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Community Visitor Management

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Why Visitor Management

• Improve Security• Screen and Validate visitors and contractors

• Produce credentials for visitors (i.e. passes/badges)

• Process vehicles with multiple passengers• Improve Efficiency/Communications

• User Friendly Interface accelerates visitor processing

• Pre-Registration of Visitors

• Automatic Notification of Arrivals (Optional Site Level)• Reporting

• Logging and Tracking of all transactions

• Quick look up of visitor details

• Real-Time information exchange between Officers/Admin

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System Diagram

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Internet

Post 1ComputerPass PrinterDrivers License Scanner

SoftwareWeb Interface

End UsersResidents

Visitor ProcessingSoftwareWeb interface & Client

End Users

SoftwareWeb Interface

Administrators

And

Post 2Tablet PC

Data Center PC to access data Software is hosted remotely at Data Center Backups run nightly Driver’s License Scanner (Optional Site

Level) Voice Mail (Optional Site Level) Web Based

Allows for remote administrators to connect to add/modify/delete information and to run reports

Officer connects via internet on PC of Tablet

Network Connection

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Single or Multi-Post Networked (Optional Access Control)

Overview:Multiple User Functions

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• Officer at the Gate• Visitor Processing

• Officer WEB• Searches & Reports

• Officer Tablet PC or Handheld• Visitor Processing• Roaming Patrol

• Administration• Manage Entire Program from the Web

• Resident• Manage/ Schedule Visitors• Update Community Profile

• Organization or Vendor• Manage Clubhouse Employees• Builders, Contractors

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Administrative WEB Access

Administrators have access to manage all facets of the program, including:• Adding, removing, and modifying users• Run Reports and export them to Excel, PDF, Word, CSV• Configuring settings and customizing dropdown lists and reports• Manage visitor types and permission levels• Manage Destinations and Properties for directions on passes

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Visitor Pre Registration: Resident

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Pre Register Visitors

• Web Scheduling

• Voicemail Scheduling

Manage Personal Information

• Phone numbers

• Comments

• Vacation Notices

• Store Photo for Officer familiarity

• View WEB Help videos

View Community Wide Info Forum

• View forms, newsletters, and community

announcements

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User Access Voice Mail Authorization

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• Voice Mail Authorization enables residents and organizations to leave voice mails about

upcoming visitor activity

• Reduces problem of busy phones and minimizes officer disruptions

• Overflow for calls during busy periods• All visitor authorizations go directly to voice mail

• Users calling from a number identified in the system database only need to enter a PIN. Otherwise they enter their primary # and PIN

• Voice mails are stored as digital files and linked to the users profile

• Officers can listen to a specific message from the resident or organization as the visitor arrives, or they can listen to messages in advance if time permits

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Officer Interface:Easy To Use Touch Screen

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View visitors arriving in 2 hrs, 4 hrs, or all

future visitors

Pending Visitor list and expected time of

arrival

Officers may use a Touch Screen Monitor or a Keyboard and MouseLarge buttons and Text create a User Friendly InterfaceQuick search options for last name, first name, address, PIN, etcPrint a Visitor Manifest of Pending visitors for quick batch processing

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Officer Interface:One Click to Call Residents

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Phone line plugged into Officer PC allows for rapid dialing

Officer Help Video

Officer Interface:Driver’s License Scanner - Optional

• DL Scanner makes it easy to gather information from drivers, visitors and contractors

• Optical Character Recognition captures name, address, DL #, expiration date, and even picture

• Far superior to Mag stripe reading, as OCR reads all 50 states and (optional) passports and other IDs

• Transaction logging stores all of this information for historical needs in an encrypted format

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Officer Interface:Photo Capture - Optional

• Web Cam makes it easy to capture a photo from drivers, visitors and contractors to store with your permanent transactions

• Very easy work around for individuals visiting your property without a driver’s license.

• Picture can be used to print on a Visitor Identification Badge.

• Transaction logging stores all of this information for historical needs in an encrypted format

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Officer Interface:Package Tracking & Automobile Info

Package Tracking:• Track Packages that are delivered

to a front desk or gatehouse. Check the package out when the host picks it up.

• Admission Notification can be used to alert a host that a package has arrived to be picked up.

Automobile Info - Optional:• Capture license plate information

as well as vehicle make model and color.

• Process all passengers in a vehicle is desired.

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Smartphone Tools

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Visitor Scheduling Notification of Arrival

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Improved Security:Vehicle Pass & Visitor Badge Printing

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Actual size 4” X 10”

Actual size 2” X 4”

• Passes & Badges printed on high speed thermal transfer printer– Will not fade!

• Prints in 4-5 seconds

• Passes Include:– Directions

– Visitor Name

– Host name

– Expiration date

– Optional bar code for egress tracking

• Badges Include:– Visitor Name & Photo (if scanning

driver’s licenses)

– Host name

– Expiration date

– Optional bar code for egress tracking

BarcodesActivity Management

Barcodes• Mobile Lookup

• Scanning a Barcode with the mobile device allows security to see pertinent information about the vehicle or employee

• Who are they visiting• Where should they be

Visitor Barcode or PIN• Egress Tracking• Check In/Check Out

• Instantly know who is onsite• Time & Attendance Tracking• Billing Module

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Improved Security:Deny Access & Watch List

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• Specific individuals can be denied access to the property• Selecting their name will prompt an explanation of the circumstances• Can also be used to enhance customer service for VIP’s

Mobile Technology:Visitor Processing & Roaming Patrol

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• Effectively Manage Busy Gates• Process Visitors and Contractors

• Scan Barcodes• Scan will return name, dept of work, phone number, tag

number, and description of vehicle

• Roaming Patrol• Search License Tag & Vehicle Details

• Reporting

Real Time Reporting:Administrator and Officer Reporting

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• Visitor Transaction Log• Complete details on each and every

visitor• Gate Statistics Report

• How many visitors passed through each gate during each hour

• Resident Listing Report• Name, address, phone number

• Officer Login Report• Accurate reporting on shift changes

• Comprehensive Resident Profile• Print on demand for complete details

on each resident.• Custom Reports Generator

• Use data collected in the system to create your own custom reports

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Real Time Reporting: Sample Visitor Report

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• Logs each and every transaction related to visitors and/or resident access

• Tracks:• Who entered visitor for admittance• Whether by web or voice mail

• Which officer admitted visitor and through which entry point

• Retains scanned driver’s license data

• Search and reporting capability• Export to Word for further use

Integrated Access Control: Transponders, RFID, Bar codes (Optional)

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• Administrators can:

• Add/Delete/Edit Users with Access Control devices

• Manage• Transponders• Bar Codes• Clickers• Proximity Cards

• One web based point of Entry for all data

• Access Control input is pushed out immediately to the gates and readers

• Reporting

• By User, access dates, times

• Measure volume of traffic

• Errors

RFID, Clickers, etc. Bar Codes

Integrated Access Control: PassWatch

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Pass Watch allows security personnel to view live activity

related to access control as users pass through the entry points.

Security personnel have the option to disable a pass (clicker,

transponder, bar code, etc.) if the device does not match the user it

was assigned to.

Remotely Manage Unmanned Entries

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Manage Visitors at a remote gate

Additional Modules & Features:

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• Property History• Historical Tracking of all renters, owners, and property transactions such as violations. This

creates an automatic entry every time a tenant, or any other property details are changed. Also, manage secondary properties for specific hosts.

• Configurable Terms and Custom Fields• Terms throughout the system may be customized to the community. Custom fields may be

created to collect more information from particular visitors.

• Contractor Revenue Tracking (Optional Site Level)• This module allows a location to bill contractors and collect (upon entry) for daily, weekly,

and monthly access and manage annual revenue collections with a complete audit trail.

• Visitor Watch List (Optional Site Level)• An external database subscription service that checks against a nationwide criminal watch

list.

• Location License with Site Filtering (Optional Site Level)• Filter data so officers at security check points only see information pertaining to their area.