An important message from Teamgo regarding Novel Coronavirus (COVID-19)

An important message regarding Novel Coronavirus (COVID-19) 2020

On behalf of all of us at Teamgo, I hope this message finds you safe and well. We understand travel and mobility is an important part of life, helping us stay connected in both our personal and work lifestyles.

At the same time there’s a wider community concern about Coronavirus (COVID-19) both in public and private spaces.

The safety and wellbeing of our customers, their employees and visitors is always our highest priority, so we want to offer some tips on how Teamgo visitor management can help you remain vigilant and your visitors informed.

It’s likely you may not be aware of some of the features you can enable on your Teamgo kiosk right now to support this.

As always, our main priority is to keep providing you with the tools you need and the service that you expect.

Kiosks

  • Modify the visitor form to include questions about a guests recent travel or any health concerns (guide).
  • Enable simple Yes/No answers and instantly notify the appropriate people based on visitor choices
  • Add additional messaging and text to your kiosk home screen (view guide)
  • Update background images and enable screen saver mode to display important messages (view guide)

Pre-Registration

  • Minimise time on site by pre-registering your visitors
  • Customise pre-registration and let visitors complete forms prior to arrival, including asking important questions
  • (view guides)

Touch Free

  • Enable QR code scanning on the iPad kiosk home screen (view guide)
  • Install the Teamgo Kiosk App on an iPhone for employee assisted sign-in with QR codes and avoid visitors co-mingling in close proximity queues.
  • Use our new FaceID technology to sign-in with facial recognition functionality (view guide)
  • Get your employees to sign in with the Teamgo Pass app for iPhone/Android (more info)
  • Purchase some disposable stylus from your local supplier

If you would like further assistance with any of the options above just reply this email or get in touch via dashboard support.

Wishing you and those around you good health,
Steve & Chhai at Teamgo

Banner - Teamgo's Brand New Dashboard 2

Teamgo’s Brand New Dashboard

Yes, you heard it right. Teamgo’s dashboard has just had a makeover and it looks better than ever! 

Just like any good home, apps also need refurbishing sometimes… 

Our development has been hard at work and after months in the making, we’re finally ready to release the new dashboard. 

Teamgo’s new dashboard was designed with a single purpose: to make your life easier. 

We’ve been listening to your feedback very attentive and here’s what you can expect: 

  • Improved user experience 
  • Intuitive, clutter-free and user-friendly design
  • Easy navigation

While all of the Teamgo features you know are still there, you might need a little help to find them at first. So without further ado, here’s what’s changed:

 

1. The home screen of your dashboard now shows your locations and kiosks

 

Your old home page showed your visitors and sign-in activity.

After long observation, we realised that one of your most-used features was the Kiosk Designer, which was hidden away. 

To make things easier for you, we’ve put you locations and Kiosks right on the home page, so you can customise away without anything getting in your way.

You also have a quick tab menu next to each location’s name where you can navigate location-specific functions such as Manage Visitors, Hosts, Kiosks, Reports and Settings.
 

2. We’ve merged your Contacts (now called Visitors) and Teams into the USERS tab

 

Before, you had separate tabs for your visitors and your employees. 

We’ve decided to merge them into one tab – USERS – so you can manage all your people in a single place. 

You can still visualise them separately by clicking the sub-sections Visitors and Teams

In Visitors, you can see the visitor and sign-in activity.

In Teams, you can add and manage staff members. 

 

3. Now you have a separate tab for LOCATIONS 

 

Before, you had to go Settings to get to your Locations. Now you can see a directory of all your locations in your LOCATIONS tab and access a quick edit menu that includes Manage Visitors, Hosts, Kiosks, Reports and Settings

 

4. Cleaner SETTINGS tab 

 

You will notice that your SETTINGS tab is now much cleaner and easy to navigate. 

Once you click SETTINGS you will see the options Languages, Pre-registration, Notifications, ID Card Template, Badge Template, Groups, Account Details, Data & Privacy and Integrations.
 

5. A new way to add visitors

 

Adding and inviting visitors became much easier. All you have to do is go to 

  • LOCATIONS
  • Find the locations you’d like to add your visitor to 
  • Click Manage Visitors under that location 
  • Click + New Visitor

 

We’ve also updated our help articles, so if want any more details, click here

We are so looking forward to receiving your feedback on the new changes, so don’t forget to get in touch with us by email at [email protected] and tell us what you think!

Thank you for your support and your business!

Badge Printer Blog Article Banner

Badge Printers For Visitor Management Systems: The Definitive Guide [OUTDATED]

THIS BLOG IS OUTDATED. FOR THE UPDATED VERSION, CLICK HERE.

 

One of the most common enquiries and support requests that we get at Teamgo involve badge printers. Badge printers are designed to be very simple to operate but they can be tricky the first time you use one. So, if you are experiencing or have experienced trouble with your badge printer this guide is for you. 

The questions we receive go from “what type of badge printer should I get?” to “how can I change the label size of my printer?” So this is going to be a comprehensive guide to cover the widest range of recurring questions. If we’ve missed anything you want to know more about, tweet us!  

If you are experiencing or have experienced trouble with your badge printer this guide is for you. 

Here are the fields we’ll cover

    1. How printing works
    2. Printer and label specifications
    3. How to connect the printer to the iPad
    4. How to change the label size
    5. How can I reprint badges?
    6. Why is my printer not working?

 

1. How printing works

Printing works through a direct connection between the iPad and the Label Printer over your office’s WiFi network or Bluetooth pairing (in supported models).  You can use the same printer to print different designs of badges including visitor and staff badges. 

Breaking it down: 

  • Visitor signs in on the iPad terminal 
  • The iPad terminal sends the sign-in data to the Teamgo cloud 
  • Teamgo then sends data back to the iPad confirming the visitor sign-in and requesting a badge to be printed
  • The iPad sends a print request to the connected printer

To successfully print badges using Teamgo, you will need to make sure that you have the correct model of printer and labels. So keep reading!

 

2. Printer and label specifications

Printer: 

To successfully print badges you need to make sure you are running a supported printer model. Teamgo only supports Brother Label Printers of the following models:

Current Models

  • Brother QL-810W Wireless Printer (Brother Online Store, Teamgo Online Store)

    Brother Label Printer QL-820NWB Wireless and Bluetooth

  • Brother QL-820NWB Wireless and Bluetooth Printer(Brother Online Store)

    Brother Label Printer QL-810W Wireless

Retired Models (still supported)

  • Brother QL-720NW Wireless Printer

    Brother Printer QL720NW Wiereless

All of our supported models include LAN, WiFi or Bluetooth connectivity, which means no wiring needed between the printer and the iPad.

Also, Brother Printers work with a Direct Thermal mechanism which doesn’t require any ink or replacement components either. 

We recommend the Brother QL-820NWB Wireless and Bluetooth Printer model, which is Brother’s latest model. 

Label: 

When it comes to the labels, make sure you have the correct label size: 

  • White Label Roll 62mm x 100mm – 300 labels per roll. 

We recommend the use of Brother DK-11202 or Brother DK-1202 Labels, which are guaranteed to match the recommended printers and size requirements. However, you can still purchase labels manufactured by other brands, as long as they match the size requirements and are compatible with the Brother Printers.

You can also change the label size if you wish, though that is not recommended. Refer to the “Changing Label Sizes” section of this article to see how. 

Please, note that Teamgo does not support the Brother DK-2201 and DK-2251 badges that come with the Brother QL-820NWB printer. Please dispose of those badges and purchase any of the supported badges listed above.

 

3. How to connect the Brother Printer to your Visitor Management System

Before you start connecting a printer make sure that you followed the first step and have a compatible printer and labels. 

3.1 Connecting through Wireless 

This process is compatible with the following models: 

  • Brother QL-720NW Wireless Printer
  • Brother QL-810W Wireless Printer
  • Brother QL-820NWB Wireless and Bluetooth Printer

This is a two-part process:

Part 1: Connecting your printer to your office’s Wireless network.
Part2: Connecting your printer to the iPad.

Part 1. Connecting your printer to your office’s Wireless network

You will need some key information about your WiFi network including the network SSID/name and network password. 

On your Windows or Mac computer, open your browser and type “install.brother”. This will take you to the software installer webpage. Download the Windows or Mac installer according to your computer’s operating system. 

Once the file has been downloaded, double click it to begin the installation. 

Connect your Brother printer to your computer via USB and make sure that connection is maintained during the installation. 

Click AUTO SELECT and verify the model of your printer. Once that’s done, click OK to proceed. 

Follow the installation steps that show up on your screen, always making sure that your printer is still connected to the computer via USB, that you have chosen the correct Wifi network and that you select the correct printer model.

If you have difficulties following the steps of the installation process follow these detailed tutorials by Brother: 

Part 2. Connecting your printer to your iPad via WiFi

To proceed, make sure that your Brother Printer is connected to a WiFi network and hat you have downloaded the Teamgo app on your iPad

Now, here’s how you connect the Brother Printer to the iPad:  

  1. Open the Teamgo app on your iPad and log in with your administrator username and password.Badge Printer for Visitor Management System - Connect Printer Via WiFi
  2. Press SETTINGS.Badge Printer for Visitor Management System - Connect Printer Via WiFi
  3. Press PRINTER.
    Now the iPad will start searching for connected printers. This might take a few moments.Badge Printer for Visitor Management System - Connect Printer Via WiFi
  4. A list of available printers will appear on your screen. Select the one you wish to connect to.Badge Printer for Visitor Management System - Connect Printer Via WiFi
  5. Once you select one, the app you take you back to the previous screen. Please notice that bellow the PRINTER option you will see the printer’s IP Address.Badge Printer for Visitor Management System - Connect Printer Via WiFi
  6. On your screen, select PRINT TEST to ensure your printer has been connected successfully. This will send a print job from your Teamgo dashboard to the iPad and onto the printer.Badge Printer for Visitor Management System - Connect Printer Via WiFi
  7. Your printer is now connected. We recommend running a test sign in to ensure everything is functioning smoothly

3.2 Connecting through Bluetooth 

This process is only compatible with the Brother QL-820NWB printer. 

First things first, make sure your printer is set up to use Bluetooth. Here’s how: 

  1. Press the MENU button.
  2. Use the up and down arrows to find the BLUETOOTH MENU.
  3. Press OK.
  4. Use the up and down arrows to find the BLUETOOTH ON/OFF option.
  5. Press OK.
  6. Use the arrows again to select ON.
  7. Press OK.

Now that your printer’s Bluetooth is activated we can connect it to the iPad. Again, make sure that you have downloaded the Teamgo app on your iPad.

  1. Open the Teamgo app on your iPad and log in using your administrator username and password.Badge Printer for Visitor Management System - Connect Printer Via Bluetooth
  2.  Press SETTINGS at the bottom of the screen.Badge Printer for Visitor Management System - Connect Printer Via Bluetooth
  3. Select the BLUETOOTH SEARCH & PAIR option.Badge Printer for Visitor Management System - Connect Printer Via Bluetooth
  4. Wait for your iPad to find your printer via Bluetooth. This might take a few moments.Badge Printer for Visitor Management System - Connect Printer Via Bluetooth
  5. Select the printer you wish to connect to on the screen. It might take a few more moments until this is finalised.Badge Printer for Visitor Management System - Connect Printer Via Bluetooth
  6. Your printer is now paired.
  7. Run a PRINT TEST to ensure your printer is running smoothly.Badge Printer for Visitor Management System - Connect Printer Via Bluetooth

PLEASE NOTE: You can connect multiple iPads to one printer using WiFi connection. However, if you are using a Bluetooth connection, you can only connect one iPad to one printer at a time.

4. How to change your label size

Teamgo only recommends the Brother 62 x 100 mm Shipping Label (DK-11202 and DK-1202). These labels are the optimal size and give the best results. This is also the default size that your terminal will be set to. 

  • DK-11202 is supported by default but you would enter 62mmx100mm
  • DK-22205 you would enter 62mmx30.48m

If you do wish to use a different label size, you can change the label size in your terminal, though the results might not be optimal.

To change the label size, follow these steps.

  1. Login to your Teamgo App and go to PRINTERS.
  2. Select the SETTINGS tab.Badge Printer for Visitor Management System - Change Label Size
  3. Select PAPER SIZE.
    Here you will see these options:
    – 62mmx100mm (your default size correspondent to the Brother DK-11202 labels)
    – 62mmx30.48mm (correspondent to the Brother DK-22205 labels)
    – Custom Size
  4. Choose a size from the list or enter a custom size.Badge Printer for Visitor Management System - Change Label Size
  5. Check the formatting and SAVE.

PLEASE NOTE: it is important to enter the label size using the correct format. If you do not enter this information correctly, the printer is likely not to recognise the paper dimensions and won’t be able to print. You can find the label size on the paper spool (plastic ribbon) or on the packaging of your labels.

Refer to the diagram below for the correct format: 

Badge Printer for Visitor Management System - Label Size

 

5. How can I reprint badges? 

Let’s say that your printing job didn’t go through or that you need to print a second badge for a visitor because the first one got damaged. There are two easy ways of reprinting a badge – through your Teamgo dashboard and through your iPad terminal. 

Here’s how: 

Reprinting your badge from the iPad terminal 

To reprint a badge from the terminal you will need to have the SIGN OUT feature enabled on your iPad kiosk. You can enable this feature using the terminal designer on your dashboard.

To reprint a badge:

  1. Tap SIGN OUT on your terminal’s home screen.
  2. Find the name of the person whose badge you want to reprint on the signed-in people list.
  3. Tap the blue PRINT icon next to their name.

Badge Printer for Visitor Management Systems - Reprint Badge

This will send a print request to the connected Brother label printer. 

Reprinting a badge from your dashboard 

  1. Log into your Teamgo dashboard using your admin username and password.
  2. On the DASHBOARD tab, you will see the current sign-in activity.
  3. Make sure you are navigating the correct location. 
  4. Select the visitor whose badge you wish to reprint by ticking the box in front of their name in the STATUS column.
  5. You will notice that a PRINT BADGE button will appear.
  6. Click PRINT BADGE.

Badge Printer for Visitor Management Systems - Reprint Badge

The Teamgo dashboard will send this print request to the printer connected to the terminal you’ve selected. 

6. Why is my printer not working? 

This section will help you troubleshoot and find the possible reasons why your printer might not be working. We will go through the most common reasons why badges fail to print and give you quick and easy solutions.

You don’t have the right printer model 

Teamgo only supports the following badge printer models. Please, ensure you are using one of them to successfully print badges. 

  • Brother QL-720NW (Lan, Wireless)
  • Brother QL-810W (Lan, Wireless)
  • Brother QL-820NWB (Lan, Wireless, Bluetooth)

You don’t have the right label size

Teamgo supports the DK-11202 labels which are 62x100mm. Other formats may work at times but we do not officially support these formats. Please ensure you are always using the DK-11202 labels and that they have been inserted into the printer holder carefully.

Your printer might be configured wrongly

The screen below shows the settings screen of the Teamgo iPad app. Once you install the iPad app and login with your username and password you will be presented with your Terminal and Printer options.

To access the printer settings, tap SETTINGS at the bottom of the screen.

Badge Printer for Visitor Management Systems - Troubleshooting

  1. Network/ WiFi Printer – tap to select your network-connected printer. If your printer is correctly set up on the network, it should appear in the printer list after a few moments.
  2. IP Address – this is your printer’s network IP address. The IP address will automatically be displayed once the printer is connected. You can also manually enter the printer’s IP address if it is not detected on the network or if it is not discoverable.
  3. Bluetooth Search & Pair – for the QL-820NWB series printer, this function operates similarly to the WiFi printer option. When you select it, a list of Bluetooth enabled printers which you can connect to will be displayed.
  4. Bluetooth Printer – this will display a list of Bluetooth enabled printers you can connect to.
  5. Paper Size – the default paper size will be 62mmX100mm. We recommend labels of this size. However, if you use a continuous label roll you may need to change the default paper size.
  6. Print Test – sends a test badge print job to the printer, this is perfect for testing/troubleshooting.
  7. Reachability Test – reachability test makes sure there is a connection between the terminal and the printer and will confirm this by showing a message on your iPad screen. This is also perfect for testing and troubleshooting.

My Brother QL-820NWB Bluetooth Printer cannot print

If your Bluetooth printer stops working or loses connectivity you may need to reconnect the printer to your iPad. But first, you will need to un-pair it from the Teamgo App and the iPad itself.

  1. Check to ensure the Bluetooth printer is not paired with the Teamgo app. Login to your Teamgo application and view PRINTER SETTINGS.Badge Printer for Visitor Management Systems - Troubleshooting Bluetooth Printer
  2. Check your iPad’s settings app. If the Bluetooth printer is still showing as connected, select it and tap the INFORMATION (i) icon.Badge Printer for Visitor Management Systems - Troubleshooting Bluetooth Printer
  3. Tap FORGET THIS DEVICE.Badge Printer for Visitor Management Systems - Troubleshooting Bluetooth Printer
  4. Now reconnect your Bluetooth printer to the iPad.

Printer Stops Working

There are a few options to try if your printer displays an error message on the iPad, won’t print, or if simply nothing happens. 

  1. Logout of the iPad app by tapping the bottom right corner of your iPad terminal until you see a settings icon appear. Tap the settings icon and then enter your iPad terminal password (that is, your iCloud account information).
  2. You can log out of the app by closing the application and clearing it from the iPad memory (double tap home button on the iPad and swipe up on the app window).
  3. Login to the iPad app again and navigate to the Printer settings (as pictured above).

It’s likely none of your settings has changed at this point. If the Printer is not shown on the settings page try reconnecting it. If the printer does show, try these options: 

  1. Use the Print Test function. If that is successful, your printer should be ready for use. 
  2. Use the reachability test. If a connection is encountered, try running a print test.
  3. This same process applies to both WiFi and BlueTooth connected printers.
  4. Ensure you are running the latest version of Teamgo (the App Store will always have the latest version available). If not, download a new version. 
  5. Ensure your iPad is a supported model and is updated to the latest version of iOS. 

Please note

  • It’s highly unlikely you will ever need to delete the Teamgo app and reinstall to get you printer to work. Please, refrain from doing that unless our support team instructs you to do so.
  • If you turn off your printer or experience a power failure, you might need to connect it to the iPad again. Printers are assigned a unique IP address on the WiFi network. If they are turned off, the IP address could be reset and therefore you will need to reconnect it.
  • Sometimes, IT Admins set a fixed (static) IP to a printer so the IP never changes, not even when the printer is turned off. If you have a fixed IP number, make sure it matches the number displayed on the printer setting of your iPad terminal.
  • If you cannot see your Printer on the network, ask your IT Admin for assistance.
Banner - Customise the Terminal 2

How to Customise Your Teamgo Terminal: The Ultimate Guide [OUTDATED]

OUTDATED ARTICLE. FOR THE UPDATED VERSION, CLICK HERE.

 

This is a complete and detailed guide on How to Customise Your Teamgo Terminal.

Here you’ll learn everything you need to know about terminal customisation including how to create flows, how to add your logo to the terminal, how to create information fields and much more.

We will keep updating this guide as we make changes to the software so you’ll always have access to the latest information. 

These are the fields we’ll cover: 

1. What is the Terminal?
2. How do I get to terminal customisation? 
3. Creating a new terminal
4. Customising your main screen
4.1 Background
4.2 Customising elements
4.3 Adding a new element
5. Creating flows 

 

1. What is the Terminal?

 

iPad Pro Teamgo Application

 

First things first, what is the Terminal?

Terminal is the interface that visitors, employees and contractors interact with to sign in and out. In simpler terms, it is the iPad app.

All the components of the terminal are highly customisable, so you can make your terminal reflect your company, collect necessary information and add safety/compliance layers like induction forms or NDAs.

 

2. How do I get to terminal customisation?

1. Log into your dashboard.

2. Click the Settings icon on the left-hand side of your screen.

3. In customisation, select Terminals.

Here you can choose to modify existing terminals, or you can create a new one. Today, we’ll create a new one so you’ll learn how to do it from scratch.

 

3. Creating a new terminal

1. In Customisation>Terminal, click Create a new terminal at the top right of the page.

2. Choose your preferred theme.

3. Enter a name for the terminal.This could be the main entrance, rear entrance or deliveries only, for example.

4. Type the location of the office, if you have multiple locations.Here you can choose:

    • A default contact, who will be notified if your visitor does not select a host during sign-in. 
    • An assistance contact, who will be notified if the visitor presses Request Assistance. 
    • And a delivery contact, who will be notified if a courier doesn’t select a host.

5. When you’re done, click Create Terminal.This will generate a template terminal which you can alter however you like.

 

4. Customising your main screen

There are four parts to this process: Choosing a background, Customising elements and Changing elements.

4.1 Choosing a background

Firstly choose whether you’d like your terminal to be in portrait or landscape mode at the top of the page.

Now, let’s look at the Backgrounds, the second icon on the left-hand side.

Here you can choose to use the default background or upload your own image, which might also reflect your company and branding.

You can even choose multiple images, and an animation to transition between them at the left bottom of the page. 

You can also tick the Screen saver box to choose specific text that will appear on your screen when it’s not being used. For example: Welcome to Teamgo.

Don’t forget to delete any photos you don’t want to appear on your terminal by hovering your cursor over it and clicking the Trash can icon.

4.2 Customising elements

The next step is choosing which elements will appear on your terminal.

1. Go to the Elements tab by clicking the first icon on the left side of the page.As you can see, the theme we chose has already set up a default layout for those elements.

2. To edit an element, click on it and use the toolbar that appears at the top of the page.As you can see, each element has different tools such as colour, font, text box and button dimensions.

3. To change the layout of the elements you can use the alignment and size tools or move and scale objects freely.

4. To delete an element, simply select it and press the Trash can icon at the top right of the page.

4.3 Adding a new element

1. To add a new element, click its icon in the sidebar. Different elements have different editing options.

2. To start with, let’s add a company logo.

Select the Teamgo logo. If you’ve deleted the Teamgo logo, add it back by clicking Company Logo in the sidebar.

3. Select the logo and click Change Logo at the top left of the page.

Here you can drag and drop your own image or upload it by clicking on the square. The optimal dimensions are 300×300 pixels.

5. Use your sidebar to add different text, a clock, a QR Code scanner and different buttons.

6. Select them and use the toolbar to edit them, once again.

You can change the colour, font, size, dimensions, text and alignment of your elements.

7. Once you’ve added all your elements and most importantly, your buttons, you can move on to creating flows.

 

5. Creating Flows

The flows are the main feature of your terminal. A flow is a sequence of screens assigned to a specific button.

Let’s create a flow for the Sign in’ button so you can have a better idea.

1. Select the Sign in button and then click Manage Sign-in Type, at the top right.

2. Create a unique name for that flow for reporting purposes, such as Visitor Sign-In.

3. Click Edit Sign-in Type.

Here you’ll see a list that indicates the default sequence of screens for a Sign-in flow. You can shuffle them around by dragging and dropping each item.

You can also add more items to the list by clicking the elements in the sidebar. Each item represents a screen. 

To take a closer look at the screen, click the Pencil icon on the right. To view the list again, you can always click the List button at the top right. 

In my Sign-in flow, I want the visitor information form to come first. So I’ve shuffled it around to the first position. The order you choose is up to you. 

4. Click the pencil icon to edit it.

Here you can see four default fields, which you can customize. You can also create new fields according to your company’s requirements by clicking “Add field”.You can see an editing tool next to each field. Here you can choose to hide a field by ticking the visible box and choose what validations are necessary to that field.

You can tick the list and choose whether the field is required, whether it has two words (for a full name), whether it’s an email address and so on.

You can also set other parameters such as the minimum and maximum values of type number and string.

The top bar visuals are also editable. 

5. To move to the next screen, click the green arrow at the top.

My second screen is the “Take Photo” screen. Here you can edit the style of the font, the colour of the top bar, the display text, whether the visitor can skip that screen or retake their photo and how long the timer goes for. 

6. Once that’s done, click Next.

The next screen is the ‘Induction’ screen. “Induction” will show the nondisclosure agreement your visitor will sign upon arrival.

In the toolbar, there are several options for editing this screen. Such as, changing the font and colour of the decline and next buttons, showing or hiding the signature box, warning visitors if they decline the induction screen, and notifying the default contact on declines.

You can also edit the text body of the Induction Form.

We’ll finish off our flow with the ‘Select Host’ and ‘Print Badge’ screens. In each of these screens, you can edit the buttons to match the design of your other screens. 

7. When you’re done, click Save at the top right and that flow will be ready to go.

If your new terminal does not upload to the iPad straight away, try again by clicking the green Push button at the top right of the page. 

In the “Editor” visualisation type (top right), click the Home icon to return to the Home Screen designer.

You might have noticed that we didn’t use all of the items in the sidebar to build our Sign-in flow. That’s because those items might be more relevant to other flows. 

Here are some of the possible flows and editing options for them: 

Sign-out flow > Checkout item or Scan QR Code item
In the Sign Out flow, we can change parameters involving the sign-out process including enabling the visitor search function, a visitor list, and notifying hosts of when their visitor signs out. 

 

Delivery flow > Delivery item
In a Delivery Flow, you can choose to show delivery options or hide them. If you haven’t set a Delivery Contact when you first created the terminal, you can configure it in the Terminal Overview by clicking the x button a the top right.

 

Scan to sign in flow > Scan QR Code item > Take Photo item > Print Badge item
If we set up a Scan to Sign In flow you can choose who can sign in using a QR code such as employees and visitors who have been pre-registered. We can also add other screens to that flows including “Take Photo” or “Print a Badge”.

 

Scanner flow
If you want to streamline the sign in the process even further you can add a Scanner to your Home Screen and use the toolbar to select if visitors or employees can use the system to Sign In. From there, you can create a Flow with whichever Screens you choose.

 

Returning Visitor flow > Returning Visitor item > Take Photo item > Select Host item > Print Badge item
The Returning Visitors button also helps streamline the process. This allows Visitors who have previously completed an induction to Sign In using their phone number or email address. From this Screen you can choose to redirect the visitor to an existing Flow or make a new Flow specific to this button.

 

Request assistance flow > Assistance item
For any visitors that are struggling with Signing In, you can add a Request Assistance Button. This will notify whoever you have chosen as your Assistant contact.

 

Conclusion 

So today you learned: 

  • What a terminal is
  • How to create a new terminal
  • How to customise your new terminal
  • What a flow is
  • How to create new flows
  • How to customise your flows

Now you should be able to start creating customising your own terminal. 

If you liked this post let us know which was the most helpful part of this guide by tweeting at us here. Or even what you missed from it.

Banner - What's new_ A message from our CEO 2

What’s new? Improved Terminal Designer, Group Sign-ins, Teamgo FaceID and Offline Sign-in

If you are a current Teamgo customer you might have gotten an email a few days ago, announcing our new set of features and improvements. These features and improvements were built based on feedback and requests from you, our customers.

So, first of all, I would like to thank you for your support and contribution!

I want to deep dive on some of these new features and explain the decisions behind each one.

Improvement to Terminal Designer

The feature

The core design thinking of Teamgo is customizability. We understand each of your visitor flows and registration processes are different. Therefore, a huge investment was put on the Terminal Designer to give you the full set of tools to customise the kiosk to your specific needs.

We have made improvements to the Terminal Designer’s user interface. We have added clearer button labelling and brought the flow list (sort screen) to the first step. Our goal was to make it easier for you to jump straight into making changes to the most relevant section.

Why?

Users with no graphic design tool experience would get a bit confused when first interacting with the terminal designer. We heard your feedback and have delivered on it.

Group Sign-in is Now Available

The feature

We’ve added a new feature called group sign-ins, where hosts who are expecting a group of visitors will only get one email/SMS notification after all expected visitors have signed-in.

Why?

Don’t you hate it when there is a group signing in and you get multiple notification messages? Well, we’ve fixed that.

Introducing Teamgo FaceID

The feature

Security and privacy are our utmost priorities and we take these seriously. We have delayed the rollout of face recognition multiple times due to the market’s scepticism of this technology, including serious and legitimate concerns regarding personal privacy.

Teamgo has deployed FaceID on a per customer basis to evade this concern. If enabled by you, visitors and staff can sign-in using only their face. This is isolated to your organisation. Please contact us if you would like this feature enabled.

Why?

  1. Biometric authentication adds another layer of security to your site. It enables you to be 100% of who’s on-site and have proof of it.
  2. Teamgo is committed to the shift between streamlined technology to seamless invisible technology. We want to provide a more convenient service to our customers.

Offline Sign-in

The feature

Teamgo now has built-in support that will kick in offline mode if you experience wifi connectivity issues. Visitors and staff will still be able to check-in as usual when the Internet is down. When it comes back online, the data will be synced with the Teamgo server and deleted from the Terminal. The only downside to this feature is that hosts will not be notified during this period.

Why?

Sometimes, computer networks fail. It’s just the way it is. We wanted to provide a way to keep your workflow going even when you have connectivity issues. We understand and appreciate that a disruption to your visitor management system can impair your organisation’s efficiency and compliance.

Conclusion

We have added four new/improved features to Teamgo Visitor Management System to provide you with a better experience:

  1. Improved terminal designer: easier-to-use interface to edit your flows
  2. Group Sign-in: the host will only get one notification if a group has signed in
  3. Teamgo FaceID: face recognition technology for sign-in and out
  4. Offline Sign-in: keep your workflow going even if your internet is down

If you have any suggestions for how we can continue to improve our Visitor Management System, please contact us at [email protected]. Your feedback is valuable to us.

if for some reason you’ve decided to read an entire article about an app you don’t have, why not start a free trial?!

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Flawed Visitor Management Systems: Addressing IBM’s Research

Recent research done by IBM’s X-Force Red security unit has discovered 19 vulnerabilities in four Visitor Management Systems, including eVisitorPass, EasyLobby Solo, Envoy and The Receptionist.

 

Visitor Management Systems are designed to help companies in increasing the security of their sites. That’s done by enabling them to check visitors in, print identification badges and track their ins and outs in the organisation. In addition, these systems let organisations obtain valuable data insights regarding their visitor flows through analytics as well as increase workforce productivity through streamlining sign in process.

 

However, according to IBM’s report, the bugs found in those software represent a threat to the security of the sites and involved both physical space and data safety concerns. According to Zack Whittaker, from TechCrunch, the reported vulnerabilities were only present at the physical check in point, meaning that the bugs could only happen on the iPad or similar tablet device used as a kiosk. Flaws included visitor data leakage such as phone number, name and email; allowing the avoidance of “kiosk” mode, which would allow access to the devices operating system and therefore the security network; the use of default administrative credentials, which allows full access to the software’s applications; and the issuing of Radio Frequency Identification (RFID) badges, which could allow access to restricted areas of the organisation.

 

At Teamgo, we pride ourselves on having data security and integrity as the foundation of our business. While we’d like to acknowledge that these software flaws can have serious consequences for companies, we’d like to address this issue by clarifying these vulnerabilities to our customers and what that implies for them.

 

1. Can someone download my visitor logs and obtain my data?

No. Teamgo visitor sign-in data is not stored on the the kiosk or iPad. Every check-in and check-out requires the communication between the iPad terminal and our Cloud Server, where data is really stored. That means that if the iPad were stolen, no data would fall into the thief’s hand because it would be safe in the Cloud.

However, most visitor sign-in systems have a check out screen with a list of all visitors who are presently onsite. To check-out, visitors simply find their name on that list and tap on it. In a way, it could be said that there is a data concern here, as all visitors can look at that screen and see who’s on site. Still, that list only shows the visitors’ full name and no other information. Teamgo provide a way to mitigate onsite visitor exposure by giving customers the option to hide the check-out list and a use a search field instead, therefore, no one would be able to see who else in onsite.

 

2. Can the escape of “kiosk” mode be exploited?

The Apple iPad supports a Guided Access feature, which when enabled, prevents users from exiting the app and escaping “kiosk” mode. Apps like Teamgo do not allow access to the underlying operating system by exiting the “kiosk” mode once the Guided Access feature is enabled.

 

3. Can default administrative credentials edit visitor database?

Access to Teamgo’s administration tools is controlled by access roles and permissions, which means that administration tasks can be executed by multiple people without sharing credentials. Teamgo has different levels of access that can be granted to users to increase the security of administrational features.

Our system does not issue default passwords to any of its users, including administrators. Therefore,a potential attacker would not be able to “guess” a user’s password based upon password convention. Having said that, we do advise that our users choose strong passwords to strengthen the security of their systems.

In addition to these security measures, no visitor records can ever be modified. For GDPR compliance, we provide a built in tool for administrators to delete or anonymise records based on time period or delete all the records, but the information cannot be changed.

 

4. Can RFID badges be issued without proper authorisation?

Teamgo customers can create integrations which include the ability to open doors using RFID technology, though that is not a default setting of Teamgo. The issuing of this sort of access is solely controlled by the administrator of the system. Ordinary visitors are not able to generate an RFID card, only an authorized employee can perform this task. Therefore, there is no concern regarding intruders printing RFID badges and gaining access to restricted company areas.

 

Teamgo are always open to communication about security and data integrity, including assisting companies with their visitor management protocols. We welcome any commentary on this situation, as we are always looking to improve our users’ experience and ensure they have an adequate level of security.  

 

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What is a Visitor Management System?

In today’s digital world there are many pieces of software making their way into the workplace. One of the key software currently being implemented in many corporate businesses are Visitor Management Systems. But what exactly is a Visitor Management System, and why would your business need one?

 

Let’s start at the beginning. You have a meeting scheduled with someone at a company. You arrive early to the reception of the building and are greeted by a long queue. The receptionist is busy trying to sign in visitors, take phone calls, and do the rest of their job all at the same time. When you finally get to the front of the queue you are asked to write your name down in a book and are given a generic visitor pass.

The receptionist then has to phone the person you are there to meet, and then you will finally be collected by someone and taken to your meeting. After the meeting finishes you leave the building, forgetting to sign out, and taking the visitor pass with you. This is just one of many scenarios that scream out for the incorporation of a Visitor Management System…

 

Visitor Management Systems are a software solution to the age-old reception sign-in book. There are a few components to a professional, smooth running VMS. Starting with the Kiosk.

The Kiosk

The kiosk is the main point-of-contact. It is usually an iPad or similar tablet device, which runs the Visitor Management software. When your employees, visitors and contractors arrive this is their first point-of-contact and where they’ll sign in. They can select who they are there to see, have their photo taken, sign induction documents and get a custom badge printed.

The Dashboard

The backend of a Visitor Management System is controlled from The Dashboard. From here you can see everyone who is presently on site, why they are there, and who they are with. You can even input guests before they arrive, streamlining the sign-in process even more.

The Peripherals

Along with the business run side of Visitor Management Systems, there is also the employee’s interface. Using an app on their phone they can schedule appointments, get notifications for visitors or deliveries, look up coworkers details, be notified of an emergency evacuation or use their QR code to sign in and out.

The Summary

Visitor Management is a way to track everyone who enters and leaves your building. Using one of these systems you can track data to enhance security, increase safety, save time, and reduce costs.

 

Here are a few key features any good Visitor Management System includes:

  • Customisable, fast and easy-to-use kiosk interface
  • Print visitor Badge IDs
  • Keep an online visitor log
  • Capture signatures for NDAs and any other compliance requirements
  • Accept deliveries
  • Notify employees of visitors, deliveries, and emergency situations

 

If you want to welcome your visitors with the leading sign-in experience trusted by McDonald’s, Domain, Rackspace, Target, Officeworks as well as Governments, Schools, and Not For Profits, to securely and efficiently greet millions of guests every year, follow this link: https://teamgo.co/

GDPR

Is your visitor management system GDPR compliant?

GDPR (General Data Protection Regulation) is the most important change in data privacy regulation in the EU since 1995. The new changes have a huge impact on businesses that gather and process personal data, like visitor management system. Therefore, you are legally obliged to ensure that your visitor management system is GDPR compliant.

The new regulation primarily affects all the businesses across the globe which provide goods and services in the EU, irrespective of where the data are being stored and processed. The penalties for non-compliance are up to €10 million, or 2% annual global turnover – whichever is higher.  

What does GDPR compliance mean?

GDPR is a step towards protecting personal data and privacy of users. Users need to know how and why organisations are using their personal data.

In this article, we are going to break down the core aspects of GDPR, however, we suggest you do a further reading for a more detailed understanding (2018 reform of EU data protection rules).

What are GDPR requirements for visitor management systems?

The fundamentals of GDPR which are relevant for visitor management systems are:

  1. Request your visitor’s consent in order to gather their personal data,
  2. Be transparent about how and why the visitor’s personal data is processed,
  3. Visitor’s data cannot be used for the purpose other than for which it was collected.
  4. Visitors have a complete right to request for their data to be deleted,
  5. Guarantee the security of personal data against external threats.

The above 5 points are the core principles of GDPR which apply to visitor management systems. If you are in the process of selecting a new visitor management system or already have one in place, you need to ensure that your system complies with all the above principles.

What is the GDPR compliance checklist for visitor management system(VMS)?

The official GDPR documents have detailed explanations around various laws and their implications. But for the purpose of brevity, we will only explore the key items in the GDPR compliance checklist that are relevant for your visitor management system.

Visitor Consent

The most important aspect of GDPR is that you should not collect visitor’s data without their consent. Therefore, a visitor management system should have a feature which allows users to go through the privacy policy contract and opt-in process before they submit their personal data.

What to except in VMS?

The visitor management systems should display a mandatory check-box before visitors can submit their personal data. They can also use digital contract documents where visitors can sign before submitting their details.

Transparency

You need to provide detailed reasons why you are collecting visitor’s personal data and how you are planning to process and use them. This transparency is important to gain the trust of visitors and also to make them aware of how their data are being used.

What to except in VMS?

The interface of the visitor management systems should be customisable to communicate important information with your visitors during sign in. The system also should be able to display and send additional documents via email for later consumption.

Defined Purpose  

You should not overwhelm visitors by asking too much personal information. This creates a poor experience and also violates the GDPR principles. You are required to collect only minimum personal data that are useful for your business, and nothing more.

What to except in VMS?

For instance, you cannot ask details like passport number, birthdate, driving license number and credit card number of your visitor without providing valid reasons.

Therefore, the visitor management systems should have a customisable form that allows you to define user inputs. In addition, it should have a process to design custom check-in process based on the type of visitor, so that you don’t ask for same information multiple times.

Data Access

Visitors have full right to access their information stored in your visitor management system and request to delete them. This principle implies that no data should be collected for longer than the desired length of time.

What to except in VMS?

One of the ways of complying with this principle is by having an automated process which deletes the data after a defined interval of time. You should be able to define the time period as a rule within your visitor management system.

In addition to deletion, you should be able to set anonymisation rules which will anonymise the personal data of the visitor but keep their sign-in details. This will allow you to comply with GDPR and at the same time access the performance of your workplace in future.

Data Security

Just like all the other web systems, visitor management systems should have a robust and state-of-art data security frameworks. The system should be able to protect your data against theft and accidental loss, destruction or damage.

What to except in VMS?

Therefore, you need to make sure that your visitor management system provides guarantee data security through a contractual agreement so that you are protected. You can ensure this by asking details about where your visitor management system is hosted and which data centre technology is being used.

What more you need to know about GDPR

We recommend you to visit the official website of GDPR to understand more about how you can protect your business and customers and become GDPR compliants.

However, the fundamental aspect of GDPR is to ensure that your employees’ and visitors’ data are secured and not used for any illegal purpose. Hence, you should always make sure that the digital solutions or any other technology do not violate user’s privacy and security.

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Success Stories: What Customer Say About Teamgo

At Teamgo we truly strive to create the products that best serve our clients from a wide range of industries. We are constantly working with our clients to improve the products we offer and implement regular updates to ensure it is performing at its best. But don’t let our opinions sway you on some of the features of our products – hear it straight from our clients!

Feature One – Visitor Information Confidentiality and Data Sovereignty

One of Teamgo’s highlighted product features is the ability to keep visitor information confidential. That gives customers the comfort of knowing that their information will remain in Australia and will not be passed onto any third parties.

“Security is a paramount priority at Teamgo. From how we develop our solutions to the transference of data between systems, we continue ensuring standards are maintained and access to information is restricted.” – Steve Barrett, the COO of Teamgo

This is a fundamental aspect of our product and at Teamgo we are proud to guarantee that customer data is safely and ethically stored. The concept of data sovereignty says the use of that data is bound by the laws of the country in which it is located and not where it is collected.

Sue Morris, PA to the Region Director of West Landmark, highlights this feature by saying that

visitor information can now be kept confidential, a problem we had in the past before using the app”.  

Teamgo Success Stories - Reviews - Highly Recommended

The data that you keep on your clients is arguably the most valuable asset you own, so it is crucial to keep that data in a secure location. The concept of data sovereignty says the use of that data is bound by the laws of the country in which it is located and not where it is collected. Therefore, when choosing a Visitor Management System, it is important to check where your data will be stored and the legislation of that country to ensure the integrity and confidentiality of it. 

At Teamgo we store customer data within Australia, where data legislation is strict and standards are high – all of that to guarantee that your information is safe. 

Feature Two – Ease of use

Ease of use and hassle-free product implementation are two other features highlighted by Teamgo’s clients. Sophia Fraser, CDSO of the Aldinga Community Centre, endorses our product as being

relatively easy to use [and we] love the ability to provide volunteers with badges to swipe in and out. [The] log in and out process is simple and able to be used by all users of our Centre [and we] like the options of multiple terminals”. Overall it is “an easy and efficient system able to be used by all who attend”.

Teamgo Customer Success Stories - Reviews - Testimonials - Ease of use and easy implementation
Teamgo provides an easy and convenient registration system which can be used for every day sign-ins at the office as well as for specific events. 

Aaron Blackman, Senior Systems Engineer at iiNet, reinforce these comments by saying that 

“The product was easy to implement and the assistance we received from Teamgo was excellent.” 

Teamgo Customer Success Stories - Reviews - Testimonials - Ease of use

Feature Three – Efficiency

In a world that is so conscious of being environmentally friendly, our system allows companies to become paperless by providing an efficient digitised system. With clients from St Edmund’s College to the Crown, our customisable product suits many industries.

Rebecca Wilson, the receptionist at St Edmund’s College, praises the efficiency of Teamgo in emergencies and evacuations, and the ability to have a paperless sign-in and sign-out book. They now use less paper [as they] no longer need to order paper sign in books.”  St Edmund’s College is also “more efficient for emergencies and evacuations” with the implementation of Teamgo and can ensure the safety of their students and staff.

Teamgo Customer Success Stories - Testimonials - Reviews - Easy to use

Through the implementation of Teamgo, Greg Facer, General Manager of Crown Insite, has commented on their ability to become more environmentally friendly and efficient. Facer added that

[they] needed to modernise [their] paper systems. [He] looked at about 6 solutions and found Teamgo to be the best fit”.

Teamgo Customer Success Stories - Testimonials - Reviews - Modern solution

 

Conclusion

These client testimonials emphasise Teamgo’s ability to be among the best in the industry, providing a range of features including visitor information confidentiality, data sovereignty and ease of use, creating a more efficient organisation and workplace. To read more client testimonials on Teamgo click here.

With our fully customisable systems, Teamgo is the perfect fit for many different industries, and we are constantly working with our clients to ensure we provide the most updated and functional system to improve efficiency and help the environment. To find out if Teamgo and our adaptable products and features are the perfect fit for your organisation, please book a demo with one of our specialists here or join up for a free trial here.