Changing and Updating Graphics
With VisitorRego, you have the ability to personalise the on-screen graphics to match your organisation's branding and site-specific needs. You can update key graphics such as the welcome screen, background screen, health and safety slides and company logo displayed in the sign-out pop-up window. These customisation options ensure your VisitorRego system reflects your organisation’s unique identity and provides visitors with relevant, site-specific information.
In this article, we'll guide you through how to change and update the
graphics on your VisitorRego system, helping you maintain a fresh,
professional appearance that aligns with your organisation's brand and
needs.
Updating graphics can be a difficult process, and we recommend contacting the VisitorRego support team for assistance with any graphic changes. We have a dedicated graphics team ready to ensure everything is done correctly and smoothly, saving you time and effort. Get in touch with us, and we'll handle the changes for you.
Graphics That Can Be Updated
Below is a list of the graphics you can update to align with your organisation's branding and site-specific needs:
Welcome Screen
The welcome screen is displayed when the system is idle. It typically shows your organisation's name, logo, and a welcoming message, prompting visitors to touch the screen to begin the registration process. This graphic is full-screen, so it should be sized appropriately for your display.
Background
The background of the Self-Registration screen, where visitors enter their details, typically includes your organisation's logo at the top and may also feature branding colours or other imagery. Like the welcome screen, this background graphic is full-screen, so the dimensions should be appropriately sized for your display.
Health & Safety
Health & safety slides are shown after a visitor enters their details to register. These slides typically contain site-specific information, such as safety protocols, evacuation procedures, and important site rules. You can have multiple slides, which can be displayed in a sequence to ensure visitors are fully informed. Health & safety slides are full-screen, and image tags are used to link them in the correct order.
Summary Health & Safety
These slides are a shortened version of the health & safety slides. They are shown to returning visitors on subsequent visits, providing a brief reminder of key safety information. The use of summary slides is optional. Like the health & safety slides, summary slides are full-screen and can include multiple images.
Bye Company Logo
When a visitor signs out, a dialogue box appears in the top-left corner of the screen, confirming their name and the time of sign-out. This dialogue box displays your organisation's company logo. The logo graphic needs to be 240 x 240 pixels in size.
If the photo ID function is enabled, the visitor’s photo will appear in place of the company logo.
Workflow Screen
The workflow screen allows visitors to select a category (e.g., Visitor, Contractor, Staff) during registration. By default, a single set of health & safety slides is shown. However, if multiple sets of slides are required, such as separate slides for visitors and contractors, you can enable the workflow feature. Once enabled, the workflow screen will display, and you can configure it to show the appropriate health & safety slides for each category. This graphic is full-screen, so it should be sized appropriately for your display.
In addition to the workflow graphic itself, you can also customise the location of the category buttons by setting "hotspots." These are touch-sensitive areas on the graphic that act as buttons, directing visitors to the relevant health & safety slides for the selected category.
Black and White Logo
Visitor labels can include your organisation's logo, which is printed alongside the visitor's details. Since thermal printers do not print in colour, the logo should be in black and white. It is important that the logo is the appropriate size to fit on the label and maintain clarity when printed.
Preparing Graphics
To ensure your graphics display correctly and function optimally within the system, it is important to follow these preparation guidelines.
Our graphics team typically starts with a PowerPoint template that includes placeholder graphics for each screen, such as the welcome screen and health and safety slides. This allows us to easily replace logos and other details to match your organisation’s branding. After customising the template, we export the slides as individual image files for use within VisitorRego.
If you would like a copy of our default PowerPoint template to assist in your own graphic preparations, please contact our support team.
If you would like a copy of our default PowerPoint template to assist in your own graphic preparations, please contact our support team.
Considerations for Screen Elements
When preparing graphics, it’s important to account for any hard-coded elements, such as buttons, labels, visual indicators, and fields, that will be displayed on the screens. These elements will be positioned on top of the graphic, potentially covering parts of it. Below is a list of screens that contain such elements, along with the locations of these items.
Screens with Important Elements:
Welcome Screen
- Label Counter: Located in the bottom left corner.
- Label Counter: Located in the bottom left corner.
Self Registration Screen
- Connection Status Indicator and Link: Located in the top left corner.
- Camera Preview (if the photo ID function is enabled): Located in the top right corner.
- Self Registration Field, Register Button, and On-Screen Keyboard: Located in the centre of the screen.
Health & Safety Slides
- Navigation Buttons: Located at the bottom of the screen.
- Camera Preview (if the photo ID function is enabled): Located in the top right corner.
- Navigation Buttons: Located at the bottom of the screen.
Image Dimensions
Graphics need to be sized
correctly to ensure they are displayed as intended on the system.
Depending on the type of graphic, the required dimensions will either
need to match the aspect ratio of the display or adhere to fixed dimensions.
Full-Screen Graphics
This includes Welcome Screen, Background, Health & Safety, Summary Health & Safety, and Workflow Screen images. For full-screen graphics, the image dimensions must match the aspect ratio of your system display. Matching the aspect ratio ensures the image isn’t stretched or squished when displayed.
The aspect ratio is determined by your display resolution. To check your resolution:
1. Right-click on the desktop and select Display settings.
2. In the Display section, locate Display resolution (e.g., 1920 x 1080).
This includes Welcome Screen, Background, Health & Safety, Summary Health & Safety, and Workflow Screen images. For full-screen graphics, the image dimensions must match the aspect ratio of your system display. Matching the aspect ratio ensures the image isn’t stretched or squished when displayed.
The aspect ratio is determined by your display resolution. To check your resolution:
1. Right-click on the desktop and select Display settings.
2. In the Display section, locate Display resolution (e.g., 1920 x 1080).
Once you have the aspect ratio, set the image dimensions to match it. The image resolution does not need to match the display resolution exactly. Instead, the image should have a reasonably high resolution for clarity, but it shouldn’t be overly high. A resolution that’s too low will cause pixelation, while a resolution that’s too high will unnecessarily increase the file size and may affect system performance.
If the display resolution or scale has been changed from the recommended settings on the device, it may cause problems with image display. It's important to stick to the recommended resolution and scaling settings to avoid any display issues.
Bye Company Logo
This
graphic must be sized exactly 240 x 240 pixels. The logo does not need
to fill the entire 240 x 240 area; it can be proportionally sized within
the square, with any unused space made transparent.
File Formats
JPG: Required for most graphics, including Welcome Screen, Background, Health & Safety slides, and Workflow Screen images.
PNG: Use only for the Bye Company Logo, as it supports transparency.
PNG: Use only for the Bye Company Logo, as it supports transparency.
How to Link Multiple Health & Safety Slides for Sequential Display
If you need to display a series of Health & Safety slides in a specific order, you can link them together using image
tags. These tags help the system know which slide to display first, what
comes next, and when the sequence ends.
How It Works
Each slide in the sequence is assigned a tag that defines its position in the sequence and links it to the next slide.
Each slide in the sequence is assigned a tag that defines its position in the sequence and links it to the next slide.
First Slide
The first slide in the sequence should have the "First" tag. This tag is followed by a colon, the file name and extension of the next slide in the sequence, and then closed by a semicolon.
Example: First:HS2.jpg;
Middle Slides
Each subsequent slide links to the next slide by using a tag that consists of the previous slide's file name, followed by a colon, and then the next slide's file name (including file extension), closed by a semicolon.
Example: HS1.jpg:HS3.jpg;
Last Slide
The final slide in the sequence should have the "Last" tag. This tag begins with the file name of the previous slide, followed by a colon, the word "Last", and is then closed by a semicolon.
Example: HS2.jpg:Last;
Example Sequence
First Slide (HS1.jpg): First:HS2.jpg;
Second Slide (HS2.jpg): HS1.jpg:HS3.jpg;
Third Slide (HS3.jpg): HS2.jpg:Last;
How to Add Tags
Follow these steps to add tags directly to the image files:
1. Right-click on the image file (e.g.,
HS1.jpg) and select Properties. 2. Go to the Details tab and locate the Tags field. Click inside the field to make it editable.
3. For each slide, enter the tag based on its position in the sequence:
- First Slide:
First:<secondfilename>;(e.g.,First:HS2.jpg;) - Middle Slides:
<previousfilename>:<nextfilename>;(e.g.,HS1.jpg:HS3.jpg;) - Last Slide:
<previousfilename>:Last;(e.g.,HS2.jpg:Last;)
4. Press Enter to save, then click OK. Repeat for each image in the sequence.
Ensure file names are accurate and consistent across all tags.
Double-check the order of the tags to ensure the slides display in the correct sequence.
Double-check the order of the tags to ensure the slides display in the correct sequence.
Loading Graphics on to the Unit
You can load your prepared graphic files onto your VisitorRego unit using various methods, depending on what works best for your situation. Some common ways to do this include:
USB: Plug in a USB flash drive to the VisitorRego unit and copy the graphic files directly onto the system. Network: Transfer the files over the network if the VisitorRego unit is networked, using your preferred method to access its file system. Remote Connection: Use remote access software like TeamViewer to connect to the unit and upload the files. VisitorRego Support: If you prefer a hassle-free option, contact VisitorRego support, and we'll upload the files for you. This can be the easiest option for many users.
The graphic files should be loaded to the following directory on the VisitorRego unit:
C:\ProgramData\VisitorRegoLtd\VisitorRego\Res
If the new graphic files have the same name as the existing files, you will be prompted to choose whether to overwrite the existing files. Choose Copy and Replace to update the graphics.
Updating the Graphics in VisitorRego
After the new graphics have been loaded onto the unit, you'll need to configure the VisitorRego software to use them. Most graphics can be updated through the Site Defaults tab in the System Setup menu, but some specific graphics are updated in other areas of the software.
Updating the Welcome Screen, Background, Health & Safety and Summary Health & Safety graphics
2. Under the Defaults section, locate the field for the graphic you want to update.
3. Click the field name, and a button with three dots (...) will appear on the right.
4. Click the button with three dots (...) to open the file browser, navigate to the directory where the graphics were loaded C:\ProgramData\VisitorRegoLtd\VisitorRego\Res, and select the correct file.
5. Click on the Open button to confirm the selection.
For Health & Safety graphics with multiple slides, ensure that you select the first slide in the set. The system will display the slides in sequence based on the image tags.
If you're using Workflows and have different Health & Safety slides for each category (e.g., Visitor, Contractor, Staff), refer to the Updating Health and Safety Graphics for Workflows section for instructions on how to set the workflow graphics for each category.
If you're using Workflows and have different Health & Safety slides for each category (e.g., Visitor, Contractor, Staff), refer to the Updating Health and Safety Graphics for Workflows section for instructions on how to set the workflow graphics for each category.
You can update the label template that is to be used on the Site Defaults tab. However, to edit the label template itself and update your Black and White Logo, you'll need to use the Label Template Designer. Instructions for using the Label Template Designer and updating the company logo can be found in the following article: Report Builder - Label Template Designer.
Updating the Bye Company Logo graphic
This graphic is updated through the Messaging tab in the System Setup menu:
2. Click the field name Bye Company Logo, and a button with three dots (...) will appear on the right.
3. Click the button with three dots (...) to open the file browser, navigate to the directory where the graphics were loaded C:\ProgramData\VisitorRegoLtd\VisitorRego\Res, and select the correct file.
4. Click on the Open button to confirm the selection.
Updating Health and Safety Graphics for Workflows
Workflows are used to present multiple registration categories, such as Visitors, Contractors, or Staff, to people signing in. They determine which category a person belongs to and display health and safety information specific to that category. This section provides instructions for updating the workflow screen graphic and the health and safety slides for each category.
The number of workflows available depends on your subscription plan. Starter subscriptions allow up to 2 workflows, while Premium subscriptions allow up to 5 workflows.
Updating the Workflow Screen graphic
This graphic is updated through the Workflows tab in the System Setup menu:
1. From VisitorRego's Admin mode select Options > Workflows tab.
2. Click the field name Work Flow Screen, and a button with three dots (...) will appear on the right.
4. Click the button with three dots (...) to open the file browser, navigate to the directory where the graphics were loaded C:\ProgramData\VisitorRegoLtd\VisitorRego\Res, and select the correct file.
5. Click on the Open button to confirm the selection.
2. Click the field name Work Flow Screen, and a button with three dots (...) will appear on the right.
4. Click the button with three dots (...) to open the file browser, navigate to the directory where the graphics were loaded C:\ProgramData\VisitorRegoLtd\VisitorRego\Res, and select the correct file.
5. Click on the Open button to confirm the selection.
Updating the Health & Safety and Summary Health & Safety graphics for each workflow
Health & Safety graphics for workflows are updated through the Workflows tab in the System Setup menu:
1. From VisitorRego's Admin mode select Options > Workflows tab.
2. On the Workflows tab, look for the colored buttons on the right. These buttons represent specific workflow categories. If a button is in use, it will be ticked and renamed accordingly (e.g., Visitor, Contractor, Staff). If the button is not in use, it will display as Not Used.
2. On the Workflows tab, look for the colored buttons on the right. These buttons represent specific workflow categories. If a button is in use, it will be ticked and renamed accordingly (e.g., Visitor, Contractor, Staff). If the button is not in use, it will display as Not Used.
3. Click on the workflow category button that you want to update Health & Safety graphics for. This will open the window specific to that workflow.
4. In the window that appears, click the button with three dots (...) next to the Health & Safety field to open the file browser.
5. Navigate to the directory where the graphics were loaded C:\ProgramData\VisitorRegoLtd\VisitorRego\Res, and select the appropriate Health & Safety graphic file.
6. Click on the Open button to confirm the selection.
7. If you are also using a Summary Health & Safety graphic, click the button with three dots (...) next to the Summary H&S field to open the file browser.
7. If you are also using a Summary Health & Safety graphic, click the button with three dots (...) next to the Summary H&S field to open the file browser.
8. Navigate to the same directory and select the appropriate Summary Health & Safety graphic file.
9. Click Open to confirm the selection.
10. Close the window by clicking the X button in the top-right corner.
10. Close the window by clicking the X button in the top-right corner.
For Health & Safety graphics with multiple slides, ensure that you select the first slide in the set. The system will display the slides in sequence based on the image tags.
Repeat the process for each workflow category that requires graphic updates.
Updating Hotspots for Workflow Categories
The workflow screen itself is a single image that includes visual representations of buttons for each category. These 'buttons' are simply graphic elements within the image, not actual clickable buttons. After updating the workflow screen graphic, you can plot clickable areas, called hotspots, over the button images. These hotspots enable users to select the appropriate category during registration.
If you're replacing the workflow graphic but the positioning of the buttons hasn’t changed, you shouldn’t need to adjust the hotspots. However, if the button positions are changed or if you’re setting up workflows for the first time, you’ll need to adjust the hotspots.
For instructions on how to set hotspots for Workflow categories, please refer to the knowledge base article: Setting up Workflows.
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