In this article, learn how to implement a staff barcode/RFID, add a new staff member barcode/RFID, and discover how to download a barcode/RFID template from your Visitor Management System.
Compatible Hardware:
Note: Select each tab below to see the compatible hardware options.
Barcode
Zebra DS457 Barcode Scanner
Barcode Key Tags
RFID
Elatec RFID Reader
Off-brand RFID Reader
RFID Key Fobs
Devices
Windows Desktop / Laptop
MacBook / Laptop
iPad
How to implement Staff Barcode/RFID:
Staff can use their school-issued barcode or RFID on self-serve by utilizing any of the hardware above. This will speed up the process of checking in and out of the building and create a touchless process for staff. Within VMS, each school can upload the barcode or RFID of each staff member in order to use this function.
How to Add a New Staff Member- Barcode/RFID:
Navigate to the Staff page in the left-hand menu. Note: any user can choose to Invite Staff.
Select the purple +Invite Staff button…>Invite Individual.
You will see the following details to fill out when adding a new staff member:
First Name
Last Name
Email
Barcode/RFID
Note: These IDs are alpha-numeric and have a 20-character limit, with no duplicates.
Barcode/RFID is the only optional field, all others are required to fill out
Staff Type
Home Building
Once details have been entered, click Send Invitation in the bottom right. This creates the staff profile and sends them a welcome email.
Template for adding/inviting new staff members:
From the Staff page, click the purple +Invite Staff button…> Invite from Excel.
From the pop-up menu, click the purple text, Download Template.
The template consists of the following information:
First Name
Last Name
Email
Staff Type
Home Building
Barcode/RFID
Note: These IDs are alpha-numeric and have a 20-character limit, with no duplicates.
Complete the template and save as a “*.XLSX” file. This is the only format that will upload
Return to the Staff Page and click Upload Completed XLSX.
Select Save & Invite from List.
Template to add Barcode/RFID to existing staff members
The Barcode/RFID Setup option is available on the Staff page. Any user can download the template. The template will consist of all existing staff for the selected building:
How to download and reupload the template:
Navigate to the Staff Page.
Click the Barcode/RFID Set Up button.
Click Download this template.
From the downloads on your computer or device, click into the Excel file.
On the template you will see fields for:
First Name
Last Name
Email
Staff Type
Home Building
Barcode/RFID
Note: These IDs are alpha-numeric and have a 20-character limit, with no duplicates.
Barcode/RFID is the only optional field, all others are required to have information.
The Barcode/RFID field is the only editable column.
If the Staff ID is being used for barcode or RFID, this number can be copied/pasted into the field.
Return to the Staff Page. Upload the completed template back into the system by clicking Upload completed template.
Once uploaded, the Barcode/RFID information will be added to the corresponding staff profiles.
Once the user fills the template out, it can be uploaded into the system.
Once uploaded, staff profiles are created and the Barcode/RFID will be added to their profile.
Staff Profile - Barcode/RFID field:
From the Staff Page, users can select a staff name to view their profile.
On a staff profile, the Barcode/RFID field is available.
Any user can modify it by using the (pencil) edit icon.
Note: These IDs are alpha-numeric and have a 20-character limit, with no duplicates.
Self-Serve Settings:
Admin users can set up their self-serve workflow per building. From the Admin screen, the user can select the Self-Serve Setup tab. From here, the user can enable or disable the self-serve page. The user can enable or disable Barcode/RFID Scanning from using self-serve. Below, review what admin users can adjust for staff settings.
Staff
Can enable or disable Barcode/RFID scanning
QR code from mobile app is always enabled by default
Staff ID # is always enabled by default
Staff Self-Serve Workflow:
From the main screen, staff members can use their Barcode or RFID when using self-serve scanning. Staff member will see they can scan their school ID. Once scanned, the staff member will see an animation on the screen to indicate they scanned. Once complete, the staff member will see a message appear that they were checked in/out.
Scanning from the staff screen:
Staff members can use their Barcode or RFID when using self-serve. Substitutes can use Barcode or RFID scanning if issued a school ID. Substitutes need to first be checked in via the front desk person to use scanning. The front desk will need to add the person they are subbing for and the end date.
From the main self-serve screen:
Select the Staff option.
From the Staff screen, the staff member will see they can scan their school ID
They can also use their QR code from the mobile app or manually enter their Staff ID number.
Once scanned, the staff member will see an animation on the screen to indicate they scanned.
The staff member will see a message appear that they were checked in/out.
The screen will be redirected back to the main screen.