Nov 3, 2020
The COVID version
Originally developed during the COVID era to capture contact details of people arriving in a particular location. We used a printable image like this:
Visitor Checkin
More recently we have extended this application to provide a visitor checkin process. We wanted to maintain the ability to capture lots of contact information from the visitors mobile phone, so we kept the QR code for the checkin process, which allows the visitor to auto-complete their name, email and phone with very little difficulty. The new checkin image would be displayed on a tablet at reception. (You will define your own title for this page, “RSHS VISITOR” is the title we entered for this example.)
The instructions on the screen:
- Scan the QR code with your smart phone camera
- Complete the form and submit
- Click the PRINT button to print a visitor label
The visitor scans the QR code and opens the destination URL. They will see a form on their phone to complete:
On most mobile phones the options for ‘First name’, ‘Family name’, ‘Phone’ and ‘Email’ can be selected from auto-completion suggestions. The ‘Organisation’ is available as an auto-complete on some phones. The ‘Purpose’ would require a typed description.
A set of pre-requisite questions
When the visitor arrives at the “Contact” question the follow on questions will vary accordingly.
No student contact
To help qualify the visitors purpose we have three options that do not involve any student contact to select from. The school still has a policy with regard to these visitors, and it is essential that the visitor has read and agreed to the policy, so this is the follow on question.
Student contact
Where the visitor will have student contact, possibly unsupervised, the first thing we can check for is a ‘Blue card’.
If the visitor has a ‘Blue card’ then lets collect the details. There is also a policy associated with Blue card holders, and we need to ensure the visitor understands the policy.
Printing the label
When the selections are complete and the ‘Save’ button is pressed the mobile phone will display a look-alike image of the label, and an instruction to click the “Print” button on the tablet.
Multiple visitors at once
The application handles multiple visitors registering at the same time. The PRINT button will print the most recently registered visitor, and as each is printed they are flagged as printed and therefore will not appear again. The receptionist has a RE-PRINT button if necessary. During setup you will select a compatible thermal printer option, currently we support the Kube II printer, but other compatible printers will be added as required.
Checkout
The generated label will include a random 4 digit code, this code can be used for the visitor “CHECKOUT” if necessary, otherwise the visitor registration will expire based on the selected duration.
Captured data
The information is stored for a pre-defined retention period. The default is 60 days, however you can modify this as required in the “App configuration” page.
The data is easily accessible from the QR application. Click on the “Captured data” menu entry. By default it will display today’s entries.
Click on a row to display all of the selections made by this visitor.
Use the date to select a different date, on step one day using the arrows.