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ZoVM User Guide

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ZoVM enables you to register your visitor entering your facility efficiently and quickly. Besides easing the “pain” of security staff on entering personal details, it does not require sensitive information such as NRIC as a key for verification. As compared to traditional logbook and pen, ZoVM allows ease of search, long term storage and mitigate against loss/theft of sensitive personal information. This is a quick guide to get you started.

Registration

Instructions

After downloading ZoIVM, launch the app on your tablet, and this will be the first screen that you will see if you have not registered for an account and sign-in.

iOS

If you have not registered for an account, tap on “Register”. You will get a warning as shown on the image before being bought to a registration page.

Enter all the listed information and do note that these cannot be changed once you have created this account. Tap on “Register” upon completion.

You will be asked to verify your mobile phone number with an SMS PIN. Clicked on “Resend PIN” if you did not get the SMS Verification PIN.

When you check your mailbox, you should also receive this email asking you to verify your email address. Click on the “Verify” button to confirm this email. You might want to check your spam folder if you did not manage to receive this email.

This is the first screen that you will see after successfully creating your account. Welcome to ZoVM!

Creating Tenant(s)

Instructions

Tap on the “Profile” tab shows you information about this account which includes your Company Name, you Name, Version of ZoVM, etc. You can also opt to change your password from this screen and to logout from ZoVM by clicking on “Logout” selection.

iOS

Next is the “Admin” tab where you start to setup and configure your ZoVM account to enable security officers to use this to Check-In & Check-Out visitors. You can setup “Tenant”, “Users”, “Purpose” and “Field”, which aims to ease the work of security officers and to be specific on where your visitor(s) are going.

Tap on “Tenant”, and you will get to the screen on Tenant. Before you setup them, this page will be empty. Start by tapping on the “Create” option.

Enter the Name of the Tenant, which is a compulsory field, and you can have the option of putting in the description of the company. Tap on “Create” when you have completed, and you will have to acknowledge the creation of this tenant.

Continue to create for all your tenants as shown.

You can add in different locations within your tenant that visitors might be visiting. When you tapped into Company A and tapped on the “Create” button, you can create different areas within Company A that your security can select.

This is an example of various locations within Company A, which is your tenant, that a visitor might be visiting. This can be done for each tenant, or company that you have created.

Creating Users

Instructions

Coming back to the “Admin” tab, you can also create different Users to administer this Visitor Management. You can create a “Supervisor” account for your security manager and “User” account for security staff. To create users, tap on “User”.

iOS

As you are the creator of this account, you will only see yourself as the user currently. Tap on “Create” to create additional users.

Fill in the Name of the user and email address. An account creation email will be sent to this email address to complete the creation process.

You must assign one of the three available profiles to each user. “Admin” is the highest level where you can create an account and does all the administrative work. “Supervisor” has similar rights as “Admin” but it cannot create users and as for “User”, they will only be operating without administrative rights.

After you have complete providing all information for the user, tap on “Create”, and you now have one more user.

Creating Purpose

Instructions

Coming back to the “Admin” tab, you can create a different purpose of visit for all your visitors. In this case, you get to know in details what is their actual purpose of visit. Tap on the “Purpose” selection to start configuring the purpose of visit.

iOS

You do not have any “Purpose of Visiting” at the moment. Let’s start to create some of them for your visitor. Tap on “Create”, and you can fill in all the different purposes of the visit that you might have at your premises.

This is what it looks like when you have created various purposes of visit for your security to select for your visitors.

Configure Visitor Field

Instructions

Coming back to the “Admin” tab, you can also configure information that you need from your visitors. Due to the recent change in PDPA for Singapore, you will not want to include their NRIC Number. All these can be configured in this configuration. To get started, tap on “Field”.

iOS

There are many fields that you can decide if you like to collect that information from your visitor. Just toggle the selection ON/OFF to either enable your security staff to manage that information or to hide them. If you need to collect NRIC Number, due to regulation requirement, you can also opt to mask out part of the number, leaving the last four characters visible.

Searching for Visitors

Instructions

In the “Visits” tab, you can search for almost any string collected from the visitor such as their Name, Vehicle Number, Pass Number etc. from here. This ease you the trouble of flipping across pages and “challenging” handwritings to get what you need.

iOS

To change the date of search, you can tap on the date and select the date that you like to search.

For example, you are searching for a visitor by the name of “Tony”, all visitor with field text “Tony” will be filtered and display.

Register for Visit by Visitor

Instructions

To ease the crowding around the security counter for registering and getting into your facility, you can allow the visitor to fill in their personal information upon arrival. This helps to ease the jam and enabling your staff to optimise their workflow. Get back to “Profile” tab and tap on “Share Register Link” to call out the unique QR Code tagged to your account.

iOS

Tap on “Share”, and you can save the QR Code as JPEG, print that out and paste that in front of your security counter (with instructions) to allow a visitor with Smartphone to scan and do their registration.

They will be bought to this Registration Page upon scanning the QR Code.

The fields available and drop-down selection will be based on what has been setup and configure by the Administrative User. The visitor will need to fill in what’s being asked. Most of them are not a compulsory field where security can have the last decision whether they need that information.

After all the information is being filled, tap on “Submit” and that information will be submitted to the portal and make available at the security counter. Security Counter will need to have a tablet running ZoVM for them to check-in & check-out visitor as well as verifying the information before granting access to visitors.

After the visitor tap on “Submit”, the information provided by the visitor will be available at the security counter for verifying and determine shall the access be granted per your policy.

Register of Visitor by Security Staff

Instructions

If the visitor does not have any Smartphone or they are not having any access to local data connectivity, security staff can register on their behalf. Tap on “Register Visitor” on ZoVM.

iOS

After tapping on “Register Visitor”, security staff will have the same field that is being configured to be asked from the visitor.

If the “ID Mask” option is being activated, the ID Number will only display the last four positions of the identification. Instead of entering the ID manually, security can opt to scan the barcode of NRIC or WP to reduce the time taken to key in those numbers manually.

If a mobile number is being entered and your tablet is equipped with a SIM Card that has SMS, security staff can opt to verify that the mobile number provided is genuine. An SMS PIN will be sent to that stated mobile number and visitor will need to give the SMS PIN to security staff for verification manually.

Once the visitor’s information is being verified, and Check-in, the tab associated with the visitor, will be highlighted. If there’s a pass being issued, the pass number will be shown. ZoVM allows multiple levels of the pass or item issuance, depending on your security policy.

If there is a need to have secondary security access control, security staff can edit the details and issue another pass, key or item to the visitor. These will also be indicated on the tab associated with the visitor.

Check-In & Check-Out of Visitor

Instructions

To check-in, a visitor, tap on the tab associated with the visitor and the options will be available to either view the details of the visitor or to Check-In, the visitor.

iOS

Tapping on the tab associated with the visitor gives the options for viewing the details of the visitor or to Check-Out the visitor.

Once a visitor has been Check-Out, ZoVM will indiciate that the Visitor has been check-out successfully.