User Guide - FingerTec...Workflow IngressVMS provides a simple and intuitive user interface, easily navigated system to complete any opera-tion. Below are 3 common workflows for reference:

User Guide

Welcomes Visitors,maintainsSecurity

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CONTENTS

3-6 Chapter 1

INTRODUCING INGRESSVMS Benefits Modules Workflow

7-10 Chapter 2 ACTIVATING AND INSTALLING INGRESSVMS Activating IngressVMS software license Installing IngressVMS Opening IngressVMS

11-15 Chapter 3 CONFIGURING INGRESSVMS

Configuring Access Group Configuring Visitor Role Configuring Visitor Vehicle Registration Other Settings

16-19 Chapter 4 VISITOR REGISTRATION Front Desk Registration FirstTimeRegistration RegularVisitor Web Application

�0-�1 Chapter 5 VISITOR CHECK IN – OUT �� Chapter 6 BLACKLISTED VISITOR

�3-�8 Chapter 7 REPORTS

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3VMS

Chapter 1

IntroducingIngressVMS

TheIngressVisitorManagementSystem(IngressVMS)isaweb-basedsolutionfromFingerTecdesignedtotrackandmanagevisitorstofacilities.ItworksasaplugintoFingerTec’sIngressaccesscontrolsystemandinteractswiththesameMySQLdatabasethatIngressuses,requiringactivationandadjustmentsofsomeoptionsandconfigurations in Ingresssoftwareprior tousing IngressVMS. IngressVMSisagreataddition to Ingresssolutionbecauseapart frommanagingvisitors, IngressVMSoffersbenefitsbeyondsecurity.

Benefits Front-End System

Tocreate,controlandmanagevisitors’accessintofacilities,allowinggoodvisitorsaccesstofacilitiesandkeepingthebadonesout.IngressVMSistargetedtoimprovevisitorservicewithpreregistrationandpreapproval,makingvisitorsfeelexpectedandwelcome.

Visitor Database Tosaveallvisitors’records,toenablesearchandviewofvisitors’data.

Tighten Access Control System To be integrated with Ingress door access system for a more comprehensive and detailed security system.

Emergency Response ToolToprovidevisitors’ informationduringemergenciessuchas fireandevacuation;thesystemcanbeusedtodeterminethepresenceandlocationsofvisitorswithinthefacility.

Provide Reports Togeneraterelevantreportsfortheauthoritywheneverrequired.

Enhance company imageToprojectpositivecorporate imagewherevisitorsareprocessedefficientlyandprofessionallywithanefficientsystem.

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Modules Home

OnIngressVMSHomescreen,thelogincredentialsarecontrolledbyIngresssoftware.LogincredentialsneedtobecreatedandeditedbyanIngresssoftwaresystemadministrator.ThereisnocreationoflogincredentialsorthefeaturetoeditlogincredentialsinIngressVMSitself.

SearchThismodulepermitssystemadministratortosearchforpastvisitorsandselectanyvisitorstoreregisterortoremovefromBlacklistedVisitorlist,uponapprovalfromtheHeadofSecurity.

Create NewCreateNewmoduleallowsuserstocreatefirsttimevisitorsprofileandaddalloftheinformationtobesavedintheIngressVMSdatabase.

Visitor Check In–OutThismoduleprovidesthesecurityguardsorthesystemsupervisortherightstograntaccesstovisitors.Thesystemwilluploadthecardnumberandaccessrightstospecificdevicesasprogrammedandthevisitorsmustreturntheaccesscardattheendofthevisit.FailuretoreturnthecardtothefrontdeskwillcausethevisitortobemovedtotheBlacklistedVisitorcategoryandthiswillblockhimfromgainingaccessinthefuture.

Web Application StatusThismoduledisplaysalistofvisitorapplicationsviaweb,wheretheadminwillapproveordenyanyapplicationsbasedontheresponsereceivedfromtherelevantemployees.TheguardsneedtocompletetheapplicationinformationwhenthevisitorispresentatthefacilityforexampleNationalIDcopyorbiometricsverification,beforegrantinghimaccess.

Blacklisted VisitorsThis module displays a list of blacklisted visitors. System administrator or security guards have therightstoremoveavisitor fromthelistandmovethenametothewhite list.However,thepersoninchargeneedstostateavalidreasonformovingthevisitortothewhitelist.

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ReportsIngressVMSreportmoduleoffers5printablereports:

a. Total Visitor Report showstheoverallnumberofvisitorsforaspecificdaterange.

b. Visitor Profile Report shows details of every visitor that has visited or registered in the systembefore.

c. Current Status Report showsstatusofvisitorsforthepresentdayincludingthosewhoarestillinthefacilityandthosewhoarestillpendingforapproval.Thecheckedoutvisitorsforthatdaywillbeexcludedfromthisreport.

d. Prebook/Reserve Visitor Reportdisplayslistofvisitorswhohaveregisteredviawebbutarepend-ingforapproval.

e. Blacklist Visitor Reportdisplaysalistofvisitorsthathavebeendeniedaccesstoafacilityduetovarioussecurityoffencessuchasexceedingthetimelimitinafacility,failuretoreturnaccesscards,committingoffencesinthebuilding,andetc.

Web Registration This module allows visitors to apply for a visit to a facility online. Once application is received, thesystemadministratororguardshavetowaitforaresponsefromthestaffbeforeheapprovesordeniesavisitapplication.

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Visitor arrives Front desk notifies employee about the visitor

Front desk creates a new visitor profile to allow access

Visitor returns access card after visit and leaves the premise

Visitor arrives Front desk notifies employee about the visitor

Front desk searches for visitor’s previous record

Visitor returns access card after visit and leaves the premise

Front desk updates visitation details and allows access

Visitor fill up details on the IngressVMS web application

Employee receives email notification.

Employee authorises visitor by notifying the front desk.

Visitor arrives at the front desk to complete the rest of the application process.

Front desk approves the application.

WorkflowIngressVMSprovidesasimpleandintuitiveuserinterface,easilynavigatedsystemtocompleteanyopera-tion.Beloware3commonworkflowsforreference:

First time visitor without any record in the system:

Regular visitor with existing record in the system:

Visitor who registered online:

7VMS

Chapter 2

ActivatingandInstallingIngressVMS

Note: ThereisaseparateinstallationfileforIngressVMS.ItiscompulsorytoupdatetheIngresssystemtoFingerTecIngressServerv3.0.�andabovebeforeyouproceedwithIngressVMSinstallation

Activating IngressVMS software licenseLookforLicenseInformationunderSystemSettingsinIngressservertoactivateIngressVMS.Accesswillonlybeallowedifyouhaveactivatedthesoftwarelicense.TherearetwomethodstoactivateIngressVMS’ssoftwarelicense.

Online Activation1. Contactyourlocalreselleroremailusatinfo@fingertec.comtoreceivetheIngressVMSProductKey.

�. InserttheProductKeyintotheintendedcolumn

3. ClickActivatewillconnecttotheFingerTecserverwhichwillretrievetheActivationKeytoactivatethelicense

Offline Activation1. CopyandsendtheHardwareIDtoyourlocalresellerortoFingerTecatinfo@fingertec.comtoreceive

theIngressVMSProductKeyandActivationKey.

�. Insertkeysintotheirrespectivecolumns.

3. ClickActivatetoactivatethelicense.

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Installing IngressVMSItisimportanttoinstalltheIngressVMSinthesameserverastheIngressserverforsecurityandoptimumperformance.However,pleasenotethattheIngressVMSinstallationisindividualandisaseparateinstal-lationfromtheIngressserver.Followthestepsbelowtoinstall.

1. Runtheinstallationsetup.exe

�. ClickNexttostart.

3. Select“I accept the terms in the license agreement”afteryouhavereadand understoodthecontent.ClickNextto proceed.

�. ClickInstalltoinitiatetheinstallation.

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5. Do not interrupt the Windows during installation to make sure that the system is installed properly. Onlyclick Cancel if you want to cancel the installationofthesoftware.

6. Whentheinstallationiscomplete,clickFinishtoendtheprocess.

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Opening IngressVMS

1. Openyourwebbrowser.

�. Insert“localhost/vms”intotheaddressbar (if you are running from the sameserverwithIngressserver)

3. Insertusernameandpassword.YoucanrequestthisinformationfromtheIngressserversystemad-ministratorifyoudon’thaveitwithyou.

Insert“serverIPaddress/vms”intothead-dressbar(ifyouarerunningfromanothercomputerconnectedtoIngressserver)

OR

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Chapter 3

ConfiguringIngressVMS

IngressVMSreliesontheIngressdatabasetohandlevisitoronlineapplication,backgroundinformation,trackvisitortrafficinyourpremise(s)andalsolimitvisitoraccessfromemployeeauthorizedzones.YouwillneedtoconfigurethesesettingsbelowinyourIngresssoftwaresystembeforeyoucanbegintouseIngressVMS.

Configuring Access GroupTheaccessgrouprequires3importantrulestounlockaccessuponverification.

The specific person The preset timezone The specific door

It is highly recommended to configure individual access group for visitors so that they can be easilyseparatedfromtheemployees.Forexample:Youcancreateanaccessgroupthatisnamed“AccesstoHRoffice”whoareonlyallowedentrytoDoor1andDoor�thatareopenfrom10:00amto1�:00pm.SoavisitorwhowishestoaccesstheHRdepartmentcanenterthroughDoor1andDoor�from10amto1�pm.AccesstoanyotherdoorsarebarredandneithercanthevisitoraccessDoor1orDoor�before10:00amandafter1�:00pm.

ThissettingcanonlybeconfiguredinIngresssoftware>AccessLevelmodule.

1. StartUpIngresssoftware> GotoAccess Level

�. SelectTimeset> Add Time Set

3. Name the time set: Forexample,let’sstartwitha10:00amto 1�:00pmVisitorTimeSet

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�. ConfigurethetimesetfortheFirst Intervalwhichisfrom10:00amand1�:00pm.Youcanalsoconfig-uretheSecondandThirdintervalincaseyourfacilityalsoallowsvisitorstocomeinatdifferenttimeperiods.

For example:

• First interval:Accessperiodstartsfrom10:00amto1�:00pm • Second interval: Accessperiodstartsfrom�pmto�pm • Third interval:Accessperiodstartsfrom5pmto7pm

5. ClickSavetosavesettings.

6. ClickAccessGroup>Add Access Group

7. Name the Access Group:For example: AccesstoHRoffice(visitor)

8. SelectAccessControltab>ClickEdit>ClickAdd

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9. NowSelect the doorstoallowaccess(selectfrom thedoorlist)andtime settofollow(selectfrom TimeSetcolumn,checkApplytoallselecteddoors)

10. ClickOKtosave

11. ClickSavetosavethesetting.

1�. ThisaccessgroupwillbedisplayedintheAccessGroupSectioninIngressVMSforsystemadminor frontdeskpersonneltoselect.

13. Repeatthestepstoconfiguremoreaccessgroupsforvisitors.

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Configuring Visitor RoleVisitor roles are used to define the role of the visitors entering a facility for example as a contractor, asoftwarevendor,arawmaterialsupplieretc.

IngressVMSwillpredefinesomerolesbydefault.However,youcanaddmoreormodifythecurrentvisitorroles tosuityourenvironment.Followthe instructionsbelowtoaddorchangeVisitorRoles in Ingresssoftware:

1. RunIngresssoftware>SystemSettings>VisitorRole

�. Bydefault,thereare5visitorrolestochoosefrom

3. ClickEdit>ClickAddtoaddnew|Selectroles>ClickUpdatetochange

�. ClickSavetosavesettings

Configuring Visitor Vehicle RegistrationVisitorvehicleregistrationisoneoftheimportantinformationinthesystem.Bydefault,Ingresssoftwarewillpredefine�categoriesofvehiclesunderthevehiclelist.Asanadministrator,youcanaddorchangethemaccordingly.FollowtheinstructionsbelowtoaddorchangeVisitorVehicle:

1. RunIngresssoftware > SystemSettings > VisitorVehicles

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�. Bydefault,thereare�categoriesofvehiclestochoosefrom

3. ClickEdit > ClickAddtoaddnew|Selectroles > ClickUpdatetochange

�. ClickSavetosavesettings.

Other Settings

Thereare3basicsettingsunderIngresstocontrolIngressVMS

• Language:ThedisplaylanguageofIngressandIngressVMSrunsseparatelysoyoucanselectdifferentdisplaylanguageforeachsystem.

• Apply Batch User ID:ThisisanoptiontoseparateIDstobeusedforemployeesandvisitors.Tousethisfeature,youneedtoenablethisoptionandinserttheIDrangetobeusedasvisitorIDs.

• Compulsory for visitor upload photo:Onceyouenableit,thesystemwillrequesttheusertouploadhis/herphotoduringwebregistrationorfrontdeskregistration.

• Disable it if visitor’s photo is not a compulsory data during registration

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Chapter 4

VisitorRegistration

TherearetwowaystoregisterinIngressVMS.Firstistoregisteratthefrontdesk,andsecondistoregisteronlineviaIngressVMSwebapplication.

Front Desk Registration Whenavisitorarrives,thefirstthingthefrontdeskneedstoperformistocheckthesystemtoidentifythevisitorbeforecreatinganewvisitorprofile.Ifthevisitorhavepastrecords,proceedtoregistration.Ifthevisitordoesnothaveanypastrecord,thefrontdeskpersonnelortheguardneedstocreateanewprofileforthevisitor.

FirstTimeRegistration

1. GotoCreate New > Filluptheinformationaccordingly

• Photo: Tousethisfeature,itisadvisabletoinstalla3rdpartywebcameraandtherelevantsoft-waretocaptureavisitor’sphotos.This feature issetasdefaultbutyoucanset itasoptionalbyconfiguringtheIngresssoftware(referChapter3).

• Name, Nationality, Gender, Mobile Number, Email and Company Name: Fillupaccordingly

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• Registration Number and Type of Vehicle:Thisisimportantforthecompanyguardstoallowac-cesstoafacility’scarpark

• ID Card/Driving License Number: Themainreferenceforvisitoridentification.

• Role: The types of visitor, for example supplier, contractor and etc, which can be defined underIngresssoftware(refertoChapter3).

• Access Group: Referstothepermissiontoaccessspecificdoorsduringspecifictimes.ThesettingcanbeconfiguredinIngresssoftware(refertoChapter3).

• Department to Visit:Displaysthelistofdepartmentstoselectbasedonwhothevisitorisvisiting.

• Person to Visit: Shortliststheemployeesundertheselecteddepartment.Visitorneedsto identifythepersonhe’svisiting.

• Date and Time of Visit:Specifiesthetimethatthevisitisallowed.

�. ClickEnrol CardtoinsertthecardIDassignedtothevisitor.Thiscardisknownasaccesscardandshallbereturnedwhenthevisitorchecksout.

3. ClickSavetocompletetheregistrationprocess

�. ThesystemwillthenleadyoutoVisitor Check In – Out(refertoChapter5)

RegularVisitor1. GotoSearch >Insertanyoneofthesixsearchcriteria.

�. SelectDate Range

3. Selectthecheckbox“Show incomplete registration”ifthevisitorregisteredonline.Note:Ignorethisstepifyoudonotallowthevisitortoregisteronline.

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�. ClickSearch

5. Thesystemwilldisplay the result if thevisitorhadvisited the facilitybefore.Click thePencil icon toproceed.

6. Thesystemwilldisplaythedetailsofthevisitor’spreviousvisit.Updatetheinformationaccordingly.

7. ClickEnroll Card toinserttheaccesscardIDassignedtothevisitor.Thecardneedstobereturnedwhenthevisitorchecksout.

8. ClickSavetocompletetheregistrationprocess

9. ThesystemwillleadyoutoVisitorCheck In – Out(refertoChapter5)

Web Application IngressVMSisaweb-basedsolutionwhichallowsvisitortoregisteronlineandapplyforavisit tomeetwithemployee(s)ofacompany.TouseIngressVMSWebApplication,firstyoumustprovidetheIngressserverwithaPublicIPaddressthatbringsIngresssoftwareonline.YoualsoneedtofurnishvisitorswithadedicatedURLtoaccessthesiteincasetheIngressserverisconfiguredtoworkwithinthesamelocalareanetwork(LAN)only,whichcannotfullyutilisetheIngressVMSwebapplication.OncethisURLisavailable,visitorscanvisittheURLfromawebbrowsertofillupthebookingform.

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Whenanapplicationissubmitted,theapplicationwillbeforwardedtoIngressVMSandemailnotificationswillbesenttobothvisitorandemployee.Theemployeemustnotifythesystemadministratororthefrontdeskpersonnelofwhethertoapproveordenythevisitor’sapplication.ThesystemadministratororthefrontdeskpersonnelwilldothenecessaryapprovalunderWeb Application Status module.

To deny an application: ClickDeny >Insertreasonofrejection>Deny>Thesystemwillsendanemailtonotifythevisitor.

To approve an application: ClickApprove>Inserttexttonotifythevisitor>Approve>Thesystemwillsendanemailtonotify

thevisitor.

When the visitor arrives at the front desk, the system administrator needs to login to the system andsearch for the visitor’s information, and then fill up the details of visitor and his visit before he can bechecked-in.

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Chapter 5

VisitorCheckIn-Out

TocreatevisitoraccessinIngressVMS,AccessGroupneedstobeassignedtovisitors.AccessGroupfunc-tionstolimitthevisitor(s)accessrightstospecificdoorswhenmeetingtheemployeesofthefacility.ItiscrucialtoconfigureAccessGroupcorrectlyunderIngresssoftwarebeforeusingthisfeature.

Beforethevisitor(s)canaccessthefacility,thesystemadministratorneedstoperformaVisitorCheck-Inprocess.Thisprocessserves tonotify Ingressserver touploadthevisitor’saccesscard IDtospecificdevices installed at specific doors (predefined under the Access Group). With this process completed,thevisitorcanaccessbyverifyingtheprovidedaccesscardattheauthorizeddevices.Monitoringofthevisitorcanbedonefromthispage.

Itisimperativeforavisitortoreturntheaccesscardtothefrontdeskduringcheckout.Thesystemwillonlyallowthefrontdesktocompletethecheck-outprocessbyinsertingthesameaccesscardIDissuedduringthecheck-inprocess.

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To perform check-out upon return of the access card: Selectthevisitor(s)fromMonitoring>ClickCheck-Out>Check-Outpagepopsup>ClickCardID>

Insertcard IDtoverify>Check-Out

IngressVMSwillplacethevisitorundertheblacklistvisitorslistifhecannotreturntheaccesscard,orifheleaveswithoutnotifyingthefrontdesk.TheadmincanperformForceCheck-OuttoterminatetheaccesscardrightsandplacethevisitorrecordintotheBlacklistedvisitorlist.Whentheblacklistedvisi-torvisitsthefacilityagain,IngressVMSwillnotifytheadministratoraccordingly.

To force check out visitor(s): Select thevisitor(s) fromMonitoring>ClickCheck-Out>Check-Outpagepopsup>ClickForce

Check-Out >Insertreason>Forcecheck-out

Thesystemwillleadyoutothe Blacklisted Visitormoduleanddisplaytherecordonscreen.Youcanchecktherestoftheblacklistedvisitor(s)onthispage.

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Chapter 6

BlacklistedVisitor

IngressVMStrackseveryvisitorusingIDcardorDrivinglicenseID,asthesecredentialsareconstant.

If a visitor is placed under the blacklisted visitor list, the system will search for the matching ID andpromptyoutotheBlacklistedVisitormodulewhereyoucanviewthereasonwhyheisnotpermittedaccess.

ThesystemadministratororthefrontdeskpersonnelcanremoveavisitorfromtheBlacklistedlistafterit isapprovedbytherelevantauthority.ClickRemoveandinsertareasontorevertthevisitorsbacktowhitelistvisitors.

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Chapter 7

REPORTS

IngressVMS report module offers 5 printable reports:

a. Total Visitor Report showstheoverallnumberofvisitorsforaspecificdaterange.

b. Visitor Profile Report showsdetailsofeveryvisitor thathasvisitedor registered in thesystembefore.

c. Current Status Report showsstatusofvisitorsforthepresentdayincludingthosewhoarestillinthefacilityandthosewhoarestillpendingforapproval.Thecheckedoutvisitorsforthatdaywillbeexcludedfromthisreport.

d. Prebook/Reserve Visitor Report displays list of visitors who have registered via web but arependingforapproval.

e. Blacklist Visitor Reportdisplaysalistofvisitorsthathavebeendeniedaccesstoafacilityduetovarioussecurityoffencessuchasexceedingthetimelimitinafacility,failuretoreturnaccesscards,committingoffencesinthebuilding,andetc.

Toprepareareport>GointoReportmodule

1. Selectatypeofreport

�. Insertcriteriatosearchdata

3. Selectdaterange

�. ClickSubmit

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Thesystemwilldisplaythereportat thebottomofpage.Youcanselectthetypeofoutput filetosavethereport.

Sample Reports

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