Low Label Notifications

VisitorRego can notify designated staff when the labels in your VisitorRego unit printer are running low. These alerts act as a prompt to replace the roll before it is fully depleted, ensuring a continuous, uninterrupted sign-in process for people using the system.

Low label notifications may be sent via email, SMS, or both, depending on which notification methods are enabled for your site.

This feature is particularly useful when the VisitorRego device is in an unattended area or when the printer is installed in a location that is not immediately accessible, helping to prevent situations where labels run out unexpectedly.

Requirements for Low Label Notifications

For low label notifications to be sent to designated staff, the following requirements must be met:

Email Notifications

• Email notifications must be enabled and properly configured for your site.

• Designated staff members must be listed in the Staff list and have a valid email address entered.

SMS Notifications

• SMS notifications must be enabled and properly configured for your site.

• Designated staff members must be listed in the Staff list and have a valid mobile phone number entered.

If both email and SMS notifications are enabled, the designated staff members will receive both forms of alerts when labels are running low.

Guidance on setting up email notifications can be found here.
Guidance on setting up SMS notifications can be found here.
Guidance on updating your Staff list can be found in the Overview of Loading Staff knowledge base article here.

Setting Up Low Label Notifications

1. From VisitorRego's Admin mode select Options > General tab, then expand the Printers section.

2. Specify the number of labels per roll in the Labels Per Roll field.

Label roll quantities
Brother QL-700 (100 x 62mm) – 300 labels per roll
Dymo 450 (101 x 54mm) – 220 labels per roll
Seiko 650 (101 x 54mm) – 220 labels per roll

3. Check the Low Label Alert checkbox.

4. Set the Low Label Threshold – the number of labels remaining at which the notification is sent.

Recommended: 5–10 labels, depending on the site’s traffic and response speed.

5. In the Staff To Notify field, enter the names of the staff members to receive notifications.

• Enter the names exactly as they appear in the Staff list (first name followed by last name). Notifications will not be sent if the name does not match exactly.
• Multiple staff can be added by separating names with a semicolon (e.g., Jenny Lewis; Richard Peterson).

6. Close the System Setup window to save changes.

How Low Label Notifications Work

VisitorRego includes a label count function that keeps track of how many labels are left on the current roll. The label count is displayed in the bottom-left corner of the Welcome screen, allowing staff to quickly see the amount of remaining labels.

Each time a label is printed, the system automatically deducts one from this count.

When the count reaches the Low Label Threshold you’ve set in System Setup, VisitorRego sends notifications immediately to the designated staff. If both email and SMS notifications are enabled, staff will receive both types simultaneously.

When replacing a roll, reset the label count by double-tapping the number in the bottom-left corner of the Welcome screen (similar to double-clicking with a mouse), and tapping yes on the two prompts that appear. This will restore the count to the full amount for the new roll.

Always reset the label count when installing a new roll. Resetting at the time of replacement ensures the count remains accurate, which in turn guarantees that low label notifications are sent at the correct point in the countdown.

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