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What is electronic visitor management?

In most organizations today, visitors just scribble a name in a paper guest book. With VirtuSync, visitors electronically scan their ID (business card or driver's license), and all relevant information about them is captured in a secure database file, including their photo and signature (optional), the name of the person being visited, the reason for the visit, and their entry and exit times. In twenty seconds or less, the person is professionally checked in and a high quality visitor badge is automatically printed.

Why switch to electronic visitor management?

Paper guest books have been around for a long time. They are certainly cheap and easy to use. But the data collected is usually incomplete, often difficult to read, and impossible to analyze. And perhaps more importantly, confidential information about who has recently visited your facility is easily accessible and readily available to anyone who wants to flip through the book's pages.

These drawbacks may have been acceptable years ago, but the current global situation has changed, tighter security is now a necessity. As part of the overall strategy to improve security, most experts are encouraging organizations to do a better job of keeping track of who is in their buildings and why.

Over the last several years, thousands of organizations, both large and small, public and private, have discovered the many benefits of replacing the outdated paper log with our secure, electronic visitor management system.
These benefits include:

-	Secure the workplace more effectively
-	Streamline the visitor check-in process
-	Capture detailed visitor information accurately and automatically
-	Ability to easily perform analysis and reports on visitor data across multiple locations
-	Keep visitor and company information confidential
-	Provide high quality, professional looking badges to visitors and employees
-	Enhance the organization's image by making visitors and employees feel safer
-	Network multiple locations together to show a single visitor database
-	Ability to tightly integrate the visitor system with your access control system

How does electronic visitor management work?

Electronically scan a visitor ID.

-	Driver’s License
-	Business card
-	other ID

Automatically read and capture the data in a secure database file.

-	visitor's name, company, and contact information
-	photo
-	signature
-	name of the person being visited
-	reason for the visit
-	entry and exit times
-	customized to suit each customer's particular needs

Print peel and stick labels or hard cards in seconds.

Provide professional quality custom badges.

-	over 200 templates to choose from, included with our software
-	print badges and labels both visitors, employees, assets, and packages
-	customize each badge by type of visitor
-	Custom Badge Designer to create your own badge templates

Quickly access and analyze information

-	Use Lookup and Sort commands to quickly find specific records
-	Use the Report Wizard to generate customized reports in seconds.
-	Store and disseminate report data, instantly and electronically in any number of formats.

System Requirements

-	PC with a Pentium IV processor
-	Windows 2000 or XP
-	512MB of RAM
-	100MB of free hard disk space

Deployment Guidelines

1. SVM Software

-	SVM is the main application for processing visitors (ID scanning, record creation, badge printing, check in and check out, etc.).
-	Customers must purchase 1 copy of SVM for every workstation (Windows 2000 or XP) where they wish to create new visitor records, print badges, etc.
-	The SVM database (MSDE, SQL Server or Oracle) can reside on any computer on the network (server is recommended), and any number of SVM workstations can share a central database.
-	NOTE: SVM is not installed on the server, only the SVM database goes on a server.

2. SVM Satellite Software (new with version 9.0)

-	Satellite is used to control and monitor entry and exit at one or more internal locations or "check points" for visitors who have already been badged at an SVM workstation at the main lobby, visitor center or guard gate. Upon arrival at a Satellite station, the visitor badge is scanned (via barcode), and the Satellite station will display the visitor’s photo, name and Clearance level and immediately inform the operator whether to allow the visitor entry into that area or whether to deny entry. The Clearance level is assigned to each visitor when they are badged by SVM. Satellite time stamps the visitor’s entry and exit at that station via barcode scan.
-	Customers must purchase 1 copy of Satellite for each location where this type of internal control and monitoring is desired
-	The SVM database (MSDE, SQL Server or Oracle) can reside on any computer on the network (server is recommended), and any number of SVM workstations can share a central database.
-	Satellite does not have the ability to create new visitor records, to modify existing records, or to print badges; it is a supplement to the SVM security architecture, not a substitute for SVM.

3. Administrator Software

-	Administrator is an enterprise-class, central administration utility for SVM. It provides the user with administration, monitoring and reporting functionality against the SVM database. Administrator is a separate application from SVM, and can be installed on any workstation that has network access to the SVM database.
-	Customers get 1 free copy of Administrator with each copy of SVM they buy. If a customer requires additional copies of Administrator, those can be purchased separately.

4. eAdvance Software

-	eAdvance is a web-based application that allows authorized employees to pre-register visitors through a simple web browser form on their own computer. The customer has full control over which employees are granted access to eAdvance, and whether the registrations entered by certain employees need to be approved by someone else in the company before being added to the SVM database.
-	eAdvance is sold as an enterprise license; customers only need 1 copy regardless of how many SVM stations they deploy or how many employees they have.
-	eAdvance is installed on a web server running Microsoft IIS.
-	For customers that do not have their own web server, VirtuSync provides a hosting service for an annual fee.

5. Access Control Integration Software

-	This component allows the customer to grant proximity card access (or barcode access) to certain visitors directly from the SVM interface.
-	This software is sold as a server license; customers typically only need 1 copy regardless of how many SVM stations they deploy across different locations (assuming the Access Control System resides on a single server for the entire company).
-	eAdvance is installed on a web server running Microsoft IIS.
-	NOTE: if all visitors are escorted by an employee, the customer does NOT need this component.