EZVolunteer Kiosk Training Manual

Transcription

August 2013 – Release 2013.7.1
Overview
The EZVolunteer Kiosk is a web-based application that allows your school to streamline the process of
signing volunteers and visitors into your front office and keeping track of who is at your school. You can
operate the Kiosk from a browser (we recommend Firefox) running on a dedicated PC that has Internet
access and USB ports for the name badge scanner and visitor nametag printer.
The Kiosk allows volunteers to either scan in or sign in manually. Once signed in they can choose their
expected departure time and the activity for which they came to volunteer. The Kiosk can also be used
to sign-in and screen visitors and sign the out. With the Kiosk you can also report on volunteers and
visitors onsite at any time.
How to setup your Kiosk
There are three aspects to setting up your EZVolunteer Kiosk. These involve setting up a browser icon
on your dedicated Kiosk computer desktop that can be started at the beginning of the school day;
connecting your name badge scanner (if using the volunteer scan in/out function); and configuring a
Kiosk Desktop Icon
You can use Firefox to create a shortcut on your computer's desktop to a page you've visited:
1. Resize the Firefox window so you can see both your computer's desktop and the Firefox window on
the same screen.
2. Click the icon on the left of the Location bar, i.e. where the web address (URL) is shown.
3. While still holding the mouse button down, move the pointer to the desktop, then release the mouse
button. The shortcut will be created.
1
You can also drag and drop items to the desktop from the Bookmarks menu and the Library window to
create shortcuts.
Volunteer Name Badge Scanner
The scanner recommended by Relatrix for name badge scanning should have a device driver already
installed on most new Windows 7 computers. If the scanner does not work when plugged into the
computer you are using to operate the EZVolunteer Kiosk, you will need to install the device driver
provided with the scanner and run the necessary tests to verify that scanner works with your Kiosk PC.
Visitor Nametag Printer
If you are using the EZVolunteer Kiosk to sign-in visitors to your school you can print visitor nametags in
using a compatible, continuous feed label printer. Relatrix recommends a Smart Label Printer, model
440, which prints a 1.5” x 3.5” adhesive nametag. Using Firefox as your Kiosk browser you will need to
make three different setting modifications to get visitor nametag printing to work.
Adjust the page settings
1. Open a new Firefox session/window
2. Go to File > Page Setup
3. On the Format & Options tab, set Orientation to ‘Landscape’ and check ‘Shrink to fit
Page Width’.
4. On the Margins tab, set all the margins to Zero and all header/footer/pg. number details
are all to "-blank-"
Enable silent printing
This will ensure that the print dialog box does not come up:
1. Type about:config at Firefox’s location bar and hit Enter.
2. Right click at anywhere on the page and select New > Boolean
2
3. Enter the preference name as print.always_print_silent and click OK.
Adjust Windows printer settings
In the Smart Label Printer 440 Printer Preferences (in Windows) make these adjustments.
1. Through the Start menu, open Control Panel > ‘Devices and Printers’, or use the Printer
settings option (if you are on a limited access computer profile)
2. Use the right-click button to set the ‘Smart Label Printer’ as the system default.
3. Select ‘Printing Preferences’ for that device from the right-click menu
4. Open the ‘Advanced’ tab
5. Change the Paper Size selection to: SPL-SRL 300 dpi (2.13x4.00)
6. Save your changes by clicking OK
IMPORTANT: For these settings to “stick” (be present after rebooting), IT Admin permissions will be
required.
Adjust Pop-up settings for Visitor Nametag Printer
If you have difficulty with printing visitor nametags you may have an issue with the pop-up settings on
your browser. This can occur if your kiosk computer is on the school or district network and a browser
update has been ‘pushed’ to your system. To fix this problem you will need to enable pop-ups on your
browser.
Internet Explorer – For this browser click on the Settings icon, choose Internet Options and then click on
the PRIVACY tab. You will see the section for pop-up blocking. Uncheck the box that says ‘Turn On Popup Blocker’.
Firefox – With this browser click on the Firefox button in the top left corner of your browser and choose
Options and then click on the CONTENT tab. You will see a section for pop-up blocking. Uncheck the
box that says ‘Block Popup Windows’
IMPORTANT: For these settings to “stick” (be present after rebooting), IT Admin permissions will be
required.
Printing Volunteer Name Badges
With the EZVolunteer Kiosk you have the option of either signing-in volunteers with their account
username and password (manual sign-in) or using a barcode scanner and a name badge that includes
the volunteer’s name and unique barcode.
If you are using a name badge then you will additionally need to purchase and install the scanner with
your Kiosk computer (as described in the section above).
3
The general process for creating name badges begins with standard name badge paper stock. There are
three steps when using EZVolunteer to create your name badges. First you will create a template on
your badge that includes your school or district logo. Then you will select the volunteers for whom you
want to print name badges and generate a PDF that includes a barcode on the layout. Finally, you will
print the PDF on the template you created to generate a customized name badge for each volunteer.
Creating Badge Templates
Relatrix provides a blank name badge file in MS-Word format that you can use to create your template.
You will need to get your badge template designed with a logo (logo size less than 1"x1") placed in the
upper left corner of each badge cell. Print the logo badge template as 'badge stock'.
(NOTE: We recommend printing the template with the badge cell 'border lines' showing. This allows you
to cut the badges to correct size later. We also recommend printing on 65-90 lb. white cardstock using a
laser printer.)
Printing Name Badges
Once the 'badge stock' is prepared, you will use the Name Tag Report in EZVolunteer to generate the
badges with the bar code for scanning. Start by logging into EZVolunteer with your Volunteer
Coordinator or Volunteer Administrator account.
To do this –
1. Go to the main Login Page, sign-in using your username and password, and select the
Administration link to open the Admin Console.
2. When in the Admin Console, open the Volunteer Management Module
3. Once in the VMS module, go to Reports
4. Choose the Volunteer Report, with the Report Layout, Name Tags. You will be able to
choose the report parameters at this time. If you are printing badges for the first time,
you may choose to select your school and leave all other parameters 'as is' to print a
badge for every volunteer on your school list. You may choose to print badges for a
date range (newest volunteers) only. You can also individually select volunteers by
using the 'Select Volunteers' button.
5. When you have the parameters set to fit your printing needs, choose the Generate
PDF/Print output.
4
When the PDF displays you will see the bar code badges generated from the report –
Select Print and review the Print settings:
5
1. Print the PDF using the 'badge stock' that was previously created
2. Cut the individual badges out and place in a plastic badge sleeves or in a card file box.
(Badge management tips provided on page 3)
3. Badge is now ready to be scanned at the Kiosk
(IMPORTANT: We recommend WHITE cardstock and laser jet printing of your name badges. Using an
ink jet printer or colored cardstock may cause problems scanning volunteer name badges at your kiosk.)
Badge Printing Tips
Here are some tips for the Badge printing and management process -
1. Check volunteer profiles in the Volunteer List first to ensure they are entered properly
and have the proper school on record before going to the Report module. If the
volunteer is not displayed on your school's Volunteer List, you may have to take other
measures to get that volunteer registered or bring that profile into your school's list by
using the Add Volunteer function.
2. Plastic Badge sleeves must be clear (not matte or textured) and flat. If the badge sleeve
begins to curl, that may restrict the ability of the scanner to detect the bar code
properly.
3. Badges should not be printed on colored card stock or using an ink jet printer. This can
also restrict the ability of the scanner to read the bar code.
4. Every site manages their badges differently:
a. Some choose to leave badges alphabetized in a card file box or notebook. When
volunteers come in, they find their badge in the card file and place it in a plastic
6
sleeve/lanyard and scan in for volunteering. When done, they scan out and
place their badge back in the card file box.
b. Some schools choose to have all active volunteers' badges in plastic
sleeve/lanyards, on alphabetical hooks.
5. We highly recommend training volunteers to SCAN OUT at the Kiosk. This practice is an
important step for on-site reporting and return of the badges to the volunteer station.
6. We recommend creating a Volunteer Badge Request form. This paper form resides by
the Kiosk, so new volunteers can request a badge. The Volunteer Coordinator can then
print badges as requested.
Signing In Volunteers
The EZVolunteer Kiosk is a web-based application like all other Relatrix software. Once you have setup
the kiosk on your computer desktop and your scanner is configured to work with the computer, you will
open a browser window (we recommend Firefox) and access the kiosk site.
Each volunteer will use their name badge to scan-in to the kiosk when they arrive to volunteer. If the
volunteer does not have a name badge they can use the ‘Manual Volunteer Sign In’ and input their
account username and password.
Once a volunteer scans-in they will see the Start Volunteering screen. The Kiosk automatically inserts
their arrival time, based on the clock time of the PC on which you are running the software. The
volunteer should verify or change the following –
7
Expected Departure Time – This is when they anticipate leaving the school for the day or when they
expect to finish volunteering. EZVolunteer uses this time to record the volunteer’s hours for the day if
they forget to scan out on departure. If the volunteer does stop by the kiosk and scans out the ‘actual’
departure time will be used.
Activity – The activity is any opportunity created by the volunteer coordinator in the EZVolunteer
administration console and selected for display in the Kiosk module. This allows schools to track more
specifically what activities volunteers are participating in throughout the school year
The volunteer can also add any comments about their visit to help clarify to the volunteer coordinator.
If the volunteer is only visiting and not volunteering at the school, they can click on the ‘Just visiting’
button and the Kiosk will not record their hours as part of their time log.
After the volunteer clicks the START button, the Kiosk displays the Thank You screen and the volunteer
can either choose a different activity, like editing their profile, or return to the sign in screen for the next
volunteer. If the volunteer takes no action, the Thank You screen will automatically return to the sign in
screen in 10 seconds.
8
Signing In Visitors
If you are using the EZVolunteer Kiosk to sign in visitors you will need to decide whether to print
nametags or not. If you are printing nametags these will include barcodes that can be used by the
visitor to scan out when they depart. If you choose not to print nametags for visitors they will have to
manually sign out.
When the front office staff or visitor clicks on the Visitor sign-in button the page they will be required to
input their names and emergency phone contact. If you are using First Advantage’s visitor screening
9
service integrated with the EZVolunteer Kiosk then this page will also require the input of a Date of Birth
to proceed with signing in. EZVolunteer will check the visitor’s details through the national sex offender
database.
If no hit is found for the visitor they will proceed to a Thank You page. If a hit is encountered
EZVolunteer sends an email alert to a school and district contact.
When the visitor leaves the school, they can either scan out using their printed nametag or they can
manually sign out with their name and phone number.
10
Reporting on Kiosk Volunteers & Visitors
Volunteer campus coordinators and district administrators can report on volunteers and visitors on
campus on the day or any previous date.
To run an immediate kiosk report the campus coordinator should sign-in to the kiosk application and
click the KIOSK MAIN MENU button on the Start Volunteering page. From the main menu click on the
ONLINE REPORT option and a PDF report of all volunteers and visitors who have signed in through the
kiosk that day, but have not yet signed out will be displayed. The PDF can be sent as an attachment to
an email or printed to a local or network printer from the Kiosk.
To generate a report other than an immediate kiosk report, the coordinator or administrator should
sign-in to their contact center and go to the EZVolunteer > Reports module. Using the Kiosk Report
option they can choose a date range, school or activity to filter the report, and then view the volunteers
and visitors who signed in to any school kiosk on any given day or for any purpose.
If your school is using our visitor screening service with the Kiosk you can also generate a
11

EZVolunteer Kiosk Training Manual

Transcription

Similar documents

Brochure Sacoa Mini

Moochie Kalala Detectives Club

Features

2nd Floor • Aquarium Adventure Exhibit 1st Floor • Aquarium

Hotels M-Kiosk System.cdr

More Information - Lighthouse Catholic Media

Open living room

ER11-Alternate FLYER2_front - Entenmann

OPPORTUNITY TO PURCHASE FRATERNAL ORDER of POLICE

Qmatic Pharmacy - Customer Flow Management