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El Vis – Visman’s Electronic VISitor management system offers a module for Control of Contractors. The system is offered on a secure, maintained and controlled.

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Presentation on theme: "El Vis – Visman’s Electronic VISitor management system offers a module for Control of Contractors. The system is offered on a secure, maintained and controlled."— Presentation transcript:

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2 El Vis – Visman’s Electronic VISitor management system offers a module for Control of Contractors. The system is offered on a secure, maintained and controlled ISP hosted server or internal hosting The.NET framework & ISP hosting enables controlled access wherever there is an internet connection. This primarily covers: Registration on system Issue of ID (Incl photo and signature if required) Induction Record & Expiry Insurance Record & Expiry Attendance on site – check in and hours logged Keys Issued Access Cards Issued Permits to Work required / Issued / Handed Back

3 Name: Company: Department: VIN: visitor identification number This is an automated field giving each person a unique ID in the system. Also used in links with Paxton access control. Address: 1a. Set up of Authorised Contractors on the system - Available Fields: Visitor Type / Category: i.e. CONTRACTOR Contact No: Mobile No: Vehicle Registration : Emergency Contact Name: Emergency Contact No: for due care in case of accident or incident

4 Special Needs: for due care – DDA. The content of this field will ‘pop up’ on contractor check in Health Issues: for due care The content of this field will ‘pop up’ on contractor check in Security Details: for input in case of incident or Instruction. The content of this field will ‘pop up’ on contractor check in. Often used for CRB reference. Induction Expiry Date: for input. This field is visible on check in and will ‘pop up’ a warning if date not present expired. 1b. Set up of Authorised Contractors on the system - Available Fields: Insurance Documentation upload: file upload is enabled against a contractor’s profile, with document title, & expiry date able to be recorded against it. This will pop up on check in Expiry Date of Insurance: see above Other document upload: see above Notes: Date & Time logged

5 Prebook visits Prebook Contractor visit on system this can despatch an automated to contractor with job details, required documents, and Permit to Work notification. Facilitates agreement of Safe Work process prior to attending site. Can identify Permits to Work required & submit notification / verification to appropriate person.

6 On Arrival On arrival can issue a secure ID pass specific for the visit, or can use long term passes to record time of arrival on check in. This can also be facilitated by screen (touch screen), operator (i.e. reception or security), or PIN code (this can also link with NET2 from Paxton to give physically controlled access and egress to specific areas. Issue of any Access cards logged Issue of any Keys logged Any warning notes flagged up – see ‘Available Fields’ for reference INDUCTION information flagged up Notification of arrival sent to ‘Host’ Enables issue of Permit(s) if required

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8 From your Internet Browser go to the link provided to you by your Visman representative, you will be asked to enter your Username and Password which should have been issued to you already. Once you have entered these, click the [LOG IN] button. On the 1 st page you will be asked to confirm who you are, start to type your name in the “Host Name” box and carefully choose your name from the generated list and click [Next]. IMPORTANT – This will set your default host, from this point on this will be selected automatically as the person you want to pre-book for. This can be amended each time if required

9 Once you have selected your default host you are ready to start making bookings. You will now be shown 3 screens which need to be filled out with the details of the meeting you want to pre-book. Once you have complete the necessary fields click [Next], you will be shown a message giving instructions about the next screen. Click [OK] to continue to screen 2 This screen requires information regarding the time, location and type of visit you are pre-booking, the fields requested are….. 1.Visit Classification – This is a drop down list of pre- defined categories [REQUIRED] 2.Meeting Title – This will be used as a reference for the meeting and can be used when searching 3.Date / Time Expected – This is the day you are expecting the meeting to take place [REQUIRED] 4.Location – This is a list of areas (meeting rooms etc.) where the meeting will take place [REQUIRED]

10 This screen requires information regarding the attendees of visit you are pre-booking, the fields requested are….. 1.Pass Expiry – This is the last day of the visit (1 day is the default) [REQUIRED] 2.Visitor Name – This is where the name of the attendees are entered [REQUIRED] 3.Upload Visitor CSV – Bulk upload of visitors can be entered via a CSV file, the format needs to be [Title],[FirstName],[Surname],[Company],[ Address],[Contact Number]

11 When the name of an attendee is entered who has not been to site previously you will be asked for additional information, input as much as you can and then click [Save] to continue. You can continue to add names of attendees to the visit, once all attendees have been entered click the [Finish] button to complete the pre- booking

12 You will now see a confirmation of your pre-booking which is now awaiting authorisation by a member of the booking authorising team.

13 When your booking has been authorised, you will receive an confirming the booking (see below). You will also get an if your meeting is not authorised which include any notes made by the authorising team as to why the meeting was not authorised. If you entered an address for your attendee(s) they will also receive an notification inviting them to the visit (see below). This goes with a calendar attachment to save into their client calendar and any pre-defined attachments such as directions to site etc.

14 If you need to amend a pre-booking you can do so by going to [Prebooking] > [Manage Prebookings] from the menu bar. Search for your booking by its name, reference number or that of an attendee within the booking. You can then edit any aspect of the pre-booking, click [Finish] to save your changes. NB. CHANGES TO AUTHORISED BOOKING WILL REQUIRE THE BOOKING TO BE RE-AUTHORISED

15 NB. The follow instructions only apply to users who have the AUTHORISER user level From your Internet Browser go to the link provided to you by your Visman representative, you will be asked to enter your Username and Password which should have been issued to you already. Once you have entered these, click the [LOG IN] button. You will arrive at the New Arrival screen which displays all of today’s authorised expected visitors and all of today visitors who have arrived and checked in

16 To authorise a pre-booking go to [Prebooking] > [Manage Prebookings] and click the [Authorise] button, this will display all the pre-bookings pending authorisation. Clicking will delete the pre-booking and send a cancellation to the host. Clicking will take you into the booking to review the details.

17 As an authoriser you can change any aspect of a booking, if you need the host to be made aware of anything or require them to review / amend some details add a note into the [Notes] section and click [Save]. This will not authorise the booking but send an back to the host with your instruction.

18 If you are happy with the details of the booking click the [Authorise] button, you will be asked to confirm. This will authorise the booking and release a booking confirmation to the host and also invitation s to the attendees. Clicking [Not Authorised] will delete the booking and send any notes you have entered back to the host. NB. Any changes made by a host to an authorised booking will require the booking to be re-authorised Successfully authorised bookings for that day will appear on the [New Arrival] page

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20 This is the manned reception screen – unmanned options also available

21 On Arrival – simply type in the contractor’s name (keep typing till choice reduces, or select name when visible) TAB between the fields On Arrival – simply type in the contractor’s name (keep typing till choice reduces, or select name when visible) TAB between the fields Shows who is expected Shows who is on site

22 Easy Use If you require a photo and/or signature for a contractor & there is nothing on file, then the capture dialogue will automatically appear Easy Use If you require a photo and/or signature for a contractor & there is nothing on file, then the capture dialogue will automatically appear Badge will print automatically if set to do so. Reprint is possible from Reprint Badge icon above ‘On Site’ listings Badge will print automatically if set to do so. Reprint is possible from Reprint Badge icon above ‘On Site’ listings

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24 TO ISSUE PERMITS: When Contractor on site, select them from the on site table The go to FILE Issue Permit TO ISSUE PERMITS: When Contractor on site, select them from the on site table The go to FILE Issue Permit

25 IMPORTANT! The access to Permit Documents is now controlled by Authorised Persons only (per permit type). When Reception is logged onto the Booker screens, the appropriate Person Authorising the Work must access the system to authorise issue of the appropriate permits IMPORTANT! The access to Permit Documents is now controlled by Authorised Persons only (per permit type). When Reception is logged onto the Booker screens, the appropriate Person Authorising the Work must access the system to authorise issue of the appropriate permits

26 The Issuing Permits control will appear and any pre-booked permits will be present in the table BE SURE TO AMEND THE EXPIRY FOR EACH PERMIT!!

27 Be sure to amend the expiry for EACH permit!

28 Additional Permits can be added from the drop down list. Please note you will only be able to select permits for which you are an Authorised Issuer. Additional Permits can be added from the drop down list. Please note you will only be able to select permits for which you are an Authorised Issuer.

29 When adding Additional Permits (or creating from a new arrival booking) the Job Details control will appear. This allows for variable data per permit on the job. Complete appropriately and click Save When adding Additional Permits (or creating from a new arrival booking) the Job Details control will appear. This allows for variable data per permit on the job. Complete appropriately and click Save

30 You will be returned to this screen. Amend your expiry date/time for the selected permit then Double Click ISSUE to commence the issue process. You will be returned to this screen. Amend your expiry date/time for the selected permit then Double Click ISSUE to commence the issue process.

31 Any risk assessment questions will pop up and should be answered accordingly.

32 The Permit document will preview. Please read through it with the contractor and select Proceed / Issue or Amend / not ready to issue as appropriate

33 Signature capture for each permit will now commence – with the CONTRACTOR signing first

34 Followed by the Person Authorising the work

35 You will have the option to capture other signatures = click YES or NO accordingly. The permit will then be set live and sent to print. You will have the option to capture other signatures = click YES or NO accordingly. The permit will then be set live and sent to print.

36 Handback is recorded in the same way – from the File menu Reports Records & Recall of Permit can be accessed on line from Report Generator Clicking the Visit Name displays the record and Permits loaded Clicking the Visit Name displays the record and Permits loaded

37 Reports Records & Recall of Permit can be accessed on line from Report Generator Clicking the Permit Number displays the Permit on file Clicking the Permit Number displays the Permit on file

38 El Vis - Visman’s Electronic VISitor management system offers a module for Control of Contractors. Registration on system Issue of ID (Incl photo and signature if required) Induction Record & Expiry Insurance Record & Expiry Attendance on site – check in and hours logged Keys Issued Access Cards Issued Permits to Work required / Issued / Handed Back Registration on system Issue of ID (Incl photo and signature if required) Induction Record & Expiry Insurance Record & Expiry Attendance on site – check in and hours logged Keys Issued Access Cards Issued Permits to Work required / Issued / Handed Back

39 Please contact us for more information or onsite demo T:


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