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hello this is Annie Jones talking to you from Farmington a good data management welcome to our webinar Eve is eter pass for schools how it works thanks for joining us glad to have you with us we'll try to keep this brief we know you're all very busy what we're going to do is a quick five or ten minute overview of the visitor pass a 10-minute product demonstration and then at the end of this presentation we will be answering questions from the audience you can submit your questions by clicking on the GoToWebinar window on your screen and please feel free to call or email your visitor pass representative to ask for other questions later we'll provide contact information on a later slide when you signed up we we ask you this question and here are the results of that hole in your opinion what is the most important reason for having a visitor management system as you can see it's a nice even results almost three quarters of you decided identify visitors with a badge was most important followed by keeping track and having a record later fortunately our visitor management products do all three so you don't have to choose but it's nice to know where we're the priority is presenters there are four my name is Annie Jones I'm there on the left Kim Isabel and Mark Della Valle are your visitor pass school specialist your representatives who you can talk to after the presentation Michael Phillips is our IT guy he's the one who makes all this work so hopefully you can see and hear everything there's a group shot of our company down below we celebrate our anniversary every year and recommit to our values we've been around for 54 years well not all of us but the company has and below that is our visitor pass motto security you can see in lots of different ways so welcome hey exam d thank you so much for joining us today my name is Mark we know how difficult it is to fit one more thing into your day so we'll do our best to move things along and make good use of your time we're just thrilled to have such a diverse audience joining us today from nursery and pre-k k through 12 public and private schools and universities and colleges in attendance as well before Michael leads us through the software demonstration Kim and I wanted to provide a little grounding a visitor pass is designed to sign all types of visitors in quickly and easily to identify visitors with a personalized and fabric sensitive adhesive badge to track the visitors in your school at all times and to provide recording for analysis in the event of an incident or evacuation our basic package that system includes the software license installation training support license updates and cloud storage for one year we also get a direct thermal printer our direct thermal printer comes with one cleaning cart and the cleaning card is recommended to keep the unit clean and operational also the imprint on the direct thermal badge is created by there are no charges finally 150 badges and started we have we have additional non-expiring layering and inspiring bad guys go through with a visual boy to prevent reuse you can during the next business day our basic system you have your college hermits goals plus free shipping today and the annual renewal clause in the second year is two hundred fifty dollars plus the cost of your badges without a minute i'm gonna turn things over to Kevin Kevin thanks mark in addition to our basic system there is compatible equipment available to enhance the functionality of our basic system both in terms of saving time and improving security I'll just walk you through that quickly our drivers license readers or our dl readers populate the software in seconds saving manual entry time and ensuring that all visitors are indeed a welcome guests and exactly who they claim to be the DL readers are capable of scanning an a state issued license and in a state issued ID and capture the visitors legal name and date of birth which is an essential step when checking credentials against the national sex offender database so the information returned is accurate and reliable our dl readers provide the added benefit of sign out which makes for efficient processing when groups visitors are leaving at the same time such as with a meeting or an assembly the camera and stand positions the wide-angle lens at the head level and our auto crop tool enhances the image for placement on the badge providing a real-time image is especially important for those visitors that don't have a license or state issued ID so everyone is accounted for and archived in your database with a photo we provide a USB hub to efficiently connect all the peripherals in one port and as Mark mentioned we also provide a cleaning card to keep your printer clean and fully functional so our most complete system includes our basic system in addition to the compatible equipment I just covered the most complete system includes the software the printer and cleaning card 250 badges basic deal reader plus the camera and sand and the USB hub our complete system is nine hundred and ninety dollars for our schools plus free shipping and the annual renewal costs in the second year is three hundred and fifty dollars plus your badges if you do add the national sex offender database service just add a hundred dollars to the first year and subsequent year costs so a thousand ninety in the first year and 450 in the second year plus whatever the badge costs might be so with that let's jump into the e visitor pass a demonstration with Michael Phillips and I'd like to encourage all of you to send your user technical security and service questions our way and we'll do our best to field them after the demonstration thank you can and thank you all for the great introduction to the e visitor pass system I'm going to be walking you through a quick little demo so several simple scenarios and then we'll take some questions after this will be a short 10 to 15 minute demonstration if you'd like more information we can provide you with a personal demonstration later and we'll throw up the contact information for that later so there are three main sections of the screen in e visitor pass first is the visitor registration over here on the left and this is where you'll sign your visitors in such as parents contractors or even substitute teachers into your school your school logo will appear up here and use a school logo or mascot over on the right hand side as a second section which is the visitor blog this is where you'll be able to see who is currently pre-registered currently signed in and recently signed out the last section is the reports and that's where you'll be able to view the history of who's been visiting your school we'll cover that later so first we'll have a walk-up visitor so a parent who walks up for to visit for our conference so if you purchase one of the driver's license readers you'll just click on the read ID card button here scan the bar code on the back of the driver's license and confirm the ID now you do always have the option if you didn't want to purchase the driver's license reader to manually type in a person's name or if they don't have a driver's license available you can do that as well now the next step would be to enter the company name now for schools typically they'll just put in a parent or leave it blank the company name really applies to contractors and vendors then you're going to select the visitors destination we're going to select room 101 and if you've purchased the camera you can also add a photo by clicking on the camera icon set that up here and then you'll have your visitor stand in front of the camera smile and take a picture after that with a few clicks you can zoom in update the profile and you've got a photo of your visitor that will print out on the badge now the last step or one of the last steps is entering a visit note so if you wanted to enter in the reason for the person's visit this is where you would do that so this I'm just going to put demo oops now the next step would be to choose the visit length now down here we have the default as a category of time period so each visit category such as all these can have its own default visit length time i'm just going to change that to two hours and then sign in and print now since I don't have a printer connected to this computer it's going to give me this little error message and we're going to look at a batch preview so here this is an example of what your badge could look like shows the visitors name photo where they're going to and the time they are expected to leave it also includes a unique barcode for signing out with our optional sign out scanner the sign off scanner it wouldn't be met won't be necessary if you purchase one of our turbo driver's license readers it doubles as a sign inside on scanner as well close this and now we'll be able to view that signed in visitor underneath the signed in list shows up right here now when your visitor is ready to leave you can simply click on their name and click the Sign Out button and that's all there is to it so as you can see it's pretty easy to get somebody signed in from scratch on them through now I'll show you how to process a returning visitor so when I return next week this is what you do now you can either scan their drivers license in again or if you already know the name of the person you can start typing in their name and as you can see you can you'll get a list of possible matches when you start typing in so once you find the person you're looking for click on their name and it will remember the full spelling of the name as well as the photo that we took earlier then you can either type in or select where the visitor is going to be going and again the notes when you're ready sign in and print so as you can see as a returning visitor it's a considerable amount quicker since all that information on your visitor is already been stored in the database just needs to pull it out and display it on the screen for you so now that we've seen how simple this system can be let's take a look at some of the more advanced features now once you've entered your visitors information you can double click on the picture profile to bring up this new window here now in this window you can enter in more information such as a phone number email address notes about the person now this is also where you will find the Flag status feature where you can assign a flag to a visitor for example if this visitor was a troublemaker or any issues like that you could assign them a red flag and add a description or note as to what that flag means or represents in this case he'll need an escort required when he's visiting when you're all set with that information you can click done now if you've entered this person in and that little flag shows up all you have to do is double click on the flag or the person's profile picture and it will bring up this window so you can read the reason for that alert or that flag status now in this case that visitor has an escort required so we're going to change their visit category from visitor to escort require and now will show up on the batch when all the rest of the information is set just click Sign In and print and your badge is ready in your visitors on their way now most of our schools have an interest in tardy students or early dismissals and we can offer that to do our ways to do that as well within the visit category section by clicking the visit category and changing it to either early dismissal or tardy slip we can set this up so that it will process that information and won't have to print out the badges if necessary on this demo account we've set it up so that tardy slips can log the entry and print out the badge an early dismissal will just log the information without the bachelor acting up now we're going to take a look at reporting and we offer for different types of reports first is the visitors log and this is where you'll be able to visit all the visitors for a specific visit category such as parent contractor substitute or you can view all your visitors by selecting the all option you would just next you would select the selected time frame she have a variety of choices just do this month and then click go it's going to show the total number of visits for this month along with the person's name a flag status was added to that person's profile that will show up in the next column company visit category they were used there that was used to sign them in along with where they were going time in out in duration and notes about their visit will all show up on this report now with these reports you have the option to print them out or you can export them to an excel spreadsheet a PDF or Word document the next report is a single visitor details and this is where you can view the visiting habits of a particular individual so you'll click the select visitor enter the name here select the visitor and then select the timeframe once you click go it's going to pull that data that information off of your database it's going to show you all the information about those that person and their visits so just as before we show the visit category used to sign them in time in out and duration where they were going and notes about that person if this person had a flag status applied to their name it would show that as well as the reason and just other information that you have gathered about the person just as before you can either print or export this to one of the three options the next report we have is a flag visitor list and this will allow you to view any visitors who have a flag a flag status applied to their profile you can view one of the three categories by themselves or you can view all flagged and it will show you all the visitors with a flag status applied I'll show you the total number of flag visitors along with the category separated so you'll know who has what type of Flag status just basic information about that person along with the flag comment or reason why they have a flag status applied contact information if necessary and the date that the Flag status was created if that person's information was scanned in with the driver's license you'll get a little check box in this area here and the state that the driver's license was issued from will show up in the last field here just as before you can either print or export this report now the last report we have is the evacuation report this is a live report that will show you anybody who is pre registered to show up within the next two hours anyone who's currently signed in and anyone who has recently signed out this will give you a nice little snapshot so if there wasn't reason for an evacuation such as an emergency or even just a fire drill you can have this report on hand quickly so you can have a accurate representation of who might be in your building now we've included an easy way to access that right here on the main screen there's an evacuation report button and by printing or clicking that button will print out that report we were just viewing without any question so you can quickly get the report and leave your building so if you'd like a private demonstration you can contact our sales department to schedule one and we'll put up the contact information a little bit later on the screen if you want to do that now I'm going to turn it back over to the rest of the team for the remaining portion of the webinar thanks Mike here's a great visitor pass flyer that outlines all the details that Kim Michael and I had processed with you today we'd love to send you a copy it includes their software packages the basic and complete systems that we talked about in addition to our Alec are offering which allows you to buy only what you need in addition to first year and renewal your costs for our software compatible equipment and the National sex offender database service and as Kim mentioned earlier if you have any questions feel free to send us send them our way while we're waiting for questions who also want to mention that we are here to provide as Michael mentioned the private demonstration where you can have an opportunity to ask questions concerning your campus specifically free 30-day trial offer so you can test our software for free a quote that's helpful during your evaluation process a 90 days satisfaction guarantee if you decide to purchase and always free shipping we know that this is a very involved decision making process and hope that this is how to bring you soup you some ice during that decision-making process thanks mark as we mentioned at the top of this presentation we can take questions now and on your GoToWebinar window it should be an area there for you to type in your questions and submit them will be on the lookout for them and answer them to us gov SP cap we do have a few popping up already won the first one we have is can we have our school logo print out on the batch and I can answer that answer is absolutely whatever logo that you send to us that shows up on the screen as I displayed will also print out on the badge itself so you have another one here can we add more visit cow or visitor categories absolutely I had just shown a small sample of just some options that have come up from customers in the past you know the visitor vendor contractor parent those seem to be the most commonly used visit categories but whatever categories you feel are necessary we can help you implement that Michael I have a question during the your demo you were you were did the alert you know the red flag alert like oh this is a troublemaker better have an escort are there other kinds of alerts yes there are we have two other colored alerts green which we refer to as the VIP and the yellow which is just a general other alert so we found that with those three options you can usually get a lot out of that feature for example like the yellow might be requires a wheelchair exactly thing like that you know great thanks next question is how long does it take to set up a typical installation and training process it takes about an hour I usually say about 15-20 minutes are the installation which is all done remotely similar to how we're working today and then the training session which is usually we roll right into that after the install takes about 40 45 minutes could take a little bit longer depending on how many people are in attendance or if there's a fair amount of questions afterwards next question if a school has several entry points do you need more than one system and the answer to that would be yes you would for each operating terminal you'll need to purchase that how does the system notify staff of a flag visitor unfortunately we do not offer a notification or messaging feature with our software so if something like that needed to be done it would the best way I could recommend is by printing out or sharing the flag sets report let's support do you offer after purchase for one year or during the duration of your subscription you get as it stands unlimited support so if you had so much as a question or if your printer stopped working you start by giving us a call more than likely you'd end up speaking with me and we'll do a little trouble shooting and hopefully get you back on your feet quickly Michael what about upgrades up well we we do about monthly updates of the system you know either getting rid of bugs or adding new features those are all included for the duration of your account acton or long as your account is active and they're pretty simple we've got it down to just starting up your program and if there's an update available you'll be side and you can either proceed or decline if you want but we do recommend updating so you stay on the latest version next question I out of here is can i install the software on more than one computer you can install the software on more than one computer but the stipulation is that if you're planning on using it to sign in or out visitors you will need to purchase a license for that additional machine we do offer what we refer to as a back-office terminal so if you needed to have another system for pre-registration or viewing and sharing the reports we can offer that to you for free another question here can we add more destinations to the visiting field absolutely there is really no limitation to the amount of destinations added to the visiting field but we do recommend keeping it to a handful or so of the most popular visited destinations in your school we don't have any limitations so we could add a hundred but in all honesty it might be quicker for you to just type a person's name in rather than searching through a hundred names full titans anyone has any more questions feel free to type them in right and scooted Kim I just wanted to let everybody know that you know you can always follow up with additional questions later we're going to make a copy of this presentation available on our website you can visitor pass solutions com it'll be a recording of this session as well as a PDF of the slide show itself so easy to print out and share with others uh you know will will will have future webinars as well so keep an eye out for that and let us know if you'd like to see other topics for our webinars as well as when the best time of the day is for you to participate in the webinar I know the school day gets very very busy and hectic I wonder if you could talk a little bit about the renewal alerts that are automated absolutely um about approximately 30 days prior to the renewal date you'll start getting a little pop up every time you open up the program just informing you that your your renewal date is coming up they'll tell you how many days you have left it also includes your sales rep contact information your name phone number and that information so you get a nice little reminder when you know a month in advance and gives you plenty of time to take care of that okay well if there are no more questions again ask them later of your rep their contact information here on the screen will leave this up for a little bit so you can copy down if you'd like but we really appreciate your attendance we kept this within half an hour so we're pretty happy about that um any final thoughts from anybody before we go a little lulz we'll call it a wrap have a great weekend up here and the winglets been pretty rainy but it looks like the sun's trying to come out so we're happy about that too so thank you very much again and hope to talk to you soon take care