Kiosk User Guide

Version 4.4
Getting Started .............................................................................. 4
The LobbyGuard Kiosk Hardware ....................................................... 5
Dimensions ............................................................................... 5
Integrated Camera with Tilt Control ................................................... 6
Speakers for Audio Prompts of the Visitor Inputs ................................... 6
Touchscreen for Visitor Sign-In / Sign-Out .......................................... 6
Badge Printer for Printing Visitor Badges ............................................ 6
Bar Code Scanner for Fast and Accurate Sign-In / Out ........................... 7
Driver License Scanner ................................................................. 7
Loading Visitor Badges ................................................................. 9
Accessing other System Components ................................................ 9
Cleaning the LobbyGuard Kiosk ...................................................... 10
Kiosk MDF & Frame ................................................................. 10
Touchscreen .......................................................................... 10
Interior ................................................................................. 10
Bar Code Scanner ................................................................... 10
License Scanner ..................................................................... 11
Badge Printer ......................................................................... 11
The LobbyGuard Kiosk Stand ........................................................ 11
The LobbyGuard Software ............................................................... 12
Signing In .............................................................................. 14
Visitor Type ........................................................................... 15
Terms and Conditions ............................................................... 16
Take Photo ............................................................................ 17
Scan Driver License ................................................................. 18
Confirm Name and Confirm Date of Birth ........................................ 18
Enter Company Name ............................................................... 20
Choose Reason for Visit ............................................................ 21
Enter the name of the person you are visiting ................................... 22
Processing the Sign-In .............................................................. 26
Printing the Visitor Badge ........................................................... 27
Signing Out ............................................................................ 29
Registering with the LobbyGuard Kiosk ............................................. 30
Registered Sign-In ................................................................... 32
Registered Sign-Out ................................................................. 32
Event Mode .............................................................................. 33
Event Mode Sign-In .................................................................. 33
Event Mode Sign-Out................................................................ 34
The Kiosk Control Panel ............................................................ 35
The LobbyGuard Administrative Utility ................................................. 37

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 What is it? ................................................................................ 37
Accessing the Administrative Utility .................................................. 38
Using the Administrative Utility .......................................................... 40
Visitor Log ................................................................................ 40
Signed In .............................................................................. 40
Signed Out ............................................................................ 42
Failed Background and How Background Checking Works ................... 43
Directory ............................................................................... 47
Reports ................................................................................... 55
Registered Visitors...................................................................... 58
Scheduled Activities .................................................................... 60
Visitors ................................................................................. 61
Events .................................................................................. 64
Time and Attendance .................................................................. 67
Rules ...................................................................................... 70
Red Flag .................................................................................. 74
Administration ........................................................................... 76
Workflow ............................................................................... 76
Reason for Visit....................................................................... 80
Stations ................................................................................ 83
User Manager......................................................................... 86
Background Checking .................................................................. 87
Data Sources ......................................................................... 87
Match Audit ........................................................................... 88
Database Management ............................................................. 89
Appendices ................................................................................. 92
Appendix A: Supplies .................................................................. 93
Appendix B: Recommended Policies ............................................... 94
Appendix C: Troubleshooting & Contacting Tech Support ...................... 95
Appendix D: Keeping Current with the Latest Versions .......................... 96
Appendix E: On-Site Installation, Support and Training ......................... 97
Appendix F: Contacting LobbyGuard Solutions, LLC ............................ 98
Appendix G: What’s New ............................................................. 99
Appendix H: Multi-Station Networking ............................................ 103
Appendix I: Legal Notice ............................................................ 104
Appendix J: Accessing LobbyGuard Administrative Utility for Non-Hosted
Kiosks ................................................................................... 105
Appendix K: The LobbyGuard Visitor Badge .................................... 106
Appendix L: Network your LobbyGuard Visitor Badge Printer ................ 107
Appendix M: Network your LobbyGuard Kiosks ................................. 108

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What’s New
If you are already familiar with LobbyGuard Kiosk and would like to
review the areas of this guide that apply to new features in this
version, please refer to Appendix G: What‟s New on page 99 for links
to those sections.

Getting Started
Thank you for making the LobbyGuard Kiosk your visitor management
system of choice. This User Guide will provide you with detailed
information on the LobbyGuard Kiosk hardware and the LobbyGuard
software. In conjunction with the installation and training offered by
Authorized LobbyGuard Distributors and the dedicated support staff at
LobbyGuard Solutions, you will have all you need to gain a full
understanding of the proper use of LobbyGuard at your facility.

If you have received your LobbyGuard Kiosk and have not already
scheduled product training with your Authorized LobbyGuard
Distributor, you should do so at this time. If you need assistance at
any time please contact LobbyGuard Technical Support using the
information provided at the top of every page of this guide. In order
to make the most of your installation and training it is recommended
that you read this User Guide and have some level of familiarity with
LobbyGuard prior to your scheduled training session.

You are required to receive on-site installation

and training by an authorized distributor prior
to using the LobbyGuard Kiosk.

Review the Appendices at the end of this guide

for important information and
recommendations.

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The LobbyGuard Kiosk Hardware
The LobbyGuard Kiosk is the hardware that runs the LobbyGuard
software. It provides an aesthetically pleasing appearance and the
strong visual impression of the security measures that are part of your
building or facility. The LobbyGuard Kiosk is an all-in-one unit that
includes the following hardware components:

Dimensions
The kiosk weighs 66 lbs. and is 25”H X 21”W X 15”L. When placing
the kiosk on a table or countertop allow at least 2” of clearance on all
sides of the kiosk in order to maintain maximum stability for the
hardware and airflow.

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 The LobbyGuard Kiosk must be plugged in to a
surge suppressor that protects both the power
cable and the Ethernet cable.

The LobbyGuard Kiosk contains a number of hardware features for

your visitors to use during the sign-in process. Information on each
component is provided below:

Integrated Camera with Tilt Control

The LobbyGuard camera takes high-resolution photos of your walk-in
traffic. The camera is housed in a swivel mount, allowing for visitors
of all heights to easily adjust the camera angle.

Speakers for Audio Prompts of the Visitor Inputs

All LobbyGuard screens contain visual and audio cues to walk the
visitor through the sign-in and sign-out process. The built-in speakers
are positioned to provide clear, easy-to-hear audio prompts for your
visitor.

Touchscreen for Visitor Sign-In / Sign-Out

The main point of visitor interaction with LobbyGuard Kiosk is the
integrated touchscreen monitor. This allows visitors to interact with
the kiosk via touch only, eliminating the need for a mouse or
keyboard.

The LobbyGuard Kiosk ships with a keyboard

and mouse for use during training and
installation. Remove the keyboard and mouse
prior to regular kiosk use.

Badge Printer for Printing Visitor Badges

The LobbyGuard Kiosk can print visitor badges as needed via the
included visitor badge printer. The printer is thermal, eliminating the
need for printer ribbons or ink cartridges. The printer ships pre-loaded
with a roll of 250 visitor badges. Instructions for loading new visitor
badges into the printer are detailed in the section labeled “Loading

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Visitor Badges” on page 9. Learn more about the visitor badge in
Appendix K: The LobbyGuard Visitor Badge on page 106. An example
visitor badge is shown below:

The LobbyGuard visitor badge measures 4.5”L x 2.3”H

Bar Code Scanner for Fast and Accurate Sign-In / Out

The integrated bar code scanner broadcasts a red grid of light onto the
lower right portion of the kiosk. Using the bar code scanner your
visitors can do the following:

 Sign-In: Using the LobbyGuard Frequent Visitor keytags or

LobbyGuard stick-on bar codes, registered visitors can sign
themselves in by waving their assigned key tag or stick-on bar
code in front of the bar code scanner. For more information on
visitor registration with the LobbyGuard Frequent Visitor
Keytags, see the section labeled “Registering with the LobbyGuard
Kiosk” on page 30.

 Sign-Out: Visitors who are issued visitor badges are able to sign
themselves out quickly and easily by waving the bar coded
section of the visitor badge in front of the bar code scanner.
LobbyGuard will inform the visitor that he/she is now signed out.
Registered visitors with a LobbyGuard Frequent Visitor Keytag or
stick-on bar code will be able to sign out by scanning their key
tag before leaving the facility.

Driver License Scanner

The integrated driver license scanner is located directly below the
touch screen and supports the scanning of driver licenses from all 50
US states, numerous foreign country driver licenses, US state IDs, US
Military IDs and INS cards. License scanning is an important part of
the security that LobbyGuard brings to your facility as it records the

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image of the visitor‟s driver license and all license data elements,
including the person‟s name and date of birth, as part of the visitor
record. Proper use of the license scanner is important as it will greatly
improve the accuracy of the scanning. The following photos illustrate
the proper method for scanning a license:

Feed the license into the scanner with the front of the license facing the kiosk …

…and apply slight downward pressure on the license until the scanner begins to
pull the license through.

During the license scanning portion of the visitor sign-in process the
LobbyGuard Kiosk software displays full text, audio and video
illustrations of how to insert the license into the scanner for best
scanning results. The license scanner supports front license scanning
(using OCR) that will scan and extract the visitor‟s information, and
back license scanning (using bar code reading) to extract the visitors
information.

Integrated PC Architecture
The LobbyGuard Kiosk runs on a slim-line
integrated PC running the Windows Operating
System. All peripherals for the kiosk are attached
to USB ports on the PC. The kiosk ships with a
USB mouse and keyboard for use by administrators
when needed. The kiosk is designed to be
maintenance free and easy to use.

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Loading Visitor Badges
Follow these instructions to load a new
roll of badges in the printer:

 Pull the side door open by the

printer. It is held in place with a
magnetic enclosure; pulling the door
from the top will open it and expose
the printer (see image below).
 Remove the printer from the kiosk
and lift open the top of the printer to
expose the spool that holds the roll
of visitor badges.
 Detailed instructions for replacing
the roll of badges are located inside
the printer. Refer to these
instructions for information on
replacing the roll of badges.
 Place the printer back into the kiosk. Make certain the two cables
that connect the printer to the kiosk are still connected to the
bottom of the printer.
If you are in need of additional visitor badges, please visit
http://www.lobbyguard.com/supplies

Accessing other System Components

The LobbyGuard Kiosk incorporates a locked door that houses the
internal workings of the unit. A key is shipped with your kiosk;
replacement keys are available at www.lobbyguard.com/supplies

Power down the unit and unplug any cables from the back of the kiosk
before opening the rear access panel. This includes the power cable
and any USB devices (i.e. mouse, keyboard, etc) that may be
connected to the rear of the kiosk.

Opening the panel will reveal the integrated PC and other internal
system parts for LobbyGuard.

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 Modifying any portion of this hardware will void
the kiosk warranty. Contact LobbyGuard
Technical Support before making any changes
to the LobbyGuard hardware or before opening
the rear access panel.

Cleaning the LobbyGuard Kiosk

The life of your kiosk can be greatly extended by keeping the hardware
clean of dust and other particles. You will need to find your kiosk key
or order a new one in order to open the rear access panel. The
following should be carried out at least every 6 months to extend the
life of the hardware as well as keeping everything functioning properly
for daily use. For best results visit www.lobbyguard.com/supplies to
purchase a LobbyGuard Kiosk Cleaning Kit that contains everything
you need to maintain your kiosk.

Kiosk MDF & Frame

The kiosk frame and body is best cleaned using an ammonia-free
cleaning agent along with a lint-free cloth, as well as a can of
compressed air. You may purchase cleaning supplies or a kiosk
cleaning kit by contacting LobbyGuard Sales.

Touchscreen
It is best to clean the touchscreen with a soft lint-free cloth or using an
ammonia-free cleaning wipe. Power down the kiosk before cleaning
the screen. Do not use glass cleaner or other cleaning solution on the
touchscreen.

Interior
Open the rear access panel of the kiosk using the included key. In
order to clean the dust and debris from inside the machine, it‟s best to
use a can of compressed air throughout the interior of the kiosk. Make
sure to focus on the internal fans, the power supply fan, and the entire
bottom panel of the kiosk. A lint-free cloth or ammonia-free cleaning
wipes are excellent at cleaning the inside surfaces and hardware
components.

Bar Code Scanner

The square glass window in front of the bar code scanner should also
be kept clear of fingerprints and other debris. Both the inside and

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outside of this glass should be cleaned on a regular basis in order to
remove dust, dirt, and fingerprints which build up over time. It should
be cleaned in the same manner as the touch screen. This would also
be a great time to adjust the position of your barcode reader in case it
has moved and the red laser is deflecting off the sides of the square.

License Scanner
The kiosk license scanners have their own unique cleaning cards. A
few free cleaning cards came in your kiosk welcome pack and
additional ones can be purchased via LobbyGuard Sales. The license
scanner should also be calibrated on a regular basis and this requires
the use of a black & white calibration sheet. These are available on the
LobbyGuard Support website.

Badge Printer
The kiosk badge printers use special miniature alcohol cleaning cards
in order to remove debris, built-up glue, and small pieces of stuck
badges. Routinely using the printer cleaner cards will help to avoid the
occasional stuck badges and splotches/lines you‟ll see on the badges.
A few free cleaning cards came in your kiosk welcome pack and
additional ones can be purchased via LobbyGuard Sales.

The LobbyGuard Kiosk Stand

A stand is available for your kiosk that is both functional and
attractive. The kiosk mounts directly to the stand, transforming the
LobbyGuard Kiosk from a desktop unit to a free-standing unit that
utilizes less space and brings more attention to the kiosk for added
security. The stand is made from the same materials as the kiosk and
blends in to create a professional appearance. The kiosk stand is
available at www.lobbyguard.com/supplies.

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The LobbyGuard Software
The LobbyGuard Kiosk Visitor Management System is composed of two
distinct software applications:

 The LobbyGuard Kiosk Software – The software that your

visitors use during sign-in and sign-out. It displays the visitor
input requests, prints visitor badges, performs background
checks and records all visitor activity. The LobbyGuard Kiosk
software is pre-installed on the kiosk.

 The LobbyGuard Administrative Utility – This software

provides web-based access to a large variety of administrative
functions, including visitor logs, reports, and configuring the
various settings on the kiosk. The LobbyGuard Administrate
Utility can be accessed via a web browser from any PC on the
internet.

The LobbyGuard Kiosk Software

The LobbyGuard Kiosk software is the interface your visitors will use
when signing in and out of your facility. It contains all the visitor input
requests, including audio and visual cues, as well as support for license
scanning, bar code scanning, photographing and badge printing. The
following is an overview of the screens available for display to visitors
during the sign-in process:

Welcome Page
The first page your visitors will see on the kiosk is the Welcome Page.
The buttons that appear on this screen depend on language support
options that can be set for the kiosk via the LobbyGuard
Administrative Utility; see the section labeled “Stations” on page 83 for
more information on language settings. LobbyGuard has built-in
support for English and Spanish. If the kiosk is configured to display
both language options, the buttons will appear as per the figure below,
allowing the visitor to select from English or Spanish prompts.

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If the kiosk is configured to display only one language, the two buttons
on the right of the screen will appear as “Sign-In” and “Sign-Out” in
the supported language.

The home page can also play a custom multimedia presentation in

place of the LobbyGuard logo. Creating a custom presentation or
welcome message is the perfect way to blend the LobbyGuard kiosk
into your environment and welcome your visitors. You can order a
custom welcome screen at www.lobbyguard.com/supplies or follow
these instructions to change the welcome page on your own:

 Build your presentation in Adobe Flash format (.swf file extension).

The presentation must be 700 pixels wide by 768 pixels high.
Using a white background is preferable.
 Save your presentation to the following location on the kiosk:

C:\program files\lobbyguard\flash\welcome.swf

Restart the kiosk and your presentation will play on the welcome page.

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Signing In
The key feature of LobbyGuard is the visitor sign-in process. This
process has been designed to be as simple and efficient as possible
while providing your facility with effective security and record keeping.
LobbyGuard allows the sign-in process to be customized to the needs
of your facility and to the type of visitor signing in. For additional
information on configuring the sign-in process see the section labeled
“Workflow” on page 76.

Example: a visitor would select “Signing In”, and then asked to enter
his or her name, scan his or her driver license and choose the reason
for visiting the building.

Below is a picture of the sign-in / sign-out page:

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Visitor Type
The next screen the visitor will see when signing in is the “visitor type”
screen. This screen asks the visitor to choose from the types of
visitors you have created for your facility via the LobbyGuard
Administrative Utility; for more information on creating visitor types
see the section labeled “Workflow” on page 76. The screens following
this selection are known as the “workflow”; each visitor type can have
a different workflow. Example: you may only want the name and
photo of a person signing in as an “Employee”, where you may want
the photo, name, driver license scan and reason for visit from a person
signing in as a “Guest”. LobbyGuard is also capable of running reports
based on visitor type.

In the example above, the visitor types are “Visitor”, “Vendor”, and
“Employee”. You can create as many visitor types as needed to
address the visitors to your particular environment or facility.

Once the visitor type is selected the visitor is presented with workflow
for that visitor type. The workflow is the set of questions you will be

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asking of the visitor during the sign-in process. The following sections
outline the available workflow options.

Terms and Conditions

This screen provides the visitor with any special terms and conditions
for entering the facility. The text of the terms and conditions is
imported via the LobbyGuard Administrative Utility; for more
information on this process see the section labeled “Workflow” on page
76.

Visitors who refuse to accept the outlined Terms and Conditions will
see the following screen, and the sign-in process will terminate for that
visitor:

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Take Photo
This screen provides the visitor with a view of the integrated camera.
The visitor is asked to press the TAKE PHOTO button to capture the
photograph that will become part of the visitor record. The camera on
the LobbyGuard Kiosk is mounted to swivel up and down to
accommodate the various heights of your visitors.

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Scan Driver License
This screen provides instructions on the proper way to insert the driver
license into the driver license scanner. For additional instructions on
how to insert the license into the scanner please refer to the section
labeled “Driver License Scanner” on page 7.

Note the button on the right side of the screen. If the visitor does not
have a driver license available this button can be pressed to bypass
the license scan. The visitor will then be asked to enter his or her
name using an on-screen keyboard. This button is optional and can be
hidden for security purposes, requiring each visitor to scan his or her
driver license in order to proceed with sign-in.

Confirm Name and Confirm Date of Birth

LobbyGuard is capable of running instant background checks on your
visitor traffic to provide additional security to your building. If

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background checking is enabled, the visitor will be required to verify
the name and date of birth that are obtained during the driver license
scan. The visitor is presented with the information taken from the
license and asked to confirm its accuracy. If the visitor answers “no”
to either question, he or she will be presented with a screen to enter
the information manually, as shown below.

Confirm name and enter manually if needed.

Confirm date of birth and enter manually if needed.

For more information on background checking and how to turn this

feature on and off, see the section labeled “Workflow” on page 76.

You can create a “rule” that will notify a list of recipients via text
message and/or email when someone attempts to modify name or
birthdate information during sign-in. For more information see the
section labeled “Rules” on page 70

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Enter Company Name
LobbyGuard can be configured to ask the visitor for the name of his or
her employer. If this option is enabled, the visitor will be asked to
enter the company name, as shown below:

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Choose Reason for Visit
The next step the visitor will take is to choose the reason he or she is
visiting your facility. This screen consists of choices that can be
customized to your needs via the LobbyGuard Administrative Utility.
These buttons may consist of the names of your employees, areas of
your building, and departments in your organization or anything else
you would like to provide to your visitors as a choice. In addition
LobbyGuard supports multi-tiered choices allowing your visitors to drill
down to a specific reason. For example, your top layer of choices
might consist of the departments in your organization. If the visitor
chooses “Human Resources”, he or she might then be presented with a
new screen that contains the names of all the employees in Human
Resources, from which the visitor would make his or her final choice.
This approach allows for the presentation of a large number of choices
without overwhelming the visitor.

For more information on creating reasons for visit see the section
labeled “Workflow” on page 76.

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Enter the name of the person you are visiting
In addition to the Reason for Visit screen above, the visitor may also
be prompted to identify the individual whom they are visiting.
LobbyGuard provides three different options for this purpose; for
information on how to configure these options see the section labeled
“Workflow” on page 76.

Display Directory
With this sign-in feature the individual would select the first letter of
the last name of the person they are visiting.

After the first letter of the last name is selected a list of all the names
with the letter selected will display.

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Once the name is selected a picture will be displayed to verify the
correct person is selected. If that is the person being visited the
individual can select the “Yes” button” and continue the sign-in
process. If the person selected is not the correct person you have the
option of pressing “No” to go back to the previous screen to select the
correct person. Once a name is selected the screen will appear below:

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Enter Employee ID
If the workflow is set up to sign-in by choosing the ID of the person
being visited, the Kiosk will prompt for the employee ID on the screen
shown below:

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Request Name Entry
This option will prompt the visitor to manually enter the name of the
person whom they are visiting. The visitor is provided an on-screen
keyboard for name entry; this option does not notify the person being
visited.

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Processing the Sign-In
LobbyGuard will briefly display the following screen once the visitor
has completed the process of signing in:

This screen is meant to inform the visitor to not step away from the
kiosk until further notification. If the visitor record has no issues the
next step will involve printing a visitor badge, as per the section
labeled “Printing the Visitor Badge”, below. If the visitor fails the
background check, the following screen will be displayed:

This screen is designed to inform those visitors who have failed the
background check to not proceed until a facility employee has assisted
and resolved the issue. The visitor will also receive a “void” badge; for
more information on the void badge and background checking with
LobbyGuard see the section labeled “Failed Background and How
Background Checking Works” on page 43.

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Printing the Visitor Badge
LobbyGuard can also be configured to print a visitor badge upon
completion of the sign-in process. The badge contains the visitor‟s
name, visitor type, reason for visit, date and time of visit, photograph
and a bar code. LobbyGuard includes multiple badge formats and
layouts; in addition, custom layouts and badge designs are available at
www.lobbyguard.com/supplies.

The badge serves as a visual identifier to your employees, as well as

an indicator that this visitor signed in with LobbyGuard upon entering
your building.

The LobbyGuard visitor badge measures 4.5” W X 2.3” H. The badge

has a self-adhesive backing or may be inserted into a lanyard or clip-
on badge holder. The presence of the visitor badge sends a signal to
facility employees that the visitor has signed in using LobbyGuard and
has followed proper sign-in procedure. In addition, it provides your
employees with information regarding the reason this visitor is in the
building and thus preventing the visitor from accessing unauthorized
areas.

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The color logo in the bottom left corner of the badge also provides an
additional security measure. The visitor badge printer only prints in
black & white; the logo is pre-printed on the badge. The presence of
this color logo indicates this badge was printed at a LobbyGuard Kiosk
and not from a home computer or other source.

Badges can be customized to print out the badges vertically or

horizontally depending on your preference. Below is an example of a
badge that is configured to print vertically:

For additional security, LobbyGuard offers seven different badge

colors. This allows you to change the color of your badges each day of
the week by simply changing the roll of badges to a different color
from the previous day. This added badge color security feature could
be used to identify someone that is using an old badge and trespassing
in your facility. These badges come in the colors shown below and can
be ordered at www.lobbyguard.com/supplies

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Signing Out
Signing visitors out as they leave the building is very quick and easy
with the LobbyGuard Kiosk. The following options are available for
signing out your visitors:

 The LobbyGuard visitor badge, LobbyGuard Frequent Visitor Keytag,

and LobbyGuard stick-on bar code each have a bar code that can be
used for signing out of the facility. The visitor signs out by
scanning the bar code under the bar code scanner on the
LobbyGuard Kiosk as shown below. This does not require the
visitor to use the touchscreen.

 If the visitor does not have a visitor badge, LobbyGuard Frequent

Visitor Keytag, or LobbyGuard stick-on bar code, sign-out can be
accomplished by entering his or her name into the kiosk. The
visitor should choose the “SIGN OUT” option from the kiosk
workflow, after which the visitor will be provided with instructions
for signing out without a visitor badge.

In addition to the above options, the LobbyGuard Administrative Utility

provides features for signing out visitors via the desktop. Information
on these features is outlined in the section labeled “The LobbyGuard
Administrative Utility” on page 37.

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Registering with the LobbyGuard Kiosk
One of the most powerful features of LobbyGuard is the ability for your
visitors to „register‟ themselves with the kiosk. This involves providing
the visitor with a permanent plastic keytag, known as a LobbyGuard
Frequent Visitor Keytag, or a LobbyGuard stick-on bar code which the
visitor can use in future visits to quickly and easily sign in and out of
the kiosk. In addition, a visitor can use the same keytag or stick-on
bar code to register with other LobbyGuard Kiosks; for example, a
person who registers himself with a LobbyGuard Kiosk at his workplace
can use the same keytag or stick-on bar code to register with the
LobbyGuard Kiosk at his child‟s school, making sign-in and sign-out
much easier in both locations.

With a LobbyGuard Frequent Visitor Keytag or stick-on bar code, the

visitor will scan the bar code in front of the kiosk‟s bar code scanner.
Once this has been done the visitor will follow the on-screen
instructions to complete the registration process. The visitor will then
only need to scan the LobbyGuard keytag or bar code sticker to sign-in
and sign-out for future visits. There is no limit to the number of
visitors who can register with your kiosk. For more information on
Frequent Visitors see section “Registered Visitors” on page 58.

Frequent Visitor Keytags and stick-on bar codes are available at

http://www.lobbyguard.com/supplies/

The keytag is attached to the visitor‟s keychain; the alternative stick-

on bar code is highly adhesive and can be attached to an existing form
of ID, such as an employee ID or a student ID. LobbyGuard can also
be configured to make use of existing bar codes on employee ID cards,
student ID cards, etc. For more information on this feature please
contact support@lobbyguard.com.

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Once a keytag or stick-on bar code is scanned for the first time the
visitor will be able to sign-in and become a frequent visitor. Once the
keytag or stick-on bar code is scanned, the visitor will see the screen
below:

The visitor will hit the “Proceed” button and enter his or her
information via the frequent visitor registration process. This
information will be saved and the frequent visitor will only need to
scan the keytag or stick-on bar code in future visits to sign in and out.
Once the visitor is finished entering all the required information he or
she will be notified via the screen below:

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Visitor registration is complete and the visitor is now signed in.

Registered Sign-In
Once a visitor has registered with the kiosk, signing in to LobbyGuard
during future visits is much faster and easier. The visitor need only to
scan the bar code contained on the LobbyGuard Frequent Visitor
Keytag or stick-on bar code to sign in. Following a successful scan and
depending on the configuration of the workflow, LobbyGuard will only
ask the visitor for a photo and to choose a reason for the visit that
day. All other information – including the visitor‟s name, date of birth,
license scan and other information, are contained in the visitor‟s
registration record and are copied to create a record for this visit.

Registered Sign-Out
Registered visitors who have a LobbyGuard Frequent Visitor Keytag or
stick-on bar code need only to scan the bar code contained on that
item to sign out. The visitor will receive a confirmation screen that the
sign-out was successful.

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Event Mode
The LobbyGuard Kiosk also contains a special mode for handling large
events (i.e. Open House, Conferences, Meetings, etc) called Event
mode. This mode places less emphasis on security and visitor
information and greater emphasis on sign-in time in order to process
large numbers of individuals in a short period of time. See the section
labeled “Events” on page 64 for information on setting up an event
and setting your kiosk to this mode.

Event Mode Sign-In

When set to Event Mode, the Welcome screen of the kiosk will appear
as follows:

When a letter is selected the names of all attendees whose last name
begins with that letter will be displayed as shown below:

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The visitor will then choose his or her name and will be issued a visitor
badge. The kiosk will return to the Event mode welcome screen for
the next visitor. The entire process for signing in takes on only a
couple of seconds, allowing for quick entry of visitors into the facility.

It is important to keep in mind that the Event mode of the kiosk does
not perform any background checks, or take photos or license scans of
the visitors entering the building. Event mode also does not support
scanning LobbyGuard Frequent Visitor Keytags or LobbyGuard stick-on
bar code. The Event mode was designed to move a known list of
individuals into the building very quickly for specific events where
security is less of an issue.

Event Mode Sign-Out

Visitors can sign themselves out of the building by scanning the bar-
coded section of the visitor badge under the LobbyGuard bar code
scanner. Visitors may also be signed out from the LobbyGuard

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Administrative Utility; see the section labeled “Visitor Log” on page 40
for more information.

The Kiosk Control Panel

The LobbyGuard Kiosk includes a built-in control panel that allows you
to take actions such as reboot, power down and request remote
support. To access the control panel, press the top right corner of the
Welcome screen, either from Kiosk mode or Event mode.

This will expose the administrator password screen shown below with a
numeric keypad. The default password is 12345. This password can
be changed via the LobbyGuard Administrative Utility; see the section
labeled “Stations” on page 83 for more information.

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You will then see the Kiosk Control Panel, which contains the following
options:

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Request Remote Assistance – this feature allows LobbyGuard
Support Technicians to take control of the kiosk and address any
questions or issues. You should call LobbyGuard Support prior to
using this feature to ensure that a support technician is available and
expecting your connection. Your support technician will provide you
with additional instructions for using this powerful feature.

Power Down – this feature will safely power down the kiosk. This is
the recommended method of powering down the kiosk. Use the power
switch located on the rear of the kiosk to power on the kiosk.

Access the Windows Desktop – this will shut down the LobbyGuard
software and will take you to the Windows desktop.

The LobbyGuard Administrative Utility

What is it?
The LobbyGuard Administrative Utility is web-based software that can
be accessed from any PC on the internet. Since it is web-based, it
does not require any installation to run – it is accessed via a web
browser, just like any other web page. This means you have access to
your visitor records, reports and other information from anywhere in
the world.

The Administrative Utility provides the following features:

 Visitors – View complete details of visitors to your building,

including those who have been flagged by the LobbyGuard
Background Check.

 Directory – Create a list of names from which a visitor can

choose during the sign-in process to indicate the person he or
she is visiting.

 Reports – Run reports on visitor traffic

 Registered Visitors –Use this section to manage those visitors

carrying a LobbyGuard Frequent Visitor Keytag.

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  Scheduled Activities – Schedule upcoming appointments
directly with LobbyGuard and send notifications to your
scheduled visitors via email. Create “events” to handle large
numbers of visitors in a very short period of time.

 Time and Attendance – Modify the time a registered visitor

has signed in/out in order to generate an accurate time and
attendance report.

 Rules – Create and control Trigger Event and Action rules for
your LobbyGuard station; for example you can create a „rule‟
that tells LobbyGuard to notify a certain group of individuals
when a background failure occurs during sign-in.

 Red Flag – Create a list of “banned” visitors that will fail the
instant background check conducted during the sign-in process.

 Administration – Change workflow settings for various visitor

types and other settings for your LobbyGuard station.

Accessing the Administrative Utility

Note: the section below refers to all LobbyGuard Assist users and to
those LobbyGuard Kiosk users who are using the LobbyGuard Hosted
Server option and are storing data on the LobbyGuard Servers. If you
are a LobbyGuard Kiosk user and you are not storing data on the
LobbyGuard Servers please refer to Appendix J: Accessing LobbyGuard
Administrative Utility for Non-Hosted Kiosks on page 105.

The LobbyGuard Administrative Utility can be accessed from any web

browser anywhere in the world. Access the LobbyGuard
Administrative Utility by typing the following URL into the web browser
address bar:

http://admin.lobbyguard.com

The site should appear in your web browser as follows:

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The credentials needed to log in to your account should have been
provided to you prior to or during your LobbyGuard installation. If you
do not have the credentials to log in, you should contact LobbyGuard
Technical Support for assistance. For more information on creating
additional user accounts see the section titled “User Manager” on page
86. If you have set up your own unique user account and are having
trouble signing in, the link labeled “Need help logging in?” will allow
you to enter your LobbyGuard domain name and email address and
your password will be emailed to you.

It is recommended that you change the

password of the default account and create
your own unique user account as soon as
possible.

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Using the Administrative Utility
Visitor Log
The main feature of the Administrative Utility is the visitor log. This
screen will give you an immediate view of visitors who are currently in
the building as well as an archive of visitors who have signed out at
any point in the past. The visitor log will resemble the following:

If you have several LobbyGuard stations networked together, you can

choose to view data from a specific station by selecting that station
from the “Station” drop-down menu. You can choose the date range
of data using the From: and To: calendar menus then click the Filter
button to activate your station and/or date range selection. Clicking
on any of the column headers (Time In, Station, etc) will sort the data
accordingly; clicking on the same header again will reverse the sort
order. Clicking the “Sign Out All Visitors” button will move all visitors
from the Signed In section to the Signed Out section.

The Visitor Log contains three sections: Signed In, Signed Out, and
Failed Background.

Signed In
The Signed In section of the visitor log shows all visitors who are
currently signed in. Using the Signed In section you can immediately
view the Time In (the date and time the visitor signed in), the Station

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(the location the visitor signed in), the visitor‟s name, the Reason for
visit (see the section labeled “Workflow” on page 76 for an explanation
of this feature) and the Visiting column, which contains the name of
the person the visitor is visiting in your building. Records in red text
indicate a visitor who chose to modify their name and/or date of birth
during sign-in. To the far right of each entry is a link labeled “view”.
Clicking on this link for any given visitor will display full details on the
visitor in the Visitor Detail screen:

This screen contains all the details on the visitor. The visitor photo
and the driver license can be enlarged by clicking on the image. The
visitor can be manually signed out by clicking on the “Sign Out” button
located in the lower left corner of the screen. This will move this
visitor from the “Signed In” section of the visitor log to the “Signed
Out” section.

Information stored on this screen can be modified as needed. Click

the button labeled “Save Changes” to save any modifications.

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The “Create Red Flag” link located to the right of the visitor name will
move this visitor to the Red Flag list. This will cause this visitor to fail
the background check on future visits. For more information on this
process see the section labeled “Failed Background Section & How
Background Checking Works” on page 43.

Signed Out
The Signed Out section of the visitor log contains the information on all
visitors who have been signed out of the building at any point in the
past. This creates an archive of visitor information that you can
access at any time. Records in red well indicate visitors that chose to
modify their name and/or date of birth at sign-in that have signed out.
The Signed Out section appears as follows:

This screen is very similar to the Signed In section with the addition of
two columns: the Time Out column displays the day and time the
visitor signed out of the building. The Duration column displays how
long this visitor was in your building in the format of
hours:minutes:seconds. Clicking the “view” link will provide detail on
the visitor record.

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 This section applies only to users of the
LobbyGuard Kiosk.

Failed Background and How Background Checking Works

The Failed Background section of the visitor log contains the names of
any visitors who failed the LobbyGuard background check and received
a “VOID” badge when signing into the Kiosk. If background checking
is enabled, the visitor‟s name and date of birth are run against a
database of 600,000+ registered sex offenders from around the United
States and/or your Red Flag List. See the section labeled “Red Flag” on
page 74 for more information on the Red Flag List feature; see the
section labeled “Background Checking” on page 87 for more
information on selecting the sources of background checking for your
facility. If the visitor is matched to a record in either data source the
visitor will not be issued a regular visitor badge, but will instead be
issued a special visitor badge with the word VOID printed across the
top and any notifications that are set up will be automatically sent out
as described in the “Notification” section on page 46.

This badge also instructs the visitor to turn the badge over to a facility
employee. Once this is done it is the responsibility of the employee to
further verify this match. The badge also contains reference to the
web URL www.lobbyguard.com/assist that provides complete

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instructions for the steps to take in the event a VOID badge is printed.

THE PRINTING OF A VOID BADGE DOES NOT

IMPLY THAT THIS VISITOR IS A REGISTERED
SEX OFFENDER OR ON THE RED FLAG LIST.

A VOID badge means the information this visitor supplied during sign-
in was a close enough match to a known offender‟s record to warrant
further investigation before allowing this person entry. LobbyGuard
compares first name, last name, and year of birth to known offender
records; as a result of such a broad approach, it is possible for
someone to receive the “VOID” badge even when he or she is not an
offender. IT IS VERY IMPORTANT THAT NO ACTION BE TAKEN
AGAINST THIS VISITOR UNTIL THE INSTRUCTIONS BELOW ARE
FOLLOWED.

Once the visitor has turned over the VOID badge to a building
employee, the employee should access the Failed Background section
of the visitor log to verify this visitor against the record that he or she
matches. The Failed Background log appears as follows:

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This screen is a temporary log of visitors that have failed a
LobbyGuard background check and require match validation. The
record of the visitor will show the “Time In” when the visitor signed in,
the “Name” of the visitor and a “view” link that will take you to the
Visitor Match Details screen similar to the one below:

This screen is used to verify the visitor against the actual offender
record; information on the visitor is shown in the red bar at the top of
the page and information on matches appears below in grey. “Red
Flag” matches appear below the “Red Flag List” icon and matches to
the Sex Offender Registry appear below the “LobbyGuard Sex Offender
Registry” icon. Complete information is provided for the visitor and
offender records, including name, date of birth, address, photo, and
height/hair/eyes. In the example above the screen shows a visitor
that failed a background check for both a Registered Sex Offender and
against the Red Flag list. The failed background check can now be
validated by comparing these elements and determining if the visitor is
a “Match” or “Not a Match” to the Offender or Red Flag Entry. Red
Flag offender information also includes a “Notes” box to display any
notes about this offender or instruction for the Red flag record on file.
If further information is needed for a match of a registered sex
offender, the “National Offender Search” link located above the
“Match” button can be selected on the offender record. This will open

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a new web page to the National Sex Offender Registry located at
www.nsopr.gov for further comparison if necessary.

If the visitor IS NOT the offender in question, click the button

labeled “Not a Match”. This button should be selected in the event
of a false positive; i.e. where the offender record and the visitor record
are not the same person. If the visitor signed in with a driver license,
information from the driver license will be recorded to ensure that this
visitor does not fail against this particular offender record in the future.
LobbyGuard will recognize the visitor driver license during future visits
and the visitor will not fail against this particular offender record. If
the visitor signed in without a license or if this visitor signs in
without a license during future visits, he or she will again fail
against this offender record. If all matches that are listed on the
page have been selected as “Not a Match”, the visitor‟s record will
automatically move from the “Failed Background” section of the
“Visitors” tab to the “Signed In” section, and a visitor badge will be
printed for the visitor without the need for the visitor sign in a second
time. A record of this validation activity will be available in the “Match
Audit” section for future audits or evaluations; see the section labeled
“Match Audit” on page 88.

If the visitor IS the offender in question, click the button

labeled “Match”. It is important that your facility have
procedures in place for handling this scenario. These procedures
should include who is to be notified and what proper steps should be
taken. The “Match” button should be selected when a positive match
is verified, i.e. when the visitor is determined to actually match an
offender record. Once a “Match” has been selected, the record will be
moved to the “Match Audit” section on page 88.

Notification
In the event of a failed background check, LobbyGuard can send
notification to appropriate personnel of your choice, such as local
police, administrative staff or security personnel. Notification is
automatically sent as soon as LobbyGuard fails a background check on
a visitor based on the information in the Rules tab; for more
information see the section labeled “Rules” on page 70. The following
is an example of the message that would be sent in the event of a
background failure:

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Subject: LobbyGuard Alert!

Name: CRAIG ABBINGDON DOB: 05/07/1970 failed a

background check at station 'ABC Elementary School’

This message provides those alerted with the name and date of birth
of the offender as well as the location of the LobbyGuard station where
the failure occurred.

Directory
The Directory tab provides the interface for configuring your
LobbyGuard directory service.

You must associate this group with a

lobbyguard Station in order for this group to
appear in the sign-in process. See section
labeled “Stations” on page 83 for more
information.

The directory is used by visitors to select the name of the person they
are visiting during the sign-in process; visitors can be prompted to
select the person's name from an alphabetical directory, or
(LobbyGuard Kiosk only) to enter the person's ID or name using an
on-screen keyboard. Once a name is selected by the visitor, the
person being visited can be notified by email and/or cell phone text
message. You can also configure LobbyGuard to notify any other
individual(s) by email in the event of a visitor sign-in. The first time
you visit the Directory tab you will see the following:

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The first step in setting up your directory service is to create a
"group". A group is a list of individuals you would like to display for a
given LobbyGuard Kiosk or Assist installation; for example, you might
create a group called "Building C" that will contain the names of all the
employees in Building C. You would then associate that group with the
LobbyGuard Kiosk or Assist installation in Building C. Enter a group
name in the field provided and click the "Create Group" button. You
will see the Directory tab with the group selected; in the example
below the group "LobbyGuard HQ" was created:

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You can edit this group, delete this group or add additional groups by
clicking the "add/delete groups" link. Doing so will display the Group
Edit screen as shown below:

Default Email is the email address that will be notified when anyone
from this group is selected by a visitor during the sign-in process. You

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can enter any number of email addresses to notify, each separated by
a semicolon. This notification is in addition to the email and/or text
message notification that can be sent to the person being visited.

Send Notification on Sign-In is the universal setting for turning

notification on/off for people in this group. If this box is checked and a
person from this group is selected by a visitor during sign-in, that
person will receive notification via email and/or text message. The
checkboxes labeled Email and Text Message to Mobile Phone allow you
to turn on/off the two notification methods for the entire group.

The next step is to add people to the group. Click the "Close" button
to return to the Directory tab main view. Click the dropdown menu
located in the area labeled "Add Entries for the Group" and you will see
the following three options:

Add Manually
This option allows you to create new entries by manually entering the
information on the people in the group. Choosing this option will
display the following screen:

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First Name, Last Name, and Title will be displayed on the kiosk screen
as visitors browse the employee directory (LobbyGuard Kiosk only).
Photo, first name, last name, title, company name and email address
are displayed on the verification screen (LobbyGuard Kiosk only). See
the section labeled “Enter the name of the person you are visiting” on
page 22 for more information.

Email and Email2 are email adddress(es) that will be used to send
notification to this person when a visitor arrives and chooses this
person during the sign-in process.

Employee ID is a unique ID given to this employee that can be used

during visitor sign-in to select the employee. As an alternative to
displaying the employee names on the screen during the sign-in
process you can instead require the visitor to enter the employee ID;
this is designed for facilities where displaying a directory of employee
names is not desired. It is important that the Employee ID be
provided to the visitor in advance of his or her visit. An example of an
employee ID would be the employee's email address.

Mobile Phone is the 10-digit phone number for the mobile phone that
can be notified via text message when a visitor arrives and chooses

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this person during the sign-in process. Enter this number in the
format 9195551212, with no spaces or special characters.

Visible in Directory determines if this person is to be displayed to

visitors during the sign-in process.

Notification Options determine if and how this individual is notified

when a visitor arrives and chooses this person during the sign-in
process. These settings will reflect the group settings for notification
by default (see above).

The right side of the screen provides an interface for importing an

employee photo. This photo is displayed during the verification screen
in the sign-in process (LobbyGuard Kiosk only) or displayed to the
operator while entering the name of the person being visited
(LobbyGuard Assist only).

Import from File

This option provides an interface for importing a list of names from a
Microsoft Excel spreadsheet. This allows for import from any system
that will output names into the format required by LobbyGuard.
Choosing this option displays the File Import screen, as shown below:

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The file format from which you are importing must be in the format
required by LobbyGuard; to see an example of the format click the link
labeled "Click here to view the file format needed for import". Browse
to the import file by clicking on the "browse" button and click the
"import" button to import the names into the group.

Import from Microsoft Active Directory

One of the most powerful features of LobbyGuard is to import names
from an LDAP or Microsoft Active Directory Server. This provides an
easy and powerful way to display names of employees or others to
visitors during the sign-in process. Choosing this option displays the
Active Directory Import screen, as shown below:

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It is important that you involve relevant IT or technical staff during the
step.

Server Path is the path to the Active Directory / LDAP server. If you are
on a hosted LobbyGuard system, the server needs to be accessible through
your firewall.

User Name and Password are the login credentials needed to access
the Active Directory / LDAP Server.

Filter is a way limit the query based on the object that you would like
to filter.

Click IMPORT to import the names into the group you have created.
When the import is complete the Directory tab will be presented with
the names of the people you have imported:

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You can order the names in the group at any time by clicking on the
Visible, Last Name, First Name, or Email columns. Clicking on the
same column header a second time will reverse the sort order for that
column. Click any letter in the "Browse this group" section to view the
names of people whose last name start with the selected letter. Click
"Show All Group Members" to display the entire group. Use the
Search field to search for any particular individual, including partial
name searches.

Located to the far right of each group record is a drop-down menu

labeled "Select an Action". The screen above shows the items in this
menu. Edit will display this person's record in more detail and will
allow you make changes or import a photo for this person's record.
Delete will remove this person from this directory group. Create Red
Flag copies this record to the Red Flag list for background screening
purposes; see the section labeled "Red Flag" on page 74 for more
information.

Reports
This section allows you to run reports based on criteria that you select.
The Reports screen appears as follows:

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The reports section contains a list of reports that are available in
LobbyGuard. Clicking on the “run report” link to the right of the report
will generate the report you need. Some reports may require
additional parameters, such as a date range for the report, station
name, or other information. Clicking the “run report” link for the
“Visitor Archive Report” will display the following:

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In this example a number of criteria can be set for the report including
the date range, the visitor type and the name of a specific registered
visitor, if needed. The “Select Station” option allows the selection of
an individual LobbyGuard station; the report will only reflect data
gathered from that station. Each report can be viewed online, printed,
or saved in a number of formats. If you wish to run a different report
listed on the Reports page simply select the “run report” link at the
end of the line of the report you wish to view and enter the
information. An example of a Visitor Archive Report that is retrieved
from information entered from the above screen is listed below:

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Registered Visitors
The Registered Visitors section allows for management of individuals
who are registered with your LobbyGuard station. Registered visitors
are those visitors who possess a LobbyGuard Frequent Visitor Keytag
or a LobbyGuard Bar Code Sticker on an existing ID (see
www.lobbyguard.com/supplies for these items). These keytags are
very useful for frequents visitors of the station as they allow the visitor
to bypass much of the workflow and quickly sign in and out of the
station by simply scanning the bar-coded section of the keytag or
sticker under the station bar code scanner. For more information on
this process see the section titled “Registering with the LobbyGuard
Kiosk” on page 30. The Registered Visitors section appears as shown
below:

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The names of the registered visitors are displayed with the following
columns:

 Name – The name of the registered visitor.

 Visitor Type – The visitor type is the type of visitor this person
represents, based on the Visitor Types set up in the workflow.
For more information on Visitor Types see the section titled
“Workflow” on page 76. Each registered visitor is registered as a
particular visitor type for the purposes of reporting.

 ID – this is the number located below the barcode on the

LobbyGuard Frequent Visitor keytag or stick-on bar code.

 Expiration Date - Displays the date that the visitor‟s keytag or

bar code sticker will expire. The LobbyGuard station will not
recognize the keytag or stick-on bar code after this date.

Clicking on any of the column headings will sort the list of registered
visitors per that column‟s data. Clicking the same column again will
reverse the sort order (ascending / descending). You can search for a
particular registered visitor by entering the last name of the visitor in

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the “Last Name” field at the top of the page and clicking the button
labeled “Search”. You can also search for a particular keytag or bar
code sticker by entering the number on the keytag in the “LobbyGuard
ID” field. The “Number of Results” menu will limit the number of
returned names for a given search.

Clicking on the “view” link for a registered visitor will display the detail
of that registered visitor:

You may change any of the information on this screen and click
“Update” to save the changes. If you wish to completely remove this
person from the list of registered visitors, click the “Unregister” button
at the bottom of the screen.

Scheduled Activities
The LobbyGuard Scheduled Activities tab provides methods for
scheduling upcoming appointments and events. The Scheduled
Visitors section provides an area to schedule a visitor or group of
visitors and email the information regarding the scheduled visit to the
visitors. The Events section provides features to schedule large groups
of individuals who need to enter the facility in the fastest possible
time.

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Visitors
The Visitors feature lets you schedule a visitor or group of visitors in
advance of his or her visit, then send an email notification to the
visitor that outlines the visit location, time, and other information. The
email also contains a bar code that the visitor can print out, bring
along and use to instantly sign in to the station.

The Visitors screen appears as follows:

Scheduled Visitors are organized as “groups” that represent parties of

people who will be visiting together. A group may consist of one
person or any number of people. In the illustration above, a group
named “ABC Corp Board Meeting” consisting of 2 people is scheduled
to arrive at 9:00 AM on July 22nd. The “Status” column indicates this
group was created, meaning no notification has been sent at this time.

Click the “Add New Group” link at the top right of the screen to create
a new group. The following screen will appear:

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Enter the information in the fields provided and click the “Save Group”
button to save the group. This will return you to the previous screen
with your new group listed, similar to the previous illustration.

From the “select an action” drop down menu select the “view/edit
visitors” on the same row as the group you just created, and click the
“go” link. This will provide an interface for adding the visitors to the
group, as shown below:

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Enter the information for each visitor. If you include the email address
you will be able to send an email notification to the visitor. When you
have filled in all the information, click “Add Visitor” and the visitor
information will appear in the list at the bottom of the form. Click on
the Scheduled Activities tab when all visitors have been added. The
group now appears, with the number of visitors listed in the “# in
Group” column. From the “select and action” drop down menu, select
“generate notification” and then click the “go” link. The following
screen will appear:

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This screen provides an overview of the email that will be delivered to
the visitors in the group. Click the EMAIL NOTIFICATION link to send
the notification via email to the visitors in the group. Click the PRINT
NOTIFICATION link to print the email for these visitors to use if they
show up without the printed email.

When the members of the group arrive, whether together or

separately, they each need only scan the bar code located in the email
to sign in. This process can greatly speed up the signing in of large
groups during especially busy times or special events.

Events

This section applies only to users of the

LobbyGuard Kiosk.

The Events section is used for scheduling events at your facility where

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large groups of visitors will need to enter in a very short period of
time. The Events feature works best for events where attendee names
are known in advance and when a high level of security is not needed.

Clicking on the Events section displays the following screen:

Use this screen to create the event by entering the name of the event,
any description you wish to give the event, and the visitor badge
format you wish to print for visitors as they sign in to this event. Click
the “Add Event” button to add the event to the list on the bottom half
of the page.

The next step is to add the names of the event attendees. Click on the
“attendees” link located on the right side of the event listing. The
following screen will appear:

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Enter the names of the attendees by typing the first and last names
and optionally the attendee company name and email address.
Attendee lists can also be imported directly from a Microsoft Excel
spreadsheet. Click the “Browse” button the right side of the screen to
browse to the spreadsheet and click the “Import” button to import the
names from the spreadsheet into the attendees list. To view the data
format needed for proper import, click on the “Click here for an
example” link, located under the “Import” button.

Once you have added all the attendee‟s names to the list you will need
to change the mode of the station to reflect the event. Click on the
Administration tab and then click on the section labeled “Stations”.
You will see a setting labeled “Mode”. Set the mode to “Event” and
choose the event you created from the drop-down menu. Scroll to the
bottom of the screen and click the button labeled “Update General
Settings”. The station will change to reflect the Event mode interface,
as detailed in the section labeled “Event Mode Sign-In” on page 33.
It is important to keep in mind that the Event mode of the kiosk does
not perform any background checks or take photos or license scans of
the visitors entering the building. Event mode will not recognize and
does not make use of LobbyGuard Frequent Visitor Keytags. The

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Event mode was designed to move people into the building very
quickly for specific events where security is less of an issue.

When the event is completed change the kiosk mode to “Normal”

under the “Stations” tab and the LobbyGuard Kiosk will resume its
normal interface. The Kiosk Control Panel can be accessed at any time
while in Event mode by pressing the top right corner of the kiosk
screen and entering the Kiosk Control Panel Password.

Time and Attendance

In addition to managing visitors and recording visitor activity in your
facility, LobbyGuard also serves as an excellent method for tracking
time and attendance and hours worked by employees and contractors
in your facility. These individuals can sign in to the station when
entering the building and sign out when leaving. Using this data you
can run a Time and Attendance report to show the hours that an
employee or volunteer was in the building for a given date range,
including a total of the hours for the entire range; see the section
labeled “Reports” on page 47 for more information on this report.

In order to obtain accurate hours reporting it is important that the

employee sign in and out accurately when entering and leaving the
building. In the event that this is not done correctly (for example,
someone arrives at 8:00 but does not sign in until 9:00), the Time and
Attendance tab provides an interface for modifying the time of sign-in
and sign-out, or for the creation of a new sign-in/sign-out record.
Clicking on the Time and Attendance interface displays the following:

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The top left section of the page provides an area for selecting the
individual whose time and attendance records you wish to view or edit.
Only the records of those individuals who are registered and use a
LobbyGuard Frequent Visitor Keytag when signing in and signing out
can be modified through this interface; see the section labeled
“Registered Visitors” on page 58 for more information on how to
register visitors and assign keytags. Select the visitor type of the
individual whose records you wish to review, and then select the
individual‟s name from the “Name” drop-down menu. The last step is
to select the date range of records you wish to review. Click the
“Show Activity” button and you will be presented with a list of sign
in/sign out records for this individual during the selected date range.
The list has the following column headers:

 Time In – Displays the time and date of sign in.

 Time Out – Displays the time and date of sign out.

 Station – Displays the name of the station used for sign in.

 Duration – Displays how long the individual was in the building.

This is the difference between the Time In and the Time Out.

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To modify a record click the “edit” link located on the right side of the
record. Doing so will display the drop-down edit box, as show below:

Change the Time-In date/time and/or the Time-Out date/time as

needed. You may also change the station from which the visitor
signed in. Press OK to submit the changes. A new Duration will
appear in the record to indicate the change in time spent in the
facility, and a new Total Time will appear at the bottom of the list of
records to indicate the change in total time in the facility during the
entire date range. If you wish to delete an entire record, you may do
so by clicking the “delete” link located on the far right side of the
record.

Click the “Add New” link to add a new record. The new record will
appear at the bottom of the records list, with the date/time of sign in
set by default to 8:00AM on today‟s date, and the date/time of sign
out set by default to 5:00PM on today‟s date. Edit the record to reflect
the appropriate dates/times as needed.

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Rules
The Rules tab shows any rules that are set up on the station(s) that
will create an action by a triggered event. You will also have the
ability to create and manage rules in this section. Clicking the Rules
tab displays the following:

Follow these steps to create a Rule in LobbyGuard:

1. Click the “+ Create Rule” link located above the “Name”

column. You will see the Create New LobbyGuard Rule screen
as shown below:

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2. Give this rule a name and a description. This information is
displayed in the Rules tab view (see above) as a means of
describing this rule from a top-level perspective. For example,
you might name the rule “Email on Sign-In” and the description
might read “Email John Smith when a visitor signs in”.

3. Select the Trigger Event. This is the event in LobbyGuard that

will trigger this rule. The following events are available:

 Keytag Expired – the rule will trigger when an expired keytag

is scanned. For more information on LobbyGuard Frequent
Visitor Keytags and setting keytag expiration dates see the
section labeled “Registered Visitors” on page 58.

 Name and/or DOB changed – the rule will trigger when a

visitor chooses to modify his or her name or date of birth during
kiosk sign-in. For more information on this process and
how/when it can occur see the section labeled “Confirm Name
and Confirm Date of Birth” on page 18.

 Failed Background Check – this occurs when a visitor signs in

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 and fails the background check. For more information on
background checking please see the section labeled “Failed
Background and How Background Checking Works” on page 43.

 Time of Day – you can set a rule to execute at a certain time of

day with this trigger event.

 Sign-In Completed – the rule will trigger when a visitor

completes the sign-in process.

 Sign-In Started – the rule will trigger the moment the sign-in
process is initiated. This trigger event is only available to the
LobbyGuard Kiosk product. For more information on the
LobbyGuard Kiosk please visit www.lobbyguard.com.

4. Choose the station(s) to which this rule should apply. In

the “Station” section you will see all installations of LobbyGuard
in your domain. Select the station that will make use of this rule
by clicking on the name in the list. To add or remove stations,
hold down the Ctrl button on your keyboard while clicking on the
station names.

5. Select the Action(s) that should take place when the

Trigger Event occurs. The following actions are available; you
can choose as many actions as you like for this rule. Click the
checkbox to the left of the desired action(s):

 Email – this action will send an email to the list of recipients

you enter.

 Text Message – this action will send a text message to the list
of phones you enter. You will be provided with an interface to
enter the 10-digit phone number in the format 9195551212
using no special characters or spaces.

 Sign Out All Visitors – this action will sign all visitors out of the
building.

 Power Down Kiosk and/or Assist Station – this action will

power down the LobbyGuard Kiosk.

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  Execute HTTP Command – this action will execute an HTTP
command of your choice. This is useful for sending commands
to IP devices such as security cameras and alarm systems.

6. Click the OK button. Your new rule will be saved and

displayed when you click the “Rules” tab.

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Red Flag
The Red Flag tab provides an interface to add records against which
your visitors will be checked during sign-in, provided the visitor type
has “Perform Background Check” enabled in the workflow (see the
section labeled “Workflow” on page 76 for more information). If a
visitor matches a record in your Red Flag list, that visitor will be issued
a VOID badge and will be required to turn this badge over to a building
employee for further verification (see the section labeled “Failed
Background and How Background Checking Works” on page 43 for more
information). This is useful if there are individuals that you do not
wish to allow entry into your building, including ex-employees, custody
disputes, etc.

The Red Flag tab displays all the current red flag entries for this
station. Click on the “Add to List” button to add a new record; the
following screen will be displayed:

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Enter as much information as possible to the record to make matching
as accurate as possible during visitor sign-in. Included on this page is
a “Notes” section to enter information that will be available in the
Failed Background view when a visitor fails against this Red Flag entry.
First and Last Name are required fields in order to create a Red Flag
entry. When you have completed the entry, click the “Save” button to
add this new record to your Red Flag list.

It is also possible to create a Red Flag List entry by moving an existing

visitor record from the “Signed In” or “Signed Out” log; for more
information see the section labeled “Visitor Log” on page 40.

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Administration
The Administration tab provides you with the tools you need to
customize the workflow of the station for your visitors. The
Administration section appears as follows:

The Administration tab contains the following sections:

Workflow
The Workflow section contains the two most important station
customization features: visitor types and workflow settings. Visitor
Types are the foundation for the sign-in process with LobbyGuard.
During the sign-in process, visitors of your LobbyGuard station will
initially identify themselves as a particular visitor type then answer
questions during sign-in that are specific to that visitor type, i.e. the
workflow. For example, you might create a visitor type called “Guest”
that requires the visitor to have his or her driver‟s license scanned and
run a background check on that visitor, whereas you might create

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another visitor type called “Employee” that simply takes a photograph
of the employee and nothing more. Using visitor types also makes for
more accurate reporting: you can run a report displaying the number
of “Guests” who entered your building in a given time frame, etc.

The visitor types are displayed on the left side of the screen. Some
common visitor types are visitor, employee, contractor, vendor,
parent, student, etc. You can create as many visitor types as you like
and give them any description you wish. To add a new visitor type,
simply enter the description of the visitor type in the text box located
just above the list of current visitor types and click “add new”. The
new visitor type will appear in the list on the left side of the screen.

The next step is to create a workflow for anyone who signs in as this
new visitor type. Click on the link labeled “edit” located to the right of
the new visitor type. The visitor type will appear on the right side of
the screen, above the workflow checkboxes. Each checkbox
corresponds to a question or action that takes place during sign-in and
sign out. Check the boxes that correspond to the questions you‟d like
to ask of this visitor type as they sign in. The following is a description
of each workflow option; screenshots for these steps as they appear
on the screen are available in The LobbyGuard Kiosk Software section
starting on page 12:

 Accept the following terms: If this option is checked, the visitor

will be prompted to agree or not to agree to the terms entered in this
section. 

 Request Visitor’s Photo – This option will take a photograph of the

visitor. This photo will be stored as part of the visitor record.

 Request Visitor’s Company – With this option selected, the visitor

will be presented with an on-screen keyboard and asked to enter his or
her company name.

 Request Visitor’s Driver License – This option, if selected, will

prompt the visitor to scan his or her driver license. LobbyGuard will
store an image of the driver license as a part of the visitor record. In
addition, the visitor‟s name, address, date of birth and other
information will be extracted from the license, saving the visitor the
time of entering this information by hand.

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The following additional options are made available for driver license
scanning:

 Save Driver License Info – If this option is checked

LobbyGuard will save an image of the visitor‟s driver license as
well as other information from the license as part of the visitor
record. If it is not checked, the driver license image and other
information from the license will not be stored as part of the
visitor record or captured in any way to the LobbyGuard
database. This can be used in information-sensitive
environments to limit the amount of information being stored
about each visitor.

 Scan front of driver license – If this option is checked,

LobbyGuard software will require a scan of the front of the driver
license. For more information on license scanning see the
section labeled “Driver License Scanner” on page 7.

 Scan back of driver’s license - If this option is checked,

LobbyGuard will require a scan of the back of the drivers license.
For more information on license scanning see the section labeled
“Driver License Scanner” on page 7.

 Use license photo on visitor badge - If this option is

checked, the LobbyGuard station will use the license photo on
the driver‟s license as the photo on the visitors badge.

Refer to your local laws and regulations before

storing images of personal IDs in your
LobbyGuard database.

 “Require license scan in order to proceed” and “Allow

the visitor to bypass the license scan”. Choosing the latter
will allow the visitor to sign in without a driver license scan. This
gives visitors who do not wish or do not have a license the ability
to sign in to the building. Choosing to require the license scan
will require the visitor to scan their license in order to proceed
with the sign in process.

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 Perform Background Check – This option will run the visitor‟s
name and date of birth against the LobbyGuard background data
services and/or the Red Flag List. For information on how background
checking works in LobbyGuard, see the section labeled “Failed
Background & How Background Checking works in LobbyGuard” on
page 43.

 Request Visitor’s Reason for Visiting – If this option is checked,

the visitor will be presented with a selection of choices regarding why
they are in the building. For example, a reason for visit choice might
be “Picking Up a Student” or “Attending a Meeting”. These choices are
defined in the section labeled “Reason for Visit” on page 80.

 Request the Name of the Person to be Visited – This option is

similar to the above “reason for visiting” option, except the visitor is
presented with an on-screen keyboard and allowed to perform free-
form entry of the employee‟s name.

 Display Directory – If this option is selected, the visitor will be

able to select the first letter of the last name that will display the
individual and then select the person being visited. For more
information on how the Display Directory works see the section
labeled “Display Directory” on page 22.

 Request Entry of Name – This option is similar to the Display

Directory above only the visitor must manually enter the person
being visited. For more information on how this option works
see the section labeled “Request Name Entry” on page 25.

 Enter Employee ID – This section will allow the visitor to enter

the employee ID that is being visited. For more information on
how this option works see the section labeled “Enter Employee
ID” on page 24.

 Print a Visitor Badge - LobbyGuard will print a visitor badge for the
visitor upon completion of sign-in when this option is selected. The
drop-down menu located to the right of this option allows you to select
different formats for the badge; you can have the badge for one visitor

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type, ie “employees” look very different than the badge for another
visitor type, such as “contractor”. If you are in need of a custom
badge format please contact LobbyGuard sales at
sales@lobbyguard.com. For additional information on the visitor
badge see Appendix K: The LobbyGuard Visitor Badge on page 106.

Below this option is an area where you are able to indicate the spool to
use in printing this visitor badge. The default choice is “print from
primary spool”. If you are using a Dymo Twin Turbo printer you can
indicate which of the two spools to use in printing this visitor badge.
Loading one color of badges into the primary spool and a second color
into the secondary spool, you could provide visitor badges to
“employees” in one color and visitor badges to “guests” in another
color.

 Language Translations – Enter the Spanish translation for this

visitor type in the text box and click the “save” link. The translation
will appear for visitors who sign in to the station with the Spanish
option. If you do not know or do not enter the translation, the English
translation will appear by default.

Reason for Visit

This section allows you to set up the choices provided to a visitor
regarding their reason for visiting your building. The screen appears
as follows:

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This screen is used to create the menu of choices from which the
visitor chooses to indicate why he or she is visiting the building. These
choices are made available if the visitor signs in with a visitor type that
has the option “Request Visitor‟s Reason for Visiting” selected in the
workflow. See the section labeled “Workflow” on page 76 for more
information.

The first step in creating these reasons is to select a visitor type from
the drop-down menu, located to the right of the “Reasons for Visit”
label. This menu consists of all the visitor types that have “Request
Visitor‟s Reason for Visiting” selected. Each visitor type will have its
own unique set of choices; for example, the reasons you may want to
provide to a visitor type called “Contractor” may be different from the
reasons you would provide for a visitor type called “Parent”.

To create a reason, enter the description for the reason in the text box
located at the bottom of the screen and click the button labeled “Add
Reason for Visit”. You can create as many reasons as you wish in this
fashion.

Once you have created a reason, click the link labeled “edit” located to
the far right of the reason:

 You can change the description of the reason under the “English”
column.

 The “Spanish” column allows for the creation of the Spanish

translation for this reason for visit.

 You can set the sort order by entering a number that represents the
order in which you wish the reason to be displayed under the Sort
Order column. Click the link labeled “save” to save these changes.

Another feature of Reasons for Visit is the ability to create multi-tiered

reasons. This allows for a more detailed record of why the visitor is
visiting and can be useful for creating reports that are more refined.
To create multi-tiered reasons simply click on the description of the
reason under the “English” column; this description is hyperlinked and
will provide a blank screen similar to the following:

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In this example the reason “Attending a Meeting” was clicked. You are
now able to create additional reasons under “Attending a Meeting”.
For example, you might create “1st Floor”, “2nd Floor” and “3rd Floor”.
These new reasons will be visible when the visitor selects the
“Attending a Meeting” reason on the LobbyGuard Kiosk software. Click
the “Top Level” link to return to the top level view of your reasons.

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Stations
Click on the stations section and you will see the following screen:

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The Stations section provides the following administrative functions for
LobbyGuard installation:

 Edit Settings for the Following LobbyGuard Station:

Provides a listing of all the stations available; in a multiple
station installation, each station would be listed. Select the
station you wish to administer from this menu before
proceeding.
 Properties for Station ID - Shows the unique ID given to
this station. This ID is not editable but may be required for
LobbyGuard support reasons.
 Name - Is the name of this station, for the purpose of the
visitor records in the visitor logs. Each visitor has the name
of the station from which they signed in and out as part of his
or her record in the LobbyGuard database.
 Location - Is a description of the physical location of the
station. This is useful if you are administering a large number
of stations.
 Background Color - Should be set to the background color
of the message being played on the Welcome screen of the
station.
 Installed Devices - Allows you to enable and disable certain
hardware components in the station. This is used in the
event of a hardware repair and for future use as optional
hardware components become available.
 Languages* - Allows for the support of English, Spanish, or
both languages for your visitors during sign-in and sign-out.
 Supported Visitor Types - Displays each visitor type
created in the Workflow section. Those visitor types that are
checked are displayed for your visitors to choose from during
sign-in, and those that are not checked are hidden from view.
 Directory Listings – This provides an area to associate your
LobbyGuard station or your Assist station with a directory
group. See the section labeled “Directory” on page 47 for
more information.
 Mode -

This section applies only to users of

the LobbyGuard Kiosk.

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 This option sets the LobbyGuard Kiosk to “normal” mode for
regular visitor sign-in/out or “Event” mode to handle a
scheduled event. See the section labeled “The LobbyGuard
Kiosk Software” on page 12 for more information on modes.
You must restart your kiosk software for this change to take
effect.
 Control Panel Password

This section applies only to users of

the LobbyGuard Kiosk.

Is the numeric password used during the process of accessing

the Kiosk Control Panel. For more information see the section
labeled “The Kiosk Control Panel” on page 35. You must
restart the kiosk software for this change to take effect.
 Proxy Info - Provides an interface for entering any proxy
server credentials that may be needed by the station to send
messages from the station or access the internet. The
address format for the proxy server should be
http://xx.xx.xx.xx:port/. The station must be restarted if the
proxy settings on the network are changed from those stored
in LobbyGuard.
 Messaging - Sets the SMTP (mail) server from which
background failure notification emails and cell phone text
messages are delivered. Using the LobbyGuard messaging
service will route the message through the mail servers that
are made available for this purpose. You may choose a
different server by selecting “Use a specified SMTP Server”
and entering the IP address or friendly name of the SMTP
server.
 Admin Email - Is the address from which background failure
notifications are sent; by default this is set to
admin@lobbyguard.com but can be changed to any email
address you wish.

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User Manager
The User Manager is used to add / edit / delete user accounts for those
users who need to gain access to the Administrative Utility, per the
login screen as show in the section labeled “Accessing the
Administrative Utility” on page 38.

To create a new account, enter the information in the fields on the left. The
Account Rights section contains check boxes, each of which correspond to a tab
on the Administrative Utility interface. This provides user-level rights with
regards to accessing various areas of the software. Example: if you are creating
a user account for a user who does not need access to the Administration tab,
leave that box unchecked. When that user signs in, the Administration tab will
not be visible.

The Station Rights section contains a list of all the Stations in the network. You
can turn off access to an entire station for a given user account by leaving the
box next to that station unchecked. Each user account should have at least one
station checked, or else that account will have no access to any data.

User accounts are listed on the right side of the screen. Click the “edit” link to
edit an existing account, or click the “delete” link to delete an account.

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Background Checking

Clicking on the Background Checking tab will display the following;

note there are two subsections – “Data Sources” and “Match Audit”:

Data Sources
The Data Sources section provides features to customize what
background sources will be used when performing instant background
checks on visitors. See the section labeled “Workflow” on page 76 for
further information on turning background checking on / off for your
visitors. The Data Sources section lists the two sources that are
available for background checking of visitors: the database of
registered sex offenders in the United States and the Red Flag list.
The sex offender database consists of 600,000+ registered offenders
in all 50 US states and Washington, DC. The Red Flag list consists of
any individuals added to your list; see the section labeled “Red Flag”
on page 74 for more information. You can enable or disable either
source by checking or un-checking the box located to the left of each
source. When the “Sex Offender Registries” source is selected, you will
see a checkbox with the 2-letter abbreviation of each US state.
Selecting a state will include that state‟s sex offender registries in the
background checking services.

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Match Audit
This section of the Background Checking tab is the list of the actions
taken when a visitor fails a background check during sign-in.
The screen provides a view of the date and time of visitor sign-in, if
the visitor was a “match” or “not a match” to the offender record, the
name of the visitor, and a side-by-side view of the visitor photo and
the offender photo, as shown below:

The “View Details” link located to the right of each record will display
the Match Details screen as shown below:

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This screen provides additional detail for this particular validation
activity, including the name of the LobbyGuard station where the
person signed in, the LobbyGuard Administrative Utility user account
used to validate the background failure and the date and time. The
“Match Details” section located at the top of the screen displays the
action taken during this validation activity: “Match” or “Not a Match”.
You can change this status by clicking on the “Change Status” button;
in the example above, clicking this button would change this record to
reflect “Not a Match” for this failed background entry.

Database Management
This section of the Administration tab provides features to purge data
records from your LobbyGuard database. Clicking on this section will
display the following:

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The top of the screen displays the “Number of Unregistered Visitors”.
This number is the total of all visitors currently in your visitor logs,
including visitors in the Signed In, Signed Out, and Failed Background
logs. This number does not include any registered visitors in your
database. Select a date from the “Purge visits up to and including this
date” to indicate the date threshold from this purge; select a station
from the “Purge from Station” to indicate which station‟s records
should be purged. Click on the “Purge Records” button to initiate the
purge; all visitor log records dated on or before your selected date and
were signed in from the selected station will be deleted.

The purge feature is an effective way to manage database size and

visitor log growth. It is important to note the following before using
this feature:
 Purged records are permanently deleted and cannot be
retrieved. Be certain you will no longer need these records
before running a purge.

 Database size is not a concern for LobbyGuard Kiosk

environments. The LobbyGuard Kiosk is hosted on the secure
LobbyGuard database server where customers are provided
unlimited data storage. The purge feature is most useful for
multi-station installations that are sharing a common database

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and are adding hundreds or thousands of records each day and
where internal policies and procedures call for the removal of
visitor records.

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Appendices

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Appendix A: Supplies

Visitor Badges, Frequent Visitor Passes and Other Items

LobbyGuard Solutions, LLC is proud to offer additional rolls of blank
visitor badges as well as LobbyGuard Frequent Visitor Pass key tags
and other LobbyGuard supplies. The LobbyGuard visitor badges are
pre-printed with the LobbyGuard logo in color on each badge and are
available in seven different colors. This color logo serves as an extra
measure of security, ensuring that the visitor badge was not created
elsewhere for the purposes of gaining entry to your facility. Changing
your badges to a new color each day means visitors won‟t be able to
wear the yesterday‟s badge to gain entry to your facility.

Ordering instructions and resources

To purchase the latest supplies available for LobbyGuard visit our

online store at:

www.lobbyguard.com/supplies

Or call toll-free at (866) 905-6229 option 3

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Appendix B: Recommended Policies

Data Backup
If you are using the LobbyGuard Kiosk and storing your LobbyGuard
data on the kiosk hard drive you should back up this hard drive at
regular intervals. If you are using the LobbyGuard Assist product or if
you are using the LobbyGuard Kiosk in conjunction with LobbyGuard
Data Hosting, your LobbyGuard data is hosted on secure LobbyGuard
servers and are backed up on a daily basis.

Station Power

This section only applicable to users of the

LobbyGuard Kiosk.

Your LobbyGuard Kiosk is designed to safely run 24/7 if needed. It is

a good idea to power down the kiosk from time to time, however this
does not need to be done every night. To shut down LobbyGuard,
please refer to the section above labeled “The Kiosk Control Panel” on
page 35 and power down the kiosk using the method described. Your
Kiosk also has an Auto Shutdown feature that will automatically power
down at a time of your choosing. For more information on this please
see the section above labeled “Stations” on page 83.

Antivirus, Firewall and Windows Update Policies

Your LobbyGuard product does not have any antivirus installed. It is
your responsibility to install any antivirus package used within your
organization and to follow the normal procedures for firewall protection
etc. that is afforded to any new PC added to your internal network. In
addition, you should apply the normal Windows update settings to
comply with your network policy. Please consult your IT staff or your
Authorized LobbyGuard Distributor regarding these issues. If you
choose to install any additional software on your kiosk it is
recommended that you contact LobbyGuard Support at
support@lobbyguard.com in order to verify that your software
install(s) will not interfere with normal kiosk use.

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Appendix C: Troubleshooting & Contacting Tech Support

LobbyGuard provides a full array of technical support options and

troubleshooting steps at the following URL:

http://www.lobbyguard.com/support

Please refer to this web page before calling LobbyGuard Technical

Support as it supplies the quickest answers to most common support
issues. 30

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Appendix D: Keeping Current with the Latest Versions

It is important to keep your LobbyGuard station up-to-date with the

latest version of the LobbyGuard software. New versions and updates
to the LobbyGuard software are released regularly by LobbyGuard
Solutions, LLC. In order to maintain your software and keep it as up-
to-date as possible, you will need a current LobbyGuard Support
Contract. This contract provides you with 12 months of the following
services:

 Access to LobbyGuard Data Hosting: LobbyGuard provides

optional no-charge hosting for your sensitive visitor data and
web access to your LobbyGuard Administrative Utility. Your data
is secured at a World Class network operations center and
includes full backup services.
 Access to LobbyGuard Technical Support: LobbyGuard
provides remote support capabilities as well as email and toll-
free phone support to resolve any issues and ensure your kiosk
is running at maximum potential.
 Access to the LobbyGuard Background Checking Services:
LobbyGuard makes available a complete database of sex
offenders and other criminals from around the country for use in
validating your visitors and keeping unwanted elements away
from your facility. There is no additional per-search fee for this
service.
 New Product Features and Releases: All customers who
have a current Support contract with LobbyGuard will receive
updates to all new features and product releases at no additional
charge, automatically installed on your LobbyGuard product.

If you need information on the status of your Support Contract or

would like to renew immediately, send your request to
support@lobbyguard.com and you will receive the requested information.

LobbyGuard will automatically check for updates on product launch

and automatically install any new updates.

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Appendix E: On-Site Installation, Support and Training

The LobbyGuard Kiosk product includes product training by your

LobbyGuard Distributor. LobbyGuard Assist is a self-install product
with training provided via printed materials and information found at
www.lobbyguard.com/support. If you need additional training you should
contact your Authorized LobbyGuard Distributor or contact LobbyGuard
at support@lobbyguard.com.

On-Site Support Contract

LobbyGuard offers an optional on-site support contract, providing you
with access to technicians in your area who are fully trained on the
operation of the LobbyGuard Kiosk and the repair of any hardware
issues. If you are interested in learning more about this optional
support contract contact support@lobbyguard.com.

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Appendix F: Contacting LobbyGuard Solutions, LLC

LobbyGuard Solutions, LLC is the Raleigh, NC-based manufacturer of

the LobbyGuard hardware and software. LobbyGuard Solutions also
handles all support requests for the product and provides ongoing
updates and maintenance to all LobbyGuard products.

Web Site:
The LobbyGuard web site contains answers to common questions,
information on updates and other useful information on the
LobbyGuard product. Please visit our site at the following URL:

http://www.lobbyguard.com

Sales:
Including general and technical pre-sales questions, and purchase
inquiries
sales@lobbyguard.com
(866) 905-6229
(919) 785-3398 fax

Support:
support@lobbyguard.com
www.lobbyguard.com/support
or toll-free 8AM-5PM EST M-F (US East Coast)
(866) 905-6229 option 2

Mailing Address:
LobbyGuard Solutions, LLC
4700 Six Forks Road Suite 300
Raleigh, NC 27609

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Appendix G: What’s New

LobbyGuard v4.4 Release Notes

RELEASE DATE: 9/7/2011

The following new features are available in LobbyGuard v4.4:

1. LobbyGuard Directory Services – this feature covers a number of items

that provide access to employee/faculty/resident listings to visitors signing
in via the LobbyGuard Kiosk or LobbyGuard Assist:
a. Added “Directory” tab to Administrative Utility – This tab allows
for the import of names via Microsoft Active Directory, file import or
manual entry; Microsoft Active Directory imports are updated on a
regular interval to ensure an up-to-date listing of facility employees
during sign-in. Allows for the creation of directory “groups” that
serve to limit what names can be viewed from any particular
installation of the LobbyGuard Kiosk or LobbyGuard Assist. For
more information on the “Directory” tab see the section labeled
“Directory” on page 47.
b. Added “Display Employee Directory” and “Request Entry of
Employee ID” option – These options are under the “Request the
name of the person to be visited” option in the “Workflow” section
of the LobbyGuard Administrative Utility on page 76.
i. Display Employee Directory – this option will provide the
visitor with an alphabetical directory of
employees/faculty/residents to choose from during the sign-in
process.
ii. Request Entry of Employee ID – this option will ask the
visitor to enter a unique ID for the person being visited; this ID
will need to be provided to the visitor in advance of his or her
visit. This option prevents visitors from browsing the
employee directory.
c. Added “Supported Employee Groups” – Allows for choosing
what group(s) of names will be displayed on any given LobbyGuard
Kiosk or LobbyGuard Assist installation. This feature is under the
“Stations” section in the LobbyGuard Administrative Utility found on
page 83.

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d. Modified Sign-In Interface (LobbyGuard Kiosk) – Visitors
signing in are now presented with one of two new screen(s) to
select the name of the person whom they are visiting:
i. Display Employee Directory – if this option is chosen (see
above) the visitor will be asked to select the first letter of the
last name of the person whom they are visiting. The screen
contains a button for each letter of the alphabet. Once the
visitor chooses a letter, he or she is presented with the list of
employees and employee titles whose last name begin with
the selected letter. If this list is greater than 16 names the
visitor will also see a “Page Forward” and “Page Back” button,
allowing for quick and efficient browsing. Once the visitor
chooses an employee name the “Verification” screen is
displayed. This screen shows more detail on the employee
including employee photo, name, title, department, company
and email address. The visitor is asked to verify this is the
person whom they wish to visit. For more information on the
Display Employee Directory see the section labeled “Display
Directory” on page 22.
ii. Request Entry of Employee ID – if this option is chosen (see
above) the visitor will be asked to enter the ID that should
have been provided prior to visit. Upon entering this ID the
“Verification” screen is displayed. This screen shows more
detail on the employee including employee photo, name, title,
department, company and email address. The visitor is asked
to verify this is the person whom they wish to visit. For more
information on the Request Entry of Employee ID see the
section labeled “Display Directory” on page 22.
e. Modified Sign-In Interface (LobbyGuard Assist) – New button
labeled “Select” added to the right of the “Visited” field. Clicking
this button will display a new form that contains the directory of
employee names. Highlighting an employee name from the list on
this form will provide additional information on the employee,
including photo, title, email address, department and phone
number. Clicking “Submit” on this form will close the form and
populate the “Visited” field with the name of the selected employee.

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2. Enhanced Notification Services
a. Employee Notification on Visitor Arrival – LobbyGuard can
provide notification of visitor sign-in to the employee being visited.
Notification is sent to the email address and/or the cell phone of the
employee, based on the following rules:
i. Group-Wide Rules for notification are set in the “Manage
Groups” section under the Directory tab. Options are to set
notification on sign-in, using email, text message, or both.
When these options are enabled, the employee selected will
be notified based on the email address and/or the cell phone
number contained in the employee directory listing. For more
information on the Group-Wide Rules for notification see the
section labeled “Directory” on page 47.
ii. Individual Notification Rules are accessible by choosing “edit”
from the “Action” drop-down menu located to the right of each
employee name in the Directory tab. This screen provides
individual settings for email/text message notification that will
override the Group-Wide settings (above). For more
information on the Individual Notification Rules see the section
labeled “Directory” on page 47.
b. Default Group Notification Recipient – Added feature to notify a
given employee via email and/or text message when a visitor signs
in. For more information on the Default Group Notification
Recipient see the section labeled “Directory” on page 47.
c. All Notifications use Web Services – Email and text messaging
services through LobbyGuard now use ports 80 and 443. This
negates the need to open any special firewall ports.
d. Implementation of SMS Gateway for Text Messaging – SMS
gateway simplifies the setup of text messaging within LobbyGuard.
It is no longer necessary to enter the phone number and carrier
email address (ie, 9195551312@vtext.com); it is now only
necessary to enter the 10-digit phone number (ie 9195551312).
3. Modification to “Sign In Complete” screen (LobbyGuard Kiosk only) -
Upon completion of the sign-in process the visitor is now presented with a
message stating “Please wait while your sign-in is processed.” During this
time LobbyGuard is performing a number of background processes,
performing any necessary screening / background check, and preparing
the badge to print. If the visitor passes the background check the “Thank

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 you – you are now signed in” screen will display. If the visitor does not
pass the background check, a different screen will display with the
message “Do not proceed into the building. Please see an employee for
assistance.” For more information See the section labeled “Processing
the Sign-In” on page 26.
4. Moved “Red Flag List” to separate tab in the LobbyGuard
Administrative Utility – Allows users to view / edit the red flag list without
having access to the other features in the Administration tab. Rights can
be granted to the Red Flag List via the User Manager section in the
Administration tab. For more information see the section labeled “Red
Flag” on page 74.
5. Removed Feature to create Registered Visitors via the LobbyGuard
Administrative Utility – Visitors can now register quickly and more
effectively by simply scanning their new LobbyGuard Frequent Visitor
Keytag under the bar code scanner of the LobbyGuard Kiosk. Registered
visitors are still administered via the LobbyGuard Administrative Utility.
For more information see the section labeled “Registering with the
LobbyGuard Kiosk” on page 30.
6. Removed Feature to configure SMTP Server Information via the
LobbyGuard Administrative Utility – All notifications (SMTP and SMS
text messaging) are sent using web services that connect by default to
LobbyGuard SMTP servers. Customers wishing to make use of their own
SMTP server must contact LobbyGuard Technical Support.
7. Added support for Dymo 450 Twin Turbo Printer –LobbyGuard now
supports the dual-spool Dymo 450 Twin. This printer can be loaded with
two different colors of visitor badges, one color on each spool. The
Workflow section in the LobbyGuard Administrative Utility has a new
feature under “Print a Visitor Badge” allowing the user to select which
spool to use when printing a visitor badge for a particular visitor type. This
allows for printing one color badge for one visitor type and another color
for other visitor types. For more information see the section labeled
“Workflow” on page 76.
8. Added Support for all Code 39 bar codes for registration – Customers
who wish to use bar codes on existing employee / student IDs for the
purpose of registering visitors now have the option to purchase a license
to support this feature. Contact support@lobbyguard.com for more
information on this feature.

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Appendix H: Multi-Station Networking

One of the most useful features of the LobbyGuard Kiosk station is the ability to
network multiple machines together, storing all your data in one location and
providing you with the ability to retrieve data from multiple stations via the web-
based LobbyGuard Administrative Utility. All installations of LobbyGuard stations
on the same domain are networked in this manner. Other LobbyGuard products,
such as the LobbyGuard Assist, can also be networked to new or existing
LobbyGuard Kiosk installations..

ADVANTAGES
There are several advantages to networking your stations together:

 Visitors can sign in at one station and use the bar coded visitor badge to
sign out from another.

 All visitor logs, administration, and reports can be accessed from one web
interface.

 Individuals added to the “Red Flag List” will automatically be populated

across all stations.

 Individuals who “register” with one station will be able to use their
LobbyGuard keytag with any station on the network.

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Appendix I: Legal Notice

All contents of this manual are © 2012 LobbyGuard Solutions, LLC. The
LobbyGuard name, logo, likeness, software and hardware are registered
trademarks of LobbyGuard Solutions, LLC. in the U.S. and/or other countries. All
rights reserved.

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Appendix J: Accessing LobbyGuard Administrative Utility for Non-
Hosted Kiosks

This section only applicable to users of the

LobbyGuard Kiosk who are not using the
LobbyGuard Hosting Service.

The LobbyGuard Administrative Utility is web-based, meaning it runs

from within a web browser, such as Microsoft Internet Explorer or
Mozilla Firefox. LobbyGuard runs on Microsoft Internet Explorer 5.0 or
better, and Mozilla Firefox v2.0 or better. With the kiosk running and
connected to your network, access the LobbyGuard Administrative
Utility by typing the following URL into the web browser of any PC on
your network:

http://(ip address of kiosk)/lobbyguard

For example, if the IP address of the kiosk is 10.10.1.20, you would

type 10.10.1.20/lobbyguard into the address bar of the browser.

If your LobbyGuard kiosk is not installed on your LAN or Intranet, or if

you are unable to grant the kiosk a static IP address, you can still
access the functionality of the Administrative Utility from the kiosk
itself; refer to the section below labeled Accessing the Administrative
Utility from the Kiosk. Please note that LobbyGuard Administrative
Utility is fully functional in the absence of a network or internet
connection.

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Appendix K: The LobbyGuard Visitor Badge

The following are some of the key benefits of the LobbyGuard visitor
badge. Badges may be purchased online at
www.lobbyguard.com/supplies

Available in 7 colors; change your badge roll each day for added security:

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Appendix L: Network your LobbyGuard Visitor Badge Printer

This section only applicable to users of the

LobbyGuard Kiosk.

The visitor badge printer in your LobbyGuard Kiosk can be removed from the
kiosk and relocated anywhere in your building. This feature allows for a
receptionist or security guard to receive the printed visitor badge so that
additional security precautions can be taken before the badge is given to the
visitor. For example, a security guard could review the visitor sign-in record via
the LobbyGuard Administrative Utility before providing the visitor with the printed
badge.

Your Information Technology / Support staff

should be made aware of this modification and
should be involved in this process.

If you wish to use this feature contact LobbyGuard support for assistance

Support:
support@lobbyguard.com
www.lobbyguard.com/support,
or toll-free 8AM-5PM EST M-F (US East Coast)
(866) 905-6229 option 2

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Appendix M: Network your LobbyGuard Kiosks

This section only applicable to users of the

LobbyGuard Kiosk.

OVERVIEW
One of the most important features of the LobbyGuard product line is the ability
to network multiple kiosks together, storing all your data in one location and
providing you with the ability to retrieve data from multiple kiosks using any web
browser. The term “networking” refers to storing data from two or more kiosks to
the same database.

ADVANTAGES
There are several advantages to networking your kiosks together:
 Visitors can sign in at one kiosk and use the bar coded visitor badge to
sign out from another.
 All visitor logs, administration, and reports can be accessed from 1 web
interface.
 Single database provides for ease of data backup
 Individuals added to the “Red Flag List” will automatically be populated
across all kiosks
 Individuals who “register” with one kiosk will be able to use their
LobbyGuard Frequent Visitor Keytag with any kiosk on the network.
 In the unlikely event of hardware failure / theft / destruction, your visitor
data will be unaffected and available to access once your hardware has
been repaired / replaced.

LobbyGuard v4.1+ provides a built-in central data storage option for LobbyGuard
customers, allowing for instant networking of all LobbyGuard Kiosks without
additional hardware, software, or service fees.

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REGISTRATION
The first time any LobbyGuard Kiosk is powered on, the LobbyGuard
Registration Screen will appear as shown in Figure 1, below:

Figure 1: LobbyGuard Registration Screen

It is important to note that the kiosk must have internet connectivity during this
registration process. The kiosk can operate as a visitor management station
without internet connectivity but a connection to the internet is necessary in order
for registration to complete.

The Customer ID should have been received by the customer via email. The
Station Name is any name you wish to give this kiosk, such as “Front Office” or
“ABC Elementary”, etc.

The next step in registration is to choose one of two data storage options:

 Store Data on the LobbyGuard Central Server – this option will store
the data for this kiosk at the LobbyGuard Central Data Server hosted by
LobbyGuard Solutions at a world-class data center. This is a no-charge
feature that will provide instant networking of this kiosk to any other kiosk
operated by this customer (ie, any customer using the same Customer
ID). This is the recommended method for networking multiple kiosks as it

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 does not involve any additional hardware, software, or services in order to
use.

 Local Data Storage – this option will store the data for this kiosk on the
local hard disk drive. This choice will prevent the kiosk from networking
with other kiosks.

It is recommended that the customer choose to store data on the LobbyGuard

Central Server. This feature provides a number of advantages for the customer
and solves a number of concerns that may arise if the customer opts for local
data storage. This document will focus on the use of the LobbyGuard Central
Server.

STORE DATA ON THE LOBBYGUARD CENTRAL DATA SERVER

The recommended option for data storage for LobbyGuard Kiosks is for the
customer to store data on the LobbyGuard central data server. The central
server is housed at a secure network operations center. Any two or more
machines that use the same Customer ID will be automatically networked without
any further configuration or modification.

INTERNET CONNECTIVITY, DATA SECURITY AND DATA ACCESS

All data written to and retrieved from the central server is transmitted via Secure
Socket Layer (SSL) protocol. In addition, all data is stored encrypted in the
database. No data is stored on the local hard drive of the kiosk at any time. In
order to properly function, any kiosk using LobbyGuard Central Server data
hosting will need full-time internet connectivity. LobbyGuard makes use of
firewall port 443 (https) and port 80 (http) for communication to the internet.
These ports must be available for the kiosk to function properly.

Access to the data on the kiosk(s) is provided via the LobbyGuard Administrative
Utility, available from any web browser by visiting http://admin.lobbyguard.com.
The credentials for logging in to the site are sent directly to the customer in the
registration email that contained the Customer ID.

STORAGE SPACE
Any kiosk connected to the LobbyGuard Central Server has unlimited data
storage. Data on this server is backed up on a daily basis.

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