Step 1: Create a Question Profile
In order to create a self check-in/pre-registration link for visitors or staff members to sign in to Savance Workplace, you will first need to create a question profile to assign to the self check-in/pre-registration link, which will require users to answer certain questions and provide certain information before they can sign in to Savance Workplace.
To create a question profile, you will need to log on to the Savance Workplace web interface, and navigate to “Admin” > “Question Manager”.
More information on how to create a question profile can be found here.
Step 2: Enable Automated Welcome Messages for Visitors
This step is optional in some cases, but recommended for most. Enabling this setting is what allows messages to be sent (through email or text) to visitors after they have signed in via the self check-in/pre-registration link. Following this step will be necessary if visitors need to obtain a self check-in/pre-registration QR code for signing in at a kiosk, upon arrival.
To enable automated welcome messages for visitors, you will need to log on to the Savance Workplace web interface, and navigate to “Admin” > “Global Settings” > scroll down through the “General Settings” > and enable “Send an automated welcome message to Visitors”.
Step 3: Access the Contactless Visitor Registration Portal
For Cloud Users:
While logged into Savance Workplace in your browser, open up a new tab, and navigate to the following web address:
https://cloud.savanceworkplace.com/vmsuite/contactlessVM/#/
For On-Premise Users:
While logged into Savance Workplace in your browser, open up a new tab, and navigate to the following web address:
On-Premises v11 or below uses [YourServerNameOrIP]/vmsuite/contactlessVM/#/
All Cloud sites or On-Premises v12 or higher uses [YourServerNameOrIP]/v2/#/contactless-vm
(Example: http://192.682.45.819/EIOBoard/vmsuite/contactlessVM/#/)
Once logged on to the Contactless Visitor Registration Portal, (assuming you haven’t already created a self check-in/pre-registration link) you should see a message that says “Looks like you haven’t created any QR Codes yet. Would you like to create one now?”. Here, you will click the “create one now” link, which will bring you to the self check-in/pre-registration creation page. (Unless you have already created a self check-in/pre-registration link previously, in which case, you can create a new one by clicking on the green “+” icon.)
(Cloud Example)
(On-Premise Example)
Step 4: Configuring the Settings for Your Self Check-in/Pre-registration Link
Next, you will need to configure the settings for the self check-in/pre-registration link. These settings will dictate how the self check-in/pre-registration process functions, how long it will be effective for, how the link will be distributed, what user type it’s intended for (staff or visitors), what question profile will be used, whether or not the user should be assigned to a certain status/group/location, whether or not a welcome email should be sent, etc.
When you first land on the self check-in/pre-registration creation page, it should look like this:
An example of a completed configuration of the self check-in/pre-registration settings may look something like this:
Once completed, click the green “Save” or “Update” button to save your settings. Then, click the gray “Back” button to return to the Contactless Visitor Registration Portal home screen, where you’ll be able to view your newly created self check-in/pre-registration link.
Step 5: Access the Newly Created Self Check-in/Pre-registration Link
To access the newly created self check-in/pre-registration link, simply click on its name:
This will expand the self check-in/pre-registration link’s details:
Here, you can access the QR code and URL for the self check-in/pre-registration link. If you plan to use or send this self check-in/pre-registration link regularly, we highly recommend that you copy the URL on this screen, and directly paste it into a new bookmark, so you can easily access the self check-in/pre-registration link in the future.
More information on properly bookmarking the self check-in/pre-registration link can be found here.
Step 6: How to Sign In a User via the Self Check-in/Pre-registration Link
To sign in a user via self check-in/pre-registration, yourself or the user themselves will simply need to click on the self check-in/pre-registration link. This should take the user to a sign in page, where they will be asked to enter information, such as their first and last name, company, email, phone number, etc. Some of these questions are system defaults, and some questions will be dictated by whatever questions were set up in the question profile you’ve created.
The sign in process via self check-in/pre-registration should look something like this:
Step 7: Confirm the User Self Check-in/Pre-registration was Successful
To confirm if the user’s self check-in/pre-registration was successful, log on to Savance Workplace, and using the search filter on the left-hand side of the screen, sort for User Type “Visitor” and enable “Show Pre-Registered”. If the self check-in/pre-registration was successful, you should see the user show up on the Savance Workplace In/Out Board, similar to the example shown below:
Step 8 (Optional): Confirm that the Confirmation Email or Text Message was Delivered to the Pre-registered User and Customize it if Desired
To confirm that the confirmation email or text message is properly sending to pre-registered users, you can do this by using your own email/cellphone number during the self check-in/pre-registration sign in process. If everything was set up correctly, you should receive a confirmation email and/or text message, confirming your sign in, with a QR code attached (if enabled).
By default, the confirmation email should look something like this:
If you’d like to change the confirmation email/text message template from its default settings, you can do so by logging on to the Savance Workplace web interface, and navigating to “Admin” > “Message Templates”. Here, you can configure the email/text message template however you’d like, by customizing the settings shown below:
If you need additional assistance setting up or configuring your self check-in/pre-registration link, please contact support@savanceworkplace.com.