Adding a Kiosk Workflow in Smart Access Management

You can add a kiosk workflow so that different types of visitors and staff can sign in and follow a unique workflow.

Follow these instructions to add a kiosk workflow.

1. Before you begin
2. Add a visitor kiosk workflow
3. Add a staff kiosk workflow
4. Set visitor and staff time limits and sign out times
5. Select the sign in method
6. Customize the visitor or staff type workflow
7. Adding Notification Preferences (visitors only)
8. Adding or editing the label settings
9. Configuring the data retention policy
10. Set the status

Before you begin

You must decide what Kiosk Workflow you want to add. You can create a kiosk workflow for visitors or staff.

Some examples of Visitor Types that you could add are:

• Contractor
• Courier
• Meeting delegate
• Job candidates

Add a visitor kiosk workflow

1. Select Settings > Kiosk Workflows.
2. Select Visitor.
3. Select Add Visitor Type.
   
4. Add the visitor type you want to add in the Visitor Type field.
5. Add the visitor type in the Display Name field. This is how it will appear on the tablet screen.
6. Use the location menu to select where the visitor is allowed to sign in.

Add a staff kiosk workflow

1. Select Settings > Kiosk Workflows.
2. Select Staff.
3. Select Add Staff Type.
   
4. Add the staff type you want to add in the Visitor Type field.
5. Add the staff type in the Display Name field. This is how it will appear on the tablet screen.
6. Use the location menu to select where the visitor is allowed to sign in.

Set visitor and staff time limits and sign out times

1. For visitors, click the Set Default Visit Duration toggle if you want to set a time limit for the visitor to be present on your premises. The Visit Time Limit field appears. Set the time limit in minutes. You can notify the visitor, host and admin once the visit limit is reached using the Notifications section in this page.
2. For both visitors and staff, click the Enable Auto Sign Out toggle if you want to automatically sign out all visitors and staff for this visitor or staff type at a given time. When you enable this, you can set the time to sign out these visitor or staff types.

Select the sign in method

There are multiple ways a visitor or staff can sign in on the tablet. Select the radio button you want for the visitor or staff type:

• Facial Recognition. The visitor or staff must enter their phone number when facial recognition is used.
• Phone Number.
• Email.
• Staff ID.

Customize the visitor or staff type workflow

You can now customize the workflow that you want for the visitor or staff type. There are multiple fields that are available to customize:

• Personal Information.
• Select Host.
• Health And Safety Instructions.
• Required Documentation.
• Confirmation.

You control what each of the fields contain and whether or not they are enabled for the visitor or staff type.

Tap each field and make edits using the edit icon or click Add Field.

The Select Host, Health And Safety Instructions and Required Documentation fields all contain a tick box where you can enable the Skip for returning visitor feature.

As you enable each field, they will appear on subsequent screens on the tablet as the visitor or staff moves through the workflow.

Adding Notification Preferences (visitors only)

Add Notification Preferences to send visitor activity via email and SMS message.

You control who to send the notifications to. The choices are:

• Admin users
• Visitor hosts
• Visitors

1. Click Enable Email Notifications and / or Enable SMS Notifications.
2. Select the desired notification tick box from each of the menus to choose which emails or SMS messages will be sent.

To add or edit a notification, please see Creating Custom Notifications in Smart Access Management.

Adding or editing the label settings

You can add or edit the label settings to add or remove information from the printed label.

Use the preview image to help design the label.

1. Click the Print Badge toggle to turn on badge printing.
2. Tick the boxes to add the desired content to the badge. The choices available are:
   • Visitor Type.
   • Sign In Date and Time.
   • QR code.
   • Phone Number.
   • Host Name.
   • Email.
   • Organization Name.
   • Staff ID.
   • Staff email ID.

Configuring the data retention policy

1. Scroll to the Data Retention section.
2. Select a value from the menu to determine how long you want to retain data for.
   Important: All data will be deleted. Once deleted, the data cannot be restored.

Set the status

You can set the radio button to active or inactive. This is useful if you want to temporarily disable the visitor or staff type.

Click Save to confirm your settings.