A b o u t K i o s k s G u i d e. About Kiosks Guide. Copyright WhosOnLocation Limited

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1 A b o u t K i o s k s G u i d e About Kiosks Guide Copyright WhosOnLocation Limited 1 P a g e

2 A b o u t K i o s k s G u i d e P a g e 2 Contents About Kiosks... 3 Elements to a Kiosk... 3 Multiple Kiosk Support... 4 Kiosk Examples... 4 Kiosk Connectivity to the WhosOnLocation Account... 6 Setup a Visitor Kiosk... 7 Customise your Visitor Kiosk Logging onto your Kiosk Kiosk Settings and Modes Tips and Hints Changing Modes P a g e

3 A b o u t K i o s k s G u i d e P a g e 3 About Kiosks A Visitor Kiosk is a standard PC or laptop located on the reception side of the reception desk hidden from the visitor with the monitor, keyboard and mouse only facing out to the general public. A kiosk can also be a touchscreen mounted on the wall or a touchscreen positioned on the reception counter, or an ipad. Elements to a Kiosk WhosOnLocation supports the ability to have both a visitor check-in button on the screen and a contractor check-in button on the screen. This enables organizations to ask the visitor and contractor different questions. For example you might want to ask contractors if they have a work order or job number whereas you would not ask visitors that question. WhosOnLocation supports the following features that interact or are used by a kiosk: Visitor pass printing Visitor pass scan out using barcode Photo ID Card scan in and out using barcode Photo ID Card scan in and out using RFID Photo capture Photo printing on the visitor pass Multiple and customizable question editor A kiosk can therefore consist of one or all of the following elements: PC, laptop, Counter top Touchscreen or wall-mount touchscreen Dymo 450 or Brother 570+ label printer for visitor passes Barcode reader Web camera Windows compatible RFID reader/scanner 3 P a g e

4 A b o u t K i o s k s G u i d e P a g e 4 Multiple Kiosk Support WhosOnLocation does not limit the number of kiosks an account can setup at a specific location. Furthermore there is no license fee element related to kiosk numbers. So whether you have one or 1000 kiosks at a location there is no impact on your license fee. You can have a Kiosk at your main reception and another at the courier and deliveries entrance in your dock-way. We are aware of some of our users having up to 15 kiosks setup across a specific location. Each visitor transaction is reconciled between all kiosks. If you have receptionists, they too can be logged in and see what is going on at any kiosk. Kiosk Examples In this example the user has setup a standard PC, and keyboard with mouse on the reception counter. The PC is an all-in-one, meaning the actual PC and monitor is integrated. This reduces the footprint of the Kiosk as there is no PC box sitting on the floor beside the receptionist. In this mock example we have a touchscreen, wall mounted with a desk position underneath with a keyboard (as some users still prefer to type using a keyboard), a visitor label printer, and a barcode reader. In this example we have a wall-mounted visitor kiosk with no label printing. 4 P a g e

5 A b o u t K i o s k s G u i d e P a g e 5 In this example the client has setup an all-inone Touchscreen with a web-camera and Dymo 450 Turbo label printer. There is also a barcode reader on the other side of the kiosk. Here are some other Kiosk images for your perusal and consideration 5 P a g e

6 A b o u t K i o s k s G u i d e P a g e 6 Tips and Hints for Kiosks For standard non-touch PC Kiosks We recommend placing your PC behind the reception counter so that only the monitor, visitor pass printer, and barcode reader are visible to the visitor. For Touch screen Kiosks We recommend if using a touchscreen that you go to the Windows Control Panel on the kiosk, select Pen and Touch, select the Touch tab, and un-tick the Enable multi-touch gestures and inking. This will stop the touch screen from accidentally expanding and contracting the display when visitors accidentally double-tap the screen with their fingers. Just like an iphone or Androd phone, touch monitors are sensitive and are designed to (magnify) increase and decrease display resolutions with double taps. Kiosk Connectivity to the WhosOnLocation Account All kiosks must be connected to the Internet with the homepage set to your user URL which is either: North American server users: Australian server users: New Zealand server users: 6 P a g e

7 A b o u t K i o s k s G u i d e P a g e 7 Setup a Visitor Kiosk Visitors can be checked into and out of your location by the receptionist team and/or via selfcheck-in Kiosks. To setup a Kiosk you must be an Administrator 1. Click the button in the Administration Dashboard. This opens up the Kiosk List. Your Kiosk List may or may not have one or more Kiosks setup depending on your preferences detailed in your WhosOnLocation Trial Setup Guide submission. If you have a Visitor Kiosk setup already by us click the name of the Kiosk and walkthrough the following steps so you can see what we did to set your Kiosk up. In this exercise we are going to assume you do not have a Visitor Kiosk setup and you want Visitors to be able to self-register their arrival and departure from your Location. So let s create a Kiosk login. 2. Click the Create a Kiosk button located in the upper right of the screen. 7 P a g e

8 A b o u t K i o s k s G u i d e P a g e 8 This opens up a new blank Kiosk Profile form Setup a *Kiosk username and password: 3. Complete the Kiosk form as directed. *Kiosk Login Address: The Kiosk username does not need to be a real address in your server - it is only used as a unique username login for the kiosk. For example if your company name is Demo Limited and the kiosk in question is being placed at the main reception counter at Head Office we would recommend creating a username to reflect either the location name of the kiosk, or the area where the kiosk is being located, or its main function. An example of a kiosk username that reflects it is for reception head office is: receptionkioskho@acme.com. An example of a username reflecting the function of the kiosk is: visitorkiosk@demo.com Write down the username and password you setup for your Kiosk. 4. Click Save and Exit Your Kiosk will now appear in your Kiosk List. You can edit your Kiosk anytime by selecting the name of the Kiosk. 8 P a g e

9 A b o u t K i o s k s G u i d e P a g e 9 5. Click mydashboard located in upper right of screen 9 P a g e

10 A b o u t K i o s k s G u i d e P a g e 10 Customise your Visitor Kiosk In this exercise we will look at the options for customising the look and feel of your Kiosk screen. 1. Click the button in the Administration Dashboard. This opens up the Kiosk Settings screen see overleaf: WhosOnLocation applies your Organisation Logo as the default logo to be used on all Kiosk screens. However you can personalise each Locations Kiosk (s) logo by using the Upload a Kiosk Logo button. NOTE: The image must be a jpeg. Continued overleaf 10 P a g e

11 A b o u t K i o s k s G u i d e P a g e 11 You can customize the look and feel of your kiosk (s) screen (s) at this location. You can customize: The base Background Colour of the screen (default is White) The Heading Colour (Head Office) (default is Green) The Privacy Header Colour AND wording (default is Green) The Privacy Statement Colour AND wording (default is Black) You can add a corporate Logo (default is your organisation logo) Note: We highly recommend keeping your background white (the default). You can restore the default settings anytime by clicking Restore Default Settings. You must click Save and Exit to save your settings. Continued overleaf. Your Visitor Kiosk will immediately update to reflect your changes the next time a visitor clicks a button on the kiosk (which is in effect forcing a re-fresh). 11 P a g e

12 A b o u t K i o s k s G u i d e P a g e 12 Logging onto your Kiosk Open the Browser on your Kiosk. Go to your WhosOnLocation account s web address which is either: North American server users: Australian server users: New Zealand server users: The username and password for your Kiosk, if not ed to you when your account was first setup, is covered on page 8 of this paper. 12 P a g e

13 A b o u t K i o s k s G u i d e P a g e 13 Kiosk Settings and Modes There are two basic modes a Kiosk can be in which determine if the Kiosk is: 1. Using non-touch screen mode (e.g. Std PC screen) with label printing 2. Using non-touch screen mode (e.g. Std PC screen) with no label printing 3. Using Touch screen mode with label printing 4. Using Touch screen mode with no label printing When the operator first logs on to the Kiosk they are asked to select from two settings before clicking Enter Kiosk: 1. Are you printing Visitor Labels (Yes or No) 2. Is the Kiosk a Touch Screen or not (Yes or No) In the example above the settings are NO to Printing Labels and YES to Touch Screen Please note: many users apply the Touch Screen setting but still have a keyboard and mouse for those users that prefer using them to enter details. Once the operator selects their settings they click Enter Kiosk 13 P a g e

14 A b o u t K i o s k s G u i d e P a g e 14 The operator is now in Kiosk Mode. The operator will always no which mode their kiosk is in by the Kiosk Mode Status in the bottom of the Kiosk screen just above the Show Options link. In the example above the mode is Visitor Kiosk (T) Mode meaning Touch Screen (T). There are four possible Kiosk Modes: 1. Visitor Kiosk Mode 2. Visitor Kiosk Mode with Label Printing 3. Visitor Kiosk (T) Mode 4. Visitor Kiosk (T) Mode with Label Printing Tips and Hints 1. If your Kiosk is not printing labels check the mode. 2. If your Kiosk is a Touch Screen but the on-screen keyboard does not come up check the mode. It should be one of the ones with the letter (T). 3. If you are printing Labels but the printer runs out of them and you don t have any in stock change modes to not include printing until you get your label back into stock. Overleaf we show you how to change Kiosk Modes while the Kiosk is still operating. 14 P a g e

15 A b o u t K i o s k s G u i d e P a g e 15 Note the Show Options link located in the footer of the screen above. 15 P a g e

16 A b o u t K i o s k s G u i d e P a g e 16 Changing Modes To change the mode of a Kiosk the operator must: 1. Select the Show Options link located in the footer of the Kiosk screen. 2. The operator is presented with the options. Select Exit Kiosk Mode. 3. Enter the password for the Kiosk. Note: do not enter your own password enter the password for the Kiosk. 4. Select Submit 16 P a g e

17 A b o u t K i o s k s G u i d e P a g e Reset your settings to the Mode you want and click Enter Kiosk This completes the About Kiosks. Please refer to the online Helpdesk for further guides, How to and Tips & Tricks. You can request assistance anytime via the Helpdesk by using the Submit a Request. 17 P a g e