Emergency reports via Admin Mode
VisitorRego
includes an Emergency Report feature that enables you to quickly generate a
list of all registered people on-site in case of an emergency. This
article provides instructions on how to generate the Emergency Report using Admin mode.
If you want to print the Emergency Report via Self-Registration mode (the full-screen interface for signing in), please refer to the details provided in this article.
The Emergency Report can also be accessed online via smartphone or PC. We recommend this method for emergencies, as it allows you to focus on evacuating the building safely first. Once you are in a secure location, you can then access the list on your smartphone, avoiding the need to print the list at your VisitorRego unit during an emergency.
For comprehensive instructions and guidance, please refer to the details provided in this article.
For comprehensive instructions and guidance, please refer to the details provided in this article.
Generating the Emergency Report via Admin mode
To generate the emergency report from Admin mode, simply press the 'Emergency' menu option located in the file menu of the Admin mode window.
Viewing the Emergency Report
The Emergency Report can be printed onto labels or full-page sheets, or you can opt to display an Emergency Register window directly on the device. The report includes a list of all registered individuals on-site, along with other details they entered during registration.
Printed on Labels
Below is a print preview of the report when printed on labels.
The details printed on the labels are:
◾ Name
◾ Vehicle Registration
◾ Phone Number
◾ Who they are meeting with
◾ Assist (Whether they require assistance in an emergency)
Printed on Full-Page Sheets
Below is a print preview of the report when printed on full-page sheets.
The details printed on the report are:
◾ Assist (Whether they require assistance in an emergency)
◾ Name
◾ Name
◾ Company
◾ Phone Number
◾ Vehicle Registration
◾ Who they are meeting with
◾ Time In
Displayed in the Emergency Register Window
Below is a preview of the Emergency Report displayed in the Emergency Register window.
The details displayed in the Emergency Register window are:
◾ First Name
◾ Last Name
◾ Assist (Whether they require assistance in an emergency)
◾ Company
◾ Phone Number
◾ Company
◾ Phone Number
◾ Time In
◾ Vehicle Registration
◾ Who they are meeting with
◾ Notes generated during the sign-in process (e.g. if the individual has been denied access)
◾ Vehicle Registration
◾ Who they are meeting with
◾ Notes generated during the sign-in process (e.g. if the individual has been denied access)
◾ The health and safety workflow the individual selected when signing in (e.g. visitor or contractor)
◾ In At (The workstation or the individual signed in at)
The Emergency Register window is designed to help manage people on-site during an evacuation. A key benefit is that you can take the VisitorRego tablet with you to the evacuation point, allowing you to access the Emergency Register directly and handle emergency reports without needing to generate or print them while still inside the building.
The Emergency Register window also enables you to mark people as accounted for and send SMS notifications to those registered as on-site.
To mark people off as accounted for, tick the checkbox in the 'Checked' column next to their name.
To send SMS notifications to people who are registered as on-site, please follow these steps:
1. Press the 'Send SMS Notification' button in the top left corner of the Emergency Register window. This will open the Send SMS window.
2. Press the message field in the top right corner to position the cursor for entering your SMS message.
3. Use the on screen keyboard to enter the message you'd like to send by SMS.
3. Tick the checkbox in the 'Checked' column next to the names of the people you’d like to send the SMS to.
4, Press the 'Send Emergency Message' button.
5. Review the message and the number of recipients in the popup that appears, then press the 'Yes' button.
6. Confirm that you agree to the cost of the SMS in the popup that appears, then press the 'Yes' button to send the SMS.
Requirements for sending SMS messages:
Valid Mobile Phone Numbers: People registered as on-site must have entered valid mobile phone numbers in the 'Phone' field during registration at the VisitorRego unit.
SMS Gateway Service Provider: An SMS gateway service provider is needed. This can be your mobile phone provider or you can use VisitorRego’s service at 17c per message. Please see here for information on setting up SMS notifications.
Configuring the Emergency Report to print on labels
To configure the Emergency Report to print on labels, follow the instructions below:
1. From VisitorRego's Admin mode, select Options > General tab, then expand the Printers section.
2. Click the Emergency Label Printer drop-down field and select the name of the label printer.
3. Check the checkbox for Use Label Printer for Emergency Reports.
4. Check the checkbox for Emergency Print Instead of Emergency Window.
5. Close out of the System Setup window to hold the changes.
Configuring the Emergency Report to print full-page sheets
1. From VisitorRego's Admin mode, select Options > General tab, then expand the Printers section.
2. Click the Plain Paper Printer drop-down field and select the name of the full-page printer.
3. Uncheck the checkbox for Use Label Printer for Emergency Reports.
4. Check the checkbox for Emergency Print Instead of Emergency Window.
5. Close out of the System Setup window to hold the changes.
Configuring the Emergency Report be displayed in the Emergency Register window.
2. Uncheck the checkbox for Emergency Print Instead of Emergency Window.
3. Close out of the System Setup window to hold the changes.
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