====== Visitor Management System ======

===== 1. Introduction =====

This guide is crafted to optimize the process of managing visitors. It provides step-by-step instructions for utilizing the visitor management system, enabling you to track, monitor, and enhance the overall experience for guests and staff alike.
===== 2. Visitor Management =====
This section offers a comprehensive overview of the tools and features available for efficient visitor management. From check-in processes to visitor logs, all functionalities are designed to streamline your operations.


==== 2.1. Add New SuperPASS Door Device ====

The SuperPASS Door Device is an advanced access control system installed at building entry points. Visitors and authorized personnel can use a card or QR code to scan and gain secure access to the building. This system ensures a smooth, contactless entry experience while maintaining high security.

**To Add New SuperPASS Door Device:**

Go to **Settings > VYROX AIoT Devices > SuperPASS-Door > New SuperPASS-Door Device > Fill in details > Add **
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Details include:
  * SuperPASS-Door Controller Name 
  * Number of Door Supported (No of Channel = No of Door)
  * Label Name of each channel (In & Out) 
  * Cloud Server

**For each Channel/ Door Supported Management can choose to enable :**

  * The door as an entrance, exit, or perimeter access point for the premises. This means , upon successful access, the visitor status will be updated to "Checked-In" or "Checked-Out" accordingly. 

  * The "Anti-Passback" feature .This prevents access if a visitor attempts to re-enter an area without first leaving.

**For the cloud server :**

  * Cloud Server API Key is taken from : Server
  * SuperPASS-Door Controller Serial Number : Door access application 

**If Search shows X mark .** This  means the server cannot find the Controller.
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**To fix it :**
  - Check Serial Number
  - Check Ports and IP
  - Use Debug Tools

Once controller is detected , Search will show green tick mark. 
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Click** Add** when finish .
==== 2.2. Add New Visitor Type ====

Go to **Settings > Visitor > Visitor Types > New Visitor Type > Fill in details > Add **

**Fill in the Required Details:**

1) **Visitor Type Name**

2) **Same-Day Appointments:**

  *** Always Allow:** Enable same-day appointment scheduling.
  *** Minimum Lead Time:** Specify the minimum number of minutes required before the requested Validity Start-Time.
  * **Disallow:** If same-day appointments are not allowed, choose to either: Allow but require approval or Disallow it entirely.

3)** Future Appointments:**
  * Decide if visitors can schedule appointments for future dates (from the next day onward). 

4) **Appointment Booking Windows :** 
  * Set When the visitor type can be requested  

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5) **Visitor Pass Validity :** 
  * Set the duration for which the visitor pass will remain valid after approval. 

Management can choose between:
  *** Fixed to:** The pass will valid for set amount of time after the approval 
  *** Until:** The pass will valid until the set time of the day

6) **Early Check-In** 
  * Decide whether to allow visitor to use pass before appointment time 

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7)** Edit Visitor Pass Validity after Creation :**
  *  Decide whether to  allow visitor to change visitor pass validity after creation. 

**Difference: Booking Window vs. Visitor Pass Requested**
^ **Booking Window**      ^ 
| Booking window is the designated time range within which visitor passes are generally valid and prioritized.|  
^ **Visitor Pass Requested**      ^ 
|Visitor pass requested refers to the start & end times that the user (visitor) is asking for their pass to be valid.|  

8) **If the requested pass validity :**
  * Start and end times are **before** the booking window starts.

**Example**:
  * **Booking Window:** 12:00 PM to 2:00 PM
  * **Visitor Pass Requested:** 6:00 AM to 7:00 AM
**Options:**
  * **Allow:** Allow visitor pass to be created 
  * **Do not Allow:** Prohibit visitor pass to be created 
  * **Subject to approval:** Need approval before pass creation
		
9) **If the requested pass validity :**
  * Start time is **before** the booking window start time.
  * End time is **during** the booking window .

**Example:** 
  * **Booking Window:** 12:00 PM to 2:00 PM 
  * **Visitor Pass Requested:** 11:30 AM to 12:30 PM
**Options:**
  * **Allow:**  Allow visitor pass to be created
  * **Allow but limit requested validity start time to the booking window start time:**  Pass created is the booking window time.The pass is created from 12:00 PM to 12:30 PM. 
  * **Do not allow:** Prohibit visitor pass to be created 
  * **Subject to approval:** Need approval before creation

10) **If the requested pass validity :**
  * Start time is **during** the booking window .
  * End time is **after** the booking window end time.

**Example:** 
  * **Booking Window:** 12:00 PM to 2:00 PM 
  * **Visitor Pass Requested:** 1:30 PM to 2:30 PM
**Options:**
  * **Allow:** Allow visitor pass to be created 
  * **Allow but limit requested validity end time to the booking window start time:** Pass created end time match the booking window end time. The pass is created from 1:30 PM to 2:00 PM.
  * **Do not allow:** Prohibit visitor pass to be created 
  * **Subject to approval:** Need approval before creation

11) **If the requested pass validity :** 
  * Start and end times are **after** the booking window ends.

**Example:** 
  * **Booking Window:** 12:00 PM to 2:00 PM 
  * **Visitor Pass Requested:** 3:00 PM to 4:00 PM
**Options:**
  * **Allow:** Allow visitor pass to be created 
  * **Do not allow:** Prohibit visitor pass to be created 
  * **Subject to approval:** Need approval before pass creation

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12) **If the requested pass validity :**
  * Start time is **before** the booking window start time.
  * End time is **after** the booking window end time.

**Example:** 
  * **Booking Window:** 12:00 PM to 2:00 PM 
  * **Visitor Pass Requested:** 11:00 AM to 3:00 PM
**Options:**	
  * **Allow:** Allow visitor pass to be created  
  * **Allow but limit the request validity start-time and end time to the respective booking window accordingly:** Pass created is the booking window time. The pass is valid from 12:00 PM to 2:00 PM.
  * **Do not allow:** Prohibit visitor pass to be created  
  * **Subject to approval:** Need approval before pass creation
	
13) **Grace Period**
  * Allow a number of minutes grace period after a visitor pass has expired , during which the  visitor may still be granted access through the access controls. 
	
14)** Expired Visitor Pass Extension** 
  * For visitors without an approved Contractor Service Permit or Facility Booking
  * Allow a number of minutes extension if requested within a number of minutes after validity end-time. 

15)** QR Key Time Limit**
  * Use Dynamic QR code and refresh it every few seconds or use static QR code

16) **QR Key Usage Limit**
  * Limit the number of times the QR key is used 

17) **Check In Requirements for Pre-Registered Visitors**
  * Identity verification is needed or not at guard house upon arrival
  * **If needed** Visitor let guard scan QR code provided for express identity verification process
  * **If not needed,** Visitor scan QR key provided at QR readers and access to premise directly
	
18) **SuperPASS-Door Access Control** 
  * Decide which door this visitor type can use

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19) **SuperPASS-Lift Access Control** 
  * Decide which lift this visitor type can use
	
20) **UltraPASS-Face Access Control** 
  * Decide outside or Inside Face Access
	
22) **UltraPASS-Vehicle Access Control** 
  * Decide whether to use VYROX BionicEYE for Vehicle Access
	
22) **Prerequisite Requirements**
  * Require approved contractor service permit or Facility booking.
  * Both permit and booking is selected from dropdown on form , upon new visitor registration
	
23)** Long Term Visitor Pass Renewal** 

Simplifies the process for visitors who frequently need access, such as renovators or event staff, by allowing them to renew their existing visitor pass for future check-ins.
	
**  Self-Renewal :**
  * Visitors can click the [Renew] button on their Visitor Pass Page to renew their pass.
  * Once renewed, the pass will retain its settings and show the status "Pending Check-In."

__**How It Works**__
					
a.** If option is Enabled:**
  * **Seamless Check-In :** Visitors do not need to register again at guardhouses or security checkpoints during the validity period of their contractor service permit or facility booking.

b.** If option is Disabled:**
  * **Manual Check-In:** Visitors must register at guardhouses or checkpoints for every check-in.
  * Security officers need to manually click [Renew] in the guard portal for each visitor, even if permits or bookings are still valid.
	
__**Difference: Renewal vs. Reapplying**__
^ Renewal      ^ Reapplying       ^
| Updates the existing visitor pass.    | Creates a brand-new visitor pass.     |
| Consolidates all visitor tracking information into a single pass    | Uses previous visitor details but starts fresh.     |

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==== 2.3. Edit New Visitor Form ====

Go to **Settings > Visitor > New Visitor Form > Edit visitor form**

Catagories to edit visitor form
  - Visitor Personal information 
  - Images for Visitor Personal Identification
  - Images for Visitor Vehicle
  - Other Display Settings 

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==== 2.4. Add New Visitor ====

Go ** Visitor > Select a Property > OK >  Fill in details for New Visitor > Submit**

**Details include:** 
  - Visitor Name
  - Identity Document (Driving License or MyKad)
  - Phone number
  - Vehicle Plate 
  - Visitor Type ( Such as : Visitor , Delivery ,  Contractor)
  - Visitor Valid time
  - Visitor Driving license and IC picture 

Both name and IC can be filled in automatically using the scan feature .

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==== 2.5. Share QR code to Visitor====

After new visitor registration is made ,  go to **More options > Make QR-Key** 
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With the QR-key Guards will go to **SUPERGUARD > Scan QR code/click here > Visitor > Scan QR > Check-In**
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To Check-Out repeat Scan QR code process .

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==== 2.6. Denylist & Allowlist ====

Go to **Visitor** and ontop of the page there are  visitor registered , check in , most visited vehicle , Denylist & Allowlist.

**Visitor registered , Check in & Most Visited Vehicle**
  * Help streamline and track visitor the registered, check in and vehicle that check in the most for security and surveillance.
**Denylist & Allowlist** 

  * To streamline access control. 

  * **Denylist :** Individuals on the denylist are permanently restricted from entering the building.
  * **Allowlist :** Individuals on the allowlist have permanent access and can enter using their QR codes.

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===== 3. Visitor Management : Guard portal =====


Guard can see the status of all visitor pass, such as visitor that Check-in, Check-out , No show , Cancelled and Overstayed . 
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Guard can also track visitor check-in and check-out activity for security purposes.

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