Visitor Management & Kiosk Operations

This comprehensive guide covers the end-to-end Visitor Management workflow, from account creation and scheduling to hardware configuration and screening approvals.

Table of Contents

1. Visitor Account Creation
2. Scheduling & Managing Visits
3. Approving Failed Screenings
4. Hardware Setup: iPad & Badge Printer
5. Reporting & Data Exports

1. Visitor Account Creation

Visitor accounts must contain the role of 'Family' or 'Contact' and be connected to a specific resident. There are three ways to establish these accounts:

• Employee Creation: Navigate to User Management -> Contacts and select Add User. You can send a direct invitation email so the visitor can access Cubigo later.
• Self-Registration: Family members with a unique Resident Code can create their own accounts at planmyvisit.app. Codes are found in the resident's profile under the Visits tab.

• Kiosk Registration: Visitors without an account can sign in at the community kiosk by selecting I am a visitor followed by I am not listed here to enter their details and link to a resident.
• Upon signing in, each visitor will be asked the purpose of their visit. The system will then create a user role for this visitor based on the purpose of the visit that was selected. 
  • Family visiting a resident -> family user account created for visitor
  • Friend visiting a resident -> contact user account created for visitor
  • Here for a tour -> prospect user user account created for visitor
  • Volunteer -> volunteer user user account created for visitor
  • Care provider -> care provider user user account created for visitor
  • Service provider -> service provider user user account created for visitor
  • Other -> contact user user account created for visitor
• Default hosts can be added per role within the back office from Visits>Settings>Default Hosts
• Hosts receive an in-app notification when a visitor signs in at the community kiosk. 

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2. Scheduling & Managing Visits

Staff can manage community traffic through the back-office visit grid.

• Staff Scheduling: Navigate to Visit > Requests and click New Visit. You must select a visitor, a host (resident), a location, and an available time slot.

  

• Advanced Booking Rules: Visits generally require 24 hours' notice. Administrators can schedule "extra" visits on slots marked with a red dot to exceed standard capacity limits.
• Cancellations: Staff can cancel a visit ticket to return capacity to the agenda. Visitors can also cancel their own planned visits through their Cubigo dashboard.

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3. Approving Failed Screenings

If a visitor fails a screening question at the kiosk, their request is tagged as 'refused'.

• Manual Override: A staff member with back-office access can review the failed screening answers.
• Approval Process: Select the refused request, click the pencil icon, change the check status to Screening OK, select Sign-in, and click Submit.

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4. Hardware Setup: iPad & Badge Printer

Effective visitor management requires synchronized hardware.

• iPad Configuration: Ensure the Cubigo Visit App is installed and has Local Network and Camera Access enabled in the iPad settings.
• Badge Printer (Brother QL-820NWB):
  • Requires Brother DK-1202 labels.
  • Must be on the same Wi-Fi network as the iPad.
  • Crucial Settings: Disable Bluetooth, disable Template Mode, and enable Infrastructure Mode in the printer menu.
• IP Identification: To find the printer's IP address for setup, navigate to Menu > Information > Print Configuration and print the slips; the IP is on the seventh slip.

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5. Reporting & Data Exports

Administrators can access and export a complete log of community visits.

• Accessing Logs: Visit data is available in the Requests section of the back office.
• Exporting: Use filters to prepare the desired list and click Export to download a .PDF or .XLS file.
• Note Column: Exports include a 'Note' column, allowing staff to review specific sign-in comments or health flags recorded during the check-in process.

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