Host Badge Pass Authorization strengthens your site security and ensures only 'authorized' visitors are granted access to your site.
When a visitor signs in using a kiosk they could be anyone, right? If the kiosk automatically prints them a visitor badge pass would they be challenged as they walked around your office, manufacturing plant, hospital, school etc...? If they have a visitor badge, they must be ok to be onsite?
If it's not enough to capture a visitor's details before issuing them a pass, you can now add another layer of authorization to your visitor management procedures. With visitor Host Badge Pass Authorization, we deliver peace-of-mind knowing a visitor with a Visitor Badge Pass has been authorized onto site by either their host, or one of their colleagues.
How it Works
Step 1: The visitor signs in and their selected host receives their visitor arrival notification. However, the visitor's Badge Pass is not printed automatically.
Step 2: The visitor's host, or their colleague, goes out to the kiosk to confirm the visitor is approved.
Step 3: If they are; the host prints their pass by doing one of the following:
1: Scanning your Token to Authorize Badge Pass Print
- Scan your token on the kiosk scanner e.g. scan your ID Card (Tokens are setup using our Identity Management Add-on).
- If your kiosk also supports Employee tag on tag off with a token then the Host will be presented with a pop-up window asking them to select an action. Change Status or Print Passes. Select Print Passes.
- You will see a screen displaying two primary tabs: My Visitors and All Visitors. Underneath each tab is the list of visitors that are: Signed-in, Due Now, Due Today, This Week, Next Week, This Month, and All.
To print a Badge Pass for your own visitor that just signed in you will need to be on the My Visitors Signed-in tabs view. Select the green Print Pass button found alongside your visitor's name.
To print a Badge Pass for a colleague you will need to select the All Visitors primary tab. - A Pass Number is auto-generated and the green Print Pass button will change to be an orange 'Re-Print Pass' button.
- Select the 'Return to Kiosk Mode' button found at the bottom left of the screen to exit this feature.
Note: To protect Visitor privacy the Kiosk will auto-timeout and revert itself back to the main visitor home screen if no activity is detected on the screen for 30 seconds.
2: Access Print Passes using the Kiosk PIN
With this option the Host or Receptionist must know the Kiosk PIN (when setting up a Kiosk you must create a four-digit pin number that will be used to log the kiosk out and to change settings from within the kiosk). Please note that when using this option the Kiosk does not know who you are. The Kiosk PIN is unique to the kiosk not you - the employee (unlike when you use your own unique employee token). So when you use this option the kiosk will display all visitors Signed-in, Due Now, Due Today etc... as opposed to when using your Token, and we split the visitor list into primary tabs; My Visitors and All Visitors. .
- Select the Settings icon located top right of kiosk home screen.
- Select Print Passes
- Enter the Kiosk PIN
- You will see a screen displaying All Visitors that are shown in tabs titled: Signed-in, Due Now, Due Today, This Week, Next Week, This Month, All. To print a Badge Pass for any visitor that just signed in select the green Print Pass button found alongside their name.
- A Pass Number is auto-generated and the green Print Pass button will change to be an orange 'Re-Print Pass' button.
- Select the 'Return to Kiosk Mode' button found at the bottom left of screen to exit this feature.
Note: To protect Visitor privacy the Kiosk will auto-timeout and revert itself back to the main visitor home screen if no activity is detected on the screen for 30 seconds.
Pre-Printing Badge Passes
Use the Due Now, Due Today etc... sub-tabs to pre-print Badge Passes. By default if you are pre-printing Badge Passes you will still be notified that they have arrived onsite when they sign-in.
Tips and Hints - Welcome Greeting
We recommend you update your Welcome Greeting to include how the badge will be issued. We have provided an example of what you could add to your Welcome Greeting below:
Thank you for signing in and Welcome to Your Organization Inc. Your visitor badge pass will be issued by your Host or one of our team when they arrive here to greet you.
How to see who authorized the visitor's Badge Pass
Report users can see quickly who printed a Badge Pass.
Go to Reporting > People Presence > and use the filters find your specific visitor. In the screen sample below I have selected Visitors as my Data Source and On-Site Now as my Report Period.
To display the Badge Pass Printing information select the View Columns button and enable Badge Passes Printed. This will add the Badge Passes Printed to the report as a new column. Click anywhere outside of the View Columns pop-up window to show your updated report.
If you wish to see who printed the Pass select the blue hyperlink which shows the number of passes printed for that visitor.
A pop out will appear displaying the date the visitor signed in, who printed the pass and from which kiosk.
More Security Features to Consider
WhosOnLocation has a range of other features that support high-security practices around Visitor Management including:
- Pre-registered Visitors Only: To make it mandatory for visitors to be pre-registered by their host or a colleague. Non-pre-registered visitors are denied the ability to proceed through the sign-in process if, after entering their name, a match is not found in the pre-registered visitors log for that day. You can enable this for a kiosk from within the kiosk's profile under Mode.
- Visitor Hosting Mandatory: You can make Visitor Hosting Mandatory which is an option you can enable within the Questionnaire Manager > Basic Questions Visitors > Other Options. When the visitor signs in they must select an employee host, ensuring all visitors are either escorted or are known to an employee onsite.
- Photo Capture: You can capture the photo of the visitor when they sign-in. Learn more
- Photo Badge Pass: You can include the visitor's photo on their Badge Pass. Learn more
- ID Verification: A great option where the Location Manager enters the visitor's personal ID credentials into the visitor record as part of the sign-in process. Learn more