Loading staff Manually via Staff
Staff details can be added and maintained in many different ways depending on how your VisitorRego unit is set up.
The following knowledge base article provides instructions on how to add new staff, edit existing staff and delete staff directly through Admin mode in the software itself.
The following knowledge base article provides instructions on how to add new staff, edit existing staff and delete staff directly through Admin mode in the software itself.
We recommend utilising the user-friendly interface available on the VR Portal website for loading staff. For comprehensive instructions and guidance, please refer to the details provided in this article.
You can sort and search for staff using the alphabet buttons at the top of the screen, or, to view all the staff members currently loaded, click the All button.
The name of the current site is shown at the top of the data grid – in this example the site is Blenheim.
Below is a list of all of the columns that are shown on the Staff window:
Active
When ticked, the staff member can be selected from the drop down Meeting With field in Self-Registration mode. If not ticked they don't appear in this list.
UserID*
UserID of the staff member. Optional.
Name*
The staff members name, first and last.
Title*
The title of the staff member. Optional.
Department*
The staff members department. Optional. If not supplied then the company health and safety and label templates are used.
Phone*
The contact office phone number. Optional.
Mobile*
The contact mobile phone number. Optional. If this field is populated and SMS notifications are setup, an SMS will be sent to the staff member when a visitor arrives.
When ticked, the staff member can be selected from the drop down Meeting With field in Self-Registration mode. If not ticked they don't appear in this list.
UserID*
UserID of the staff member. Optional.
Name*
The staff members name, first and last.
Title*
The title of the staff member. Optional.
Department*
The staff members department. Optional. If not supplied then the company health and safety and label templates are used.
Phone*
The contact office phone number. Optional.
Mobile*
The contact mobile phone number. Optional. If this field is populated and SMS notifications are setup, an SMS will be sent to the staff member when a visitor arrives.
IP Phone*
The internal extension number. Optional.
The internal extension number. Optional.
No TXT
When selected, the staff member won't be sent an TXT/SMS notification.
Email*
The email address. Optional. If specified, is used to send an email message to the staff member when the visitor arrives.
Email*
The email address. Optional. If specified, is used to send an email message to the staff member when the visitor arrives.
No Email
When selected, the staff member won't be sent an email notification.
Label Template
The label template used to print the visitor label. Optional. This template can be specific to the staff member. If not specified then the visitor label template of the department the staff member belongs to is used.
Health and Safety
The Health and Safety requirements to be shown. For example, a staff member could be entered/named as Contractor and all contractors are instructed to register meeting Contractor. The Health and Safety requirements shown would then be specific to contractors.
Maintain By VR
Set this flag if the staff member details are only to be maintained within VisitorRego. With this flag selected the upload process won't touch this record. This flag allows a staff member to be added and be maintained and not be effected by a scheduled staff load from AD, CSV or custom load.
*fields that can be maintained within the Active Directory or CSV file.
When selected, the staff member won't be sent an email notification.
Label Template
The label template used to print the visitor label. Optional. This template can be specific to the staff member. If not specified then the visitor label template of the department the staff member belongs to is used.
Health and Safety
The Health and Safety requirements to be shown. For example, a staff member could be entered/named as Contractor and all contractors are instructed to register meeting Contractor. The Health and Safety requirements shown would then be specific to contractors.
Maintain By VR
Set this flag if the staff member details are only to be maintained within VisitorRego. With this flag selected the upload process won't touch this record. This flag allows a staff member to be added and be maintained and not be effected by a scheduled staff load from AD, CSV or custom load.
*fields that can be maintained within the Active Directory or CSV file.
If
you also maintain data from the system Active Directory or CSV file
take care when maintaining staff data using VisitorRego. Those fields
indicated by the * will be overwritten each time data is updated from
the active directory or CSV file. If a record is to be maintained
totally within VisitorRego then set the Maintain By VR flag.
To add a staff member:
1. Click the row above the top staff name to create a new row where you can enter the staff details.
2. Closing the screen will save the details – you can double check by going back into the Staff screen
2. Closing the screen will save the details – you can double check by going back into the Staff screen
To change a staff member:
1. Click in the cell to be changed and make the changes as required. when the row is exited from the database will be updated.
To delete a staff member:
1. Right click on the row of the staff member to be deleted. Select Delete Row.
This action is final, you will not be asked to confirm deletion.
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