may build a feature specifically for this in the future. If you enter the room number being visited in the "Visiting" field, or in the "Notes" field, you can see the room being visited on the Visitors Log screen.
1. We like to have all the name badges printed before the meeting starts so we can hand them out as they arrive
eVisitorPass supports this function with the "Preprint badges" button on the preregistered list.
2. If so could we import a list of attendees from an excel spreadsheet or something similar
At this point, we can load a list of visitors for you. We have not polished the interface for customers to do this, but it would not be hard to finish up. Also see answer to #9 below
3. Brother QL-720NW, do you know if this is compatible with the eVisitorPass software? Would this printer be compatible with the Self Expiring badges? Is there any limit to how
Brother printers use a proprietary cartridge for the labels, and thus are incompatible with our Expiring Badges.
4. Is there any limit to how much data or how far back the database of visitors can go?
We will keep you data for one year. There is no real limit to the number of visitors you can have.
5. Does it start clearing any historic data
At the end of year two, you will need to purge data that is older than 1 year. You can export it to excel or PDF before purging.
6. What data is saved for us to report on? Can the data be searched for specific quests, dates or events?
Standard reports filter on "Visitor Type" and "Date". All reports can be exported to Excel for further analysis and reporting
7. Is there any option for a self sign in? Like a terminal for guests to use?
We are considering creating a Kiosk Mode, but it is not available yet.
8. Is there any app that can go on a tablet or anything
Yes, eVisitroPass runs on any Windows tablet including a Microsoft Surface.
9. Does the system integrate into any meeting management software?
No, the eVisitorPass does not integrate with a meeting management system. We plan on building in support for "Meetings or Special Events", but have not built it yet. When we do, we expect to support your Questions 1 and 2.
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Badge Printing Times
Note: Your results may vary
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Printer / mode
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Processing time (seconds)
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Printing time (seconds)
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Total time
(seconds)
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DYMO 450 printer (fast mode)
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5 - 13
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2
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7 - 15
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Color 400 printer (Quality 2- good)
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5 - 13
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18
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23 - 31
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Color 400 printer (Quality 3- better)
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5 - 13
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31
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23 - 44
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