Profile and Account Settings

Upon logging in, administrators must verify the accuracy and timeliness of their profile information.

1. Users can select their profile name to access four distinct options, for further management and configuration.

In the "Settings" section, account administrators are tasked with verifying and adjusting the system time and currency settings to ensure they align with the local time zone.

Admin users must thoroughly review the "Terms and Conditions" and "Privacy Policy“ sections, to ensure a safe and responsible utilization of our services.

Navigating Dashboard

1. The main view of the Dashboard presents a comprehensive display of matrices, graphs, and a pie chart.
2. Located on the top right-hand side, users can conveniently access their account profile and its associated settings.
3. On the left-hand side, users can access a variety of menu options for navigation.

Home Menu

Key Features

1. Home menu provides access to all the key features to the users. We will go through each one by one to learn how to use them.
2. For the building compliance and safety procedures users are provided detailed features in health and safety menu.
3. This feature allows you to Manage users and set their permissions.
4. You can use, “Visitor Log” and “Pre Booking” menu for Booking, Managing and pre Booking visitors.

Home > Department & Floor

1. Upon logging in, users are prompted to commence the logging process systematically. Starting with the addition of company/department details ensures a structured approach.
2. To initiate this process, users should select the “Add Company/Dep” option, prompting the appearance of its corresponding window. From there, users can click on the “Add Company/Department” button located at the top right corner. Completing the details in the ensuing popup window is essential before finalizing the submission by clicking on the submit button.
3. Following submission, the newly added record will be visibly displayed within the Company/Department section. Users are afforded the flexibility to modify these details using the “Edit” or “Delete” buttons, and also have the option to “Export” them for printing purposes.
4. Users are also provided with the option to import records using the designated "Import" feature.

Home > Contact Details

1. The "Add Contact" section enables users to both view existing admins and add new users. By selecting the "Add contact" button, users can input the necessary details in the popup window before finalizing the submission.
2. Once submitted, the newly added user record will be prominently displayed in the main area.
3. Users can conveniently amend this information using the options available in the Action field.
4. Import and Export options facilitate users to download or upload any contacts from files.

Home > Task

1. The Task section provides users the ability to meticulously document their daily job responsibilities. In the options menu within this section, users can create a form and add five distinct types of form elements to streamline their workflow.
2. To initiate the process, users are prompted to input the “Name of the form" and subsequently save their entry. Following this, users proceed to specify the type of "shift" they are assigned, which may include day, night, or afternoon shifts.
3. Once the shift type is identified, users can proceed to add items to the checklist, ensuring a comprehensive record of tasks and responsibilities.
4. Likewise, users have the ability to incorporate additional elements such as "Maintenance," "Task Work Force Hour," and "Task Summary" into their logs. This can be achieved by selecting the respective options and seamlessly integrating them into the log entry.
5. Users are empowered to efficiently manage their entries by accessing the "Edit" or "Delete" functionalities available within the respective option windows. This enables users to seamlessly update or remove any items as needed, ensuring accuracy and relevance within their records.
6. The Add Task menu in the Daily Task allow users to encounter additional fields to further refine their task details. Commencing with the input of the "Date" and "Time" of their shift duration.
7. Users proceed to designate the specific "Shift Period," encompassing options such as day, night, or afternoon shifts.
8. Subsequently, users are prompted to indicate their response as "Yes" or "No" within the checklist provided. Finally, users are encouraged to furnish relevant particulars within the "Shift Key Personnel" section, ensuring comprehensive documentation of task-related information.
9. Within the form, users will discover a range of options as they navigate through the middle section. These include pivotal categories such as “Shift Key Personnel”, "Action Required on Next Shift," "Maintenance Summary," and "Workforce Hours”.
10. Furthermore, users are empowered to enrich their entries by incorporating visual documentation of their work within the designated "Maintenance Summary" segment, where image uploads are facilitated.
11. To incorporate a new row into the form, users simply need to select the "+" button. Additionally, for further actions on rows, users can access a range of options by clicking on the "three dot" icon.
12. Finally, users have the opportunity to provide detailed descriptions of their daily tasks within the “Task Summary” and "Notes" sections before appending their signature and saving the entry. This allows for comprehensive documentation of tasks and facilitates effective communication and handover procedures.
13. Upon signing and saving the daily task, the task form seamlessly integrates into the "Activity" calendar for comprehensive organization.
14. Within this calendar, users are presented with three distinct viewing options: Month, Week, and Day, allowing them to select the most suitable perspective for their operational needs.
15. Upon clicking on the task added for a particular day, the “Daily Task And Handover” form will open, which enables users to review and amend any details as needed. Additionally, users can easily generate printouts directly from this form for documentation purposes.

Home > In Stock

1. In the “In Stock” menu user can add Stock items in their premises.
2. To begin the process of adding stock, user need to define the stock category by clicking on the “Category” button.
3. Now user can add stock by selecting the “Add Stock” button and the details, and a new record will be added and displayed in the “Stock” window.
4. This stock can be edited, deleted or copied by using options available on each stock.
5. To add items in the newly created stock, user need to select the stock name and click on the “Add Item” and enter the item details and submit. A new item will be added in the list and will be visible in the stock.
6. To manage this stock records, user can use “Check In List” and “Check out List” options.

Home > Key

1. To access and configure keys, users should navigate to the "Key" section.
2. To add new key information, users must add the Category record by clicking the “Add Category” button and entering the information in the popup window before submitting.
3. Upon submission, the new entry will be integrated into the main window of Category which can be edited or deleted using options in the “Action” field.
4. After adding the “Category” record, users can add a key record by clicking the “Add Key” button and filling in the required information.
5. After submission, a new record will be added and displayed in the key window, which can be updated with the help of options in the “Action” field. Users can also make any key Active or Inactive by switching the on/off button in the Action field.
6. The “Import” option helps users to upload the “Key” record from the host machine. The “Export” tool supports downloading files and taking printouts. Users can also use various search options to filter out their searches.

7. Timeline button opens windows for issue keys and history options.

   Issuing Keys

   • Users have the option to issue keys in two ways:
     1. Scan the barcode on the keys using a scanner.
     2. Manually issue keys by clicking on the “Issue Key” button, entering the necessary details, and clicking the “Submit” button.
   • Upon issuance, a record for the issued key will be added to the home window of the “Keys Timeline”.

   Receiving Keys

   • When receiving a key, users must select the corresponding key and specify the date and time of receipt before clicking on the “Receive” button.
8. The History option in the Keys Timeline would allow users to view the History of all the keys.
9. Users are also given the search options to filter out their results.
10. Users can generate a comprehensive history of keys by utilizing the “Export” feature, allowing for convenient downloading and printing of the data in an Excel sheet format.
11. The “Key Out” dropdown menu enables users to filter their searches for specific keys based on predefined criteria.

Home > Cab Booking

1. In the “Cab Booking” section, the Admin must provide log entries for “Type” and “Department Account Number” to complete the cab booking process.
2. To add booking type, user need to provide cab booking type.
3. From the Booking Department/account button user will be able to add the Account information for the Department.
4. To make a new cab booking, users should click on the “Add Cab Booking" button and complete all necessary details in the provided popup window before finalizing the booking.
5. After submission, the new cab booking record will be seamlessly incorporated into the system and promptly displayed in the designated window. Users have the flexibility to modify or delete bookings as needed, utilizing the editing or deletion options conveniently available in the "Action" field.
6. Furthermore, users can streamline their workflow by exporting and importing delivery record files directly from the delivery window. The inclusion of various search options further enhances data management efficiency, enabling users to quickly locate and retrieve specific information as needed.

Home > Flight Booking

1. In the “Flight Booking” section, the Admin must provide log entries for “Type” and “Department Account Number” to complete the flight booking process.
2. To add booking type, user need to provide flight booking type.
3. From the Booking Department/account button user will be able to add the Account information for the Department.
4. To make a new flight booking, users should click on the “Add Flight Booking" button and complete all necessary details in the provided popup window before finalizing the booking.
5. After submission, the new flight booking record will be seamlessly incorporated into the system and promptly displayed in the designated window. Users have the flexibility to modify or delete bookings as needed, utilizing the editing or deletion options conveniently available in the "Action" field.
6. Furthermore, users can streamline their workflow by exporting and importing delivery record files directly from the delivery window. The inclusion of various search options further enhances data management efficiency, enabling users to quickly locate and retrieve specific information as needed.

Home > Delivery

1. Within the delivery section, users are provided with the capability to both view existing descriptions of deliveries and add new ones as needed.
2. To append a fresh description, users should select the “Add Description” option. Following this, they must complete the required fields with relevant information and confirm by clicking “Submit”.
3. Upon submission, a new record will promptly appear. Users retain the flexibility to modify or delete this record should any changes be required.
4. To input new delivery information, users should click the “Add Delivery” button and thoroughly fill in the required details within the popup window before submission.
5. Upon submission of the form, a new delivery record will be seamlessly integrated into the system and promptly displayed within the designated window. Users retain the flexibility to refine or remove entries as necessary through the editing or deletion functionalities conveniently accessible in the "Action" field.
6. In the Delivery section, the user can access the Delivery History by clicking the “History” button.
7. Users can also streamline their workflow by exporting and importing delivery record files directly from the delivery window. The inclusion of various search options further enhances data management efficiency, enabling users to quickly locate and retrieve specific information as needed.

Home > Vehicle

1. Users should navigate to the "Vehicle" section, to access and manage vehicle entries.
2. The user should click the “Add Vehicle” button, provide all the necessary information, and proceed to “Submit” the entry to add the vehicle records.
3. The newly added vehicle entry will be visible within the Vehicle’s window after the submission. Users, also retain the option to edit or delete any entry as needed.
4. Users can also take out prints of all the vehicle entries by clicking the “Print” button.

5. Vehicle Check-In:

   1. To check in a vehicle that was previously checked out, users should click the “Check In” button within the “Action” field. Subsequently, users must input all mandatory check-in information within the popup window and click the submit button.

6. Vehicle Checking Out:

   1. To initiate a vehicle checkout procedure, users should click the “Timeline” button and the click the “Vehicle Checkout”. Users must input all the necessary checkout details before confirming with the “Submit” button.
   2. Upon submission of the “Vehicle Checkout” form, a new entry will be added to the database and visible in the “Vehicle Timeline” window.

7. History:

   1. Within the “Vehicle Timeline” window, users, gain access to comprehensive Vehicle History entries detailing vehicle check-ins and check-outs, accompanied by additional pertinent details.
   2. In the Vehicle History, users can efficiently locate specific results by employing the filtering and search functionalities available.

Home > Parking

1. Users should navigate to the dedicated parking tab to access parking log information. Upon selection, a new window will display detailed parking data.
2. Users can confidently click the “Add Parking” button to add a new parking item. Afterward, they should complete the required fields before submitting the form.
3. Upon submission, the record seamlessly integrates into the parking database. Users maintain full control to edit or delete entries as necessary.
4. Users can enhance efficiency by utilizing the export, import, and search functionalities. Users can manage parking records with minimal effort, streamlining their operational workflow with the help of these tools.
5. In the parking section, users can add a new category by selecting "Category" and then clicking the "Add Category“ option. They should fill in the information and submit it.
6. After submission, the new category will be displayed in the main window.
7. To register and view staff vehicles, users should click on the "Register" option. Afterward, they should click on "Add Register", fill in the required data, and submit.
8. Once submitted, staff vehicles will be registered and visible in the register window. Users can edit or delete entries as needed.
9. The Timeline section facilitates efficient management of available parking slots. Within the parking window, users can access three views: "Parking Log“, ”Reserved Parking” and "Parking Overview".

10. Parking Log:

    1. Users can allocate parking slots to any vehicle in the Parking Log window. Users must click the "Issue Slot" button in the Parking window, input relevant details in the popup window, and click the “Submit” button to enter the record.
    2. Users must specify the “Slot Number and Type” from the designated slot category section before submitting the request.
    3. Upon submission, a record entry will be added and prominently displayed in the window for reference.
    4. In the Action field, users can click the “Check In” parking, when the vehicle leaves the parking space.

11. Reserved Parking:

    1. In the “Reserved Parking” window, users can reserve parking spaces for specific vehicles.

12. Parking Overview:

    1. The parking overview window provides users with statistical insights into all parking slots available on the premises.

13. History:

    1. The History option in the Parking window provides all the historical uses of parking spaces within the premises. Users can also employ search tools to filter out specific results.
    2. An Export option is incorporated in the History window so that, users can easily download and take out prints.

Home > Pre Booking

1. In the View Log, the user can pre-book a guest from the “Pre Booking” section.
2. Access the "Add Pre Booking" button located at the top right corner of the interface to initiate the pre-booking process. Upon selection, the corresponding form will be displayed on the screen, ready for data input.
3. Populate the visitor's details within the provided popup menu, ensuring to fill in all required fields highlighted in red. Once the necessary information is provided, proceed by clicking the "Submit" button to finalize the pre-booking request.
4. In the “Pre booking”, a counter displays the number of pre booked guests in the system for easy contact and approach reason.
5. Upon submission of the pre-booking form, a new record will be seamlessly integrated into the pre-booking page, visible for reference.
6. For editing pre-bookings, users can click on the "Edit" button in the “Actions” field, make the requisite modifications, and then confirm the changes by clicking the "Update" button.

7. To check-in pre-booked guests:

   1. When the guest arrives, simply click on the "Check-In" button, relocating the respective record from the pre-booking page to the Home page.
   2. To remove a pre-booking, users can click on the "Delete" button, effectively canceling the pre-booked reservation.

Home > Visitor Log

1. In the Visitor Log section, users are presented with four distinct windows to manage visitors: “Reason“, “Host”, ”Pass” and " Visitor History".
2. The "Visitor History" window affords users the capability to access and review the complete historical record of all visitors. Within this window, users can conduct targeted searches, document pertinent information, and leverage export functionalities for further analysis and utilization.
3. Meanwhile, the "Manage Visitor" window serves as a centralized platform for users to exercise control over visitor interactions. Here, users possess the authority to enact actions such as blocking, unblocking, and deleting visitors, thereby facilitating streamlined management of user access and interactions.
4. To access all the passes information user, needs to click on the Lost Pass tab in the Visitor Log.
5. To receive the issued pass user, need to select the receive item button in the action field.
6. From here user can “Add Visitor Expire Time”.
7. To delete the visitor history, user can choose “Add Visitor History Deletion Time” tab to enter the expiration time.

Home > Visitor Log > Reason

1. This section provides users with the ability to both view existing reasons for guest visits and add new ones.
2. Users should utilize the “Add” button to add a new reason. Users must then fill out the form carefully before proceeding to submit it.
3. Once submitted, the new Reason for Visit will be displayed on the main screen. Users can conveniently amend it using the options available in the Action field.

Home > Visitor Log > Host

1. Users can access and view host details by selecting the “Host" menu, where a window will appear displaying all available hosts.
2. Admin user can block or unlock any host added by the reception users.

Home > Visitor Log > Pass

1. Users can access comprehensive information regarding all passes added thus far within the pass section.
2. Users are empowered to add a new pass by simply clicking the “Add Pass” button and thoroughly completing its details.
3. Users should utilise the options available in the “Action” menu to edit information about any record.
4. In the passes window users can use the option to import, export files. Print option is available incase they want to print out any passes.

Home > Lost Property

1. The lost property section offers users access to lost property configurations.
2. To add a new lost property item, select the "Add Lost Property“ button in the Lost Property window. In the subsequent window, input the item's data and click the "Submit” button.
3. Following submission, the new entry will appear, allowing users to edit, delete, or take printouts using the options provided in the action field.
4. There is also a “Receive Lost Property” option available to users to add the details when the relevant person receives the lost items.
5. In the lost property, users can also view and filter the detailed history of all the Lost property items, to access the history users must click the History button.
6. Additionally, users have the option to filter out results using various search criteria, and they can also export their search history for downloading and printing purposes.

Home > Note

Notes are akin to delicate whispers captured on paper, fluttering like delicate petals in the gentle breeze of memory.

1. Access the realm of notes by selecting "Notes," unveiling a window where users can peruse notes contributed by various individuals.
2. Initiate the creation of fresh notes with a simple click on the “Add Note” button.
3. Interact with the "Add Note" window, diligently providing essential details including Title, Description, and other relevant options before finalizing the process by clicking on the “Submit” button.
4. After submission, the newly created note seamlessly integrates into the “Note” page window. Users can “Edit” or “Delete” these Notes as necessary.

Note: Users can make Notes public for every user to view or keep them private for their sole usage.

Home > Health & Safety > Fire Alarm Test

1. In the health and safety section, users encounter four distinct categories for adding log items.
2. First up is the "Fire Alarm Test" entry, where users must provide the details of the “call points” installed within the building and “Alert Date & Time” information by clicking the respective options and filling in the required details.
3. Initiating a fresh test schedule is facilitated by selecting the "Add Fire Alarm Test Record" option within the respective window, followed by completion of requisite information in the ensuing pop-up interface, culminating in the submission of the form.
4. New records are saved and visible in the main window and reception account. Users can amend the test schedule via the "Action" menu.
5. Users, at the top of the Fire Alarm Test window can search, filter, and export/import test data.

Home > Health & Safety > Fire Exit Door

1. In the Health and Safety section, users can proceed to schedule the fire exit door test by selecting the "Fire Exit Door" option. From there, they can specify the desired day and time for conducting the test.
2. The process for creating a new entry entails clicking on "Add Fire Exit Door Record," meticulously completing the relevant information in the ensuing popup window and saving the entry. This ensures visibility across both administrative and reception accounts.

Home > Health & Safety > Emergency Grab Bag

1. Users should navigate to the "Emergency Grab Bag" section to add the log entries to this section.
2. In the initial step, users are prompted to input the locations of grab bag positions within the building.
3. Following this, users can proceed to add items into individual bags. This is accomplished by selecting the "Add Item" button and providing a description of the item. Upon submission, the item will be added to the bag and displayed within the window.
4. Use the options provided on each bag to “Clone”,” Edit” or ”Delete” any bag from the record.
5. Begin by clicking on the "Add Checking Record" button to initiate the process.
6. Within the popup menu, input the checking date along with any other pertinent details before proceeding to click the "Submit" button.
7. Access the comprehensive history of all checked items, utilizing the scroll bar to navigate through the list effectively.
8. To facilitate convenient record-keeping, utilize the export button to generate an Excel sheet containing the checking history, enabling seamless printing.
9. Add additional records by clicking on the "+" button as needed.
10. Similarly, remove unwanted items by selecting the "-" button for deletion.

Home > Health & Safety > First Aid Kit

1. Adding log entries to the First Aid Kit section follows a similar process to that of the Emergency Grab Bag section.
2. Firstly, users should describe the kits by selecting the "Add First Aid Kit" button. They should then proceed to fill in the details in the popup window before submitting.
3. Subsequently, users are required to add individual items available in the particular kit. This can be accomplished by clicking on the "Add Item" button and completing the details in the popup window prior to submission.
4. Users are empowered with the capability to manage these records efficiently, with options to edit or delete them using the designated "Edit" or "Delete" buttons.
5. Keep an eye out for the "green check" sign, indicating that the items within the kit have undergone verification.
6. Conversely, the presence of the "yellow" sign suggests that certain items within the kit are yet to undergo the verification process.
7. Choose any Kit record to review the status of its items comprehensively.
8. Enhance the kit's inventory by incorporating new items through the "Add Item" button.
9. Manage items within specific kits, such as Kit1, with options to edit or delete individual items.
10. Seamlessly include checking records by utilizing the "Add Checking Record" button.
11. Provide the necessary details for the checking record and submit the form accordingly.
12. Upon submission, a new record will be appended, accessible by scrolling down within the "Checking Timeline" using the scroll bar.
13. Users have the option to export these records into an Excel ".csv" file for convenient printing.

Home > Health & Safety > First Aiders

1. Navigate to the "First Aiders" section to access information regarding first aiders. Upon clicking the designated button, the First Aider window will appear, presenting a comprehensive list of all recorded first aiders.
2. To include new entries, select the "Add First Aider Record" button within the First Aider window.
3. Complete the required fields in the subsequent popup form and confirm by clicking the "Submit" button.
4. View and manage records of all registered first aiders within the building directly within the First Aider window.
5. In the “Actions” field users can utilise the provided buttons for editing or deleting any existing records, as necessary.
6. Additionally, leverage the Export and Import functionalities to print out or upload first aiders' information, ensuring readiness for emergencies.

Home > Health & Safety > Emergency Radio Battery

The Emergency Radio section offers users the capability to add new entries and seamlessly navigate past records.

1. To initiate a new entry, users select "Add Emergency Radio Record," where they input pertinent details within the subsequent popup window before saving the entry.
2. This streamlined process ensures accessibility across administrative and reception accounts. Additionally, users benefit from the enhanced usability afforded by the ability to search through past data.

Home > Messages

To support faster communication, Frontdeskvisitor.com encourages its clients to use this feature to send messages among their users and employees in the building instead of sending emails.

Home > User/Employee

1. After joining frontdeskvisitor.com, clients can add their users such as “Reception” user or and any other employee account by filling in their details and assign them a role, Branch and Designation and other relevant information.
2. From Role user can set permissions for their employee account.
3. To add a new Branch user can select the “Branch“ button and fill in the required information before submitting.
4. To add a new Designation user can use “Designation” button and submit the required details after filling in the form.

Home > Project Management

This menu is still in development process and will be available for use soon it gets ready.

Home > Files

In files menu, user can upload or download files available. Users can access user guide and backup files here.

Home > Appointment

1. This feature allows users to set appointments among users. To start the process users need to select the “Add Appointment” button and fill in the all the relevant details in the Add Appointment window and submit.

   After form submission, a new appointment will be displayed on the appointment calendar.

Plan and Invoice

1. After joining, users can choose their subscription plans to use our services.
2. All the invoices will be available to view and download in the Invoice menu.

Support

For any inquiries or issues encountered while utilizing our services, users are encouraged to reach out to us via the "Support" option. Rest assured; we will respond to your query as promptly as possible.

Account Login

To access their user account, individuals are required to provide their login credentials, including their email address and password.

Understanding Account Interface

Welcome to the home screen, offering users seamless navigation to diverse options and features.

The interface comprises three primary components:

1. At the top, a menu provides access to five distinct sections.
2. Positioned on the right side, the side menu section offers additional navigation options.
3. In the middle, individual pages of specific sections are displayed, facilitating efficient management and access to pertinent information.

My Account

User Profile Management

The User Profile section allows reception users to view, edit, and update their personal and company details on FrontDesk.

Key Features

• Edit Personal Details: Update name, email, phone number, and company name.
• Upload Company Logo: Click the upload icon to change the company logo.
• Update Address: Modify the registered address as needed.
• Save Changes: Click "Update Profile" to apply updates.

Exploring Features in the Top Menu

Home Menu Add Visitor

1. Select the "Add Visitor" button on the “Home” page to commence the visitor registration process.
2. Enter the visitor's particulars into the popup menu, ensuring to fill mandatory fields including "Name," "Host," "Reason for Visit," as well as "Date" and "Time." The system conveniently offers automatic date and time inputs, or users can manually input the required details. Upon completing the form, click "Submit" to proceed with the registration.
3. After submitting the visitor details, click on the “Print” button to generate a pass for the visitor.
4. After submitting the visitor's details, the new record will promptly appear on the Home screen
5. Users can easily modify visitor information by accessing the "Edit" function within the Actions field, followed by confirming the changes using the "Submit" button.
6. Adding supplementary notes is straightforward—simply click on the "note icon" located in the Actions field and proceed to submit the entry.
7. Reprinting visitor passes is a seamless process with the dedicated print icon conveniently situated within the Actions field.
8. For visitor check-out, users have the option to select either the "Check Out" button or the "All Received & Check Out" option available in the Actions field, ensuring efficient management of visitor departures.
9. To view the visitors’ history, click on the “Visitor History” button located next to the “Add Visitor ” button at the top right side.
10. Upon accessing the visitor history window, users will have access to a comprehensive log of all visitor interactions. Utilizing the search options, users can efficiently filter and locate specific records as needed.
11. The "Export" button is conveniently provided to enable users to export the desired visitor history data, facilitating easy downloading and printing for record-keeping purposes.
12. Manage Visitor: View, search, and control visitor records. Toggle the visitor’s status (Active/Inactive) or delete entries as needed.
13. Lost Passes: Track lost visitor passes, including visitor details, host, company, check-in/out times, and pass ID.
14. Add Visitor Expire Time: Set how long visitor records remain active before they expire (e.g., in hours or months).
15. Add History Deletion Time: Define when old visitor history should be automatically deleted for record management.

Pre Booking

1. The user also has the option to pre-book a guest from the “Pre Booking” page.
2. Access the "Add Pre Booking" button located at the top right corner of the interface to initiate the pre-booking process. Upon selection, the corresponding form will be displayed on the screen, ready for data input.
3. After submitting the pre-booking form, a new record seamlessly integrates into the pre-booking page, instantly visible for reference. Additionally, a counter updates to reflect the number of pre-booked guests.
4. For editing pre-bookings, users can click on the "Edit" button in the “Actions” field, make the requisite modifications, and then confirm the changes by clicking the "Update" button.

5. To check-in pre-booked guests:

   1. When the guest arrives, simply click on the "Check-In" button, relocating the respective record from the pre-booking page to the Home page.
   2. To remove a pre-booking, users can click on the "Delete" button, effectively canceling the pre-booked reservation.

Contact Details

The Contact Details feature helps manage staff and visitor contact records efficiently.

1. Viewing & Searching Contacts: Use the search bar to quickly find a contact. The list displays names, company/department, office details, phone, email, and emergency contact.
2. Editing or Deleting a Contact: Click the pencil icon to edit contact details. Click the trash icon to delete a contact from the list.
3. Adding a New Contact: Click "Add Contact Details" (top-right). Enter the required details such as name, office, phone, and email. Optionally, upload a profile picture. Click "Submit" to save or "Cancel" to discard changes.
4. Importing & Exporting Contacts:
   1. Import: Upload multiple contacts at once.
   2. Export: Download the contact list for records.

Keys

1. Issuing Keys:

   • Users have the option to issue keys in two ways:

     1. Scan the barcode on the keys using a scanner.
     2. Manually issue keys by clicking on the “Issue Key” button, entering the necessary details, and clicking on the “Submit” button.
   • Upon issuance, a record for the issued key will be added to the home window of the “Keys Timeline”.

2. Receiving Keys:

   1. When receiving a key, users are required to select the corresponding key and specify the date and time of receipt before clicking on the “Receive” button in the “Action” field.

3. Action field:

   1. In the Action field, users are provided with the convenient options to either 'Edit' or 'Delete' key records.
4. Users can effortlessly compile a detailed history of keys through the intuitive "History" feature, facilitating seamless downloading and printing of the data in Excel format.
5. The search functionality empowers users to refine their queries for specific keys, leveraging predefined criteria such as "name," "date," or "key number" to streamline their search process.

Notes

Notes are akin to delicate whispers captured on paper, fluttering like delicate petals in the gentle breeze of memory.

1. Access the realm of notes by selecting "Notes," unveiling a window where users can peruse notes contributed by various individuals.
2. Initiate the creation of fresh notes with a simple click on the “Add Note” button. Interact with the "Add Note" window, diligently providing essential details including Title, Description, and other relevant options before finalizing the process by clicking on the “Submit” button.
3. After submission, the newly created note seamlessly integrates into the “Note” page window. Users retain the flexibility to “Edit” or “Delete” these Notes as necessary.

Task

1. Open the "Task" Section from the more options menu at the top Navigate to the "Daily Task Activity" section on the system. Click "Add Task" to start entering a new task.
2. Enter Shift Details
   1. Check-in Date & Time: Select the date and time when the shift begins.
   2. Check-out Date & Time: Set the date and time for the shift's end.
   3. Shift Period: Choose Day or Night based on the shift type.
3. Complete the Checklist The checklist ensures that routine tasks are verified. For each task listed, select "Yes" or "No" to confirm if the task was completed.
4. Assign Key Personnel for the Shift
   1. Role: Enter the job title of the person responsible for the shift.
   2. Name: Type the person's name.
   3. Handover To: Specify the individual responsible for the next shift.
   4. Description: Add any additional details about the shift handover.
5. Actions Required for the Next Shift
   1. Description: Enter any tasks or issues that need to be addressed in the next shift.
   2. Required By: Set the deadline for the task completion.
   3. Person Responsible: Assign the individual responsible for the task.
6. Maintenance Summary

   If maintenance work was done during the shift, document it:

   1. Work Type: Select the category of work (e.g., electrical, plumbing, cleaning).
   2. Description: Briefly explain what was done.
   3. Photos of Work: Upload images as proof of work.
   4. Comments: Add additional remarks related to the maintenance activity.
7. Workforce Hours

   For workforce tracking, enter:

   1. Name: The name of the worker.
   2. Trade: The type of work or role they performed.
   3. Hours: The number of hours worked.
8. Task Summary
   1. Task: Select the type of task completed.
   2. Time: Specify the time when the task was performed.
   3. Description: Provide a short explanation of the task.
   4. Action: Mention any follow-up actions required.
9. Add Notes Use the rich-text editor to add any extra notes, reports, or feedback related to the shift.
10. Sign & Save
    1. Signature: Type your name or initials to confirm the task entry.

    Click "Save" to submit the activity log.

11. Upon clicking on any Activity within the calendar, users are presented with a form containing relevant details they provided on the “Add Task” form.
12. Within this form, users are afforded various options including printing, editing, deleting, or closing the activity as needed.

Note: If users need to perform any actions on the rows, they can use the three-dot button and the “+” button to delete, move up or down, or add a new row.

In Stock

The Stock Out feature allows reception users to record and ensures accurate stock management and keeps a log of stock usage. Below is a step-by-step guide on how to use this feature.

1. Accessing Stock Out Click "Stock Out" in the top-right corner. A form will appear to enter stock details.
2. Enter Stock Out Details
   1. Date & Time: Select when the stock is removed.
   2. Select Stock Item: Choose the item from the dropdown.
   3. Reason for Stock Out: Provide a valid reason (e.g., used, transferred, damaged).
   4. Notes (Optional): Add extra details if needed.
3. Submitting the Entry Your name will auto-fill in the Stocked Out By field. Click "Submit" to save or "Cancel" to discard.
4. Managing Stock Out Records

   View submitted entries in the Stock List. Use the search bar to find records. In Actions, you can:

   1. View
   2. Edit
   3. Delete
5. Using the "Stock In" Feature

   The Stock In feature allows reception users to record new stock items added to the inventory. Follow these steps:

   1. Accessing Stock In Click on the "Stock In" option. A form will appear to enter stock details.
   2. 1. Date & Time: Select when the stock is added.
      2. Checklist: Mark "Yes" or "No" for listed stock items to confirm their arrival.
      3. Stock Items: Add stock by selecting items (e.g., Poly Rolls, Hangers, etc.).
      4. Notes (Optional): Use this section to add any additional details.
   3. Submitting the Entry Your name will auto-fill in the Stocked In By field. Click "Submit" to save or "Cancel" to discard.
6. Stock History in the "Stock In" Option

   The Stock History feature tracks all stock movements, including added, removed, damaged, or lost items.

   1. Key Features:
      1. Stock Records: Displays item details, movement dates, reasons, and user signatures.
      2. Check In/Out: Logs stock added or removed, including item status (normal, damaged, or lost).
      3. Search & Filters:
         1. Search Bar: Quickly find stock entries.
         2. Filters: View all stock, damaged, or lost items.
      4. Export Data: Download stock records for tracking.
      5. Action Button: May restrict edits or provide stock management options.

Flight Booking

Flight Booking Feature

The Flight Booking feature allows reception users to schedule, manage, and track flight reservations.

1. Viewing & Searching Bookings

   Use the search bar to find bookings by name or date.

   The list displays booking details, including passenger name, department, flight number, departure, destination, price, and status.

2. Adding a Flight Booking

   1. Click "Add Flight Booking" (top-right).
   2. Enter required details:
      1. Passenger name, phone, department.
      2. Flight details (ticket number, departure, destination).
      3. Booking and required flight date/time.
      4. Price and additional comments.
   3. Click "Submit" to save or "Cancel" to discard.

3. Importing & Exporting Data

   1. Import: Upload multiple bookings at once.
   2. Export: Download flight records for tracking.

User/Employee

Add User/Employee Feature

The Add User/Employee feature allows reception users to register and manage employee profiles efficiently.

1. Viewing & Managing Users

   Use the search bar to find employees.

   The list displays user details, including name, email, phone, company, role, and status.

   Actions:

   1. Edit (pencil icon) – Update user details.
   2. View (eye icon) – Check user profile.
   3. Delete (trash icon) – Remove a user.

2. Adding a New User/Employee

   1. Click "Add User/Employee" (top-right).
   2. Fill in required details:
      1. Personal Info: Name, gender, phone, address, etc.
      2. Employment Info: Department, role, designation, joining date.
      3. Login Info: Email, status, and password setup.
      4. Click "Submit" to save or "Cancel" to discard.

Accident

Accident/Incident Reporting

The Accident/Incident Form allows reception users to log workplace accidents with critical details.

1. Recording an Accident

   Click "Add Accident/Incident" to open the form.

   Fill in required details:

   1. Personal Info: Name, site/contract, home address.
   2. Accident Details: Date, time, location, body part affected, nature of injury.
   3. Description: Provide a full account of the incident.
   4. First Aid & Hospital Visit: Confirm if medical assistance was provided.
   5. Witnesses & Reporting: Log witness names and first person informed.

2. Additional Information

   1. Work Hours: Enter shift details on the accident day.
   2. Signature & Date: Finalize the report with a digital signature. Click "Submit" to save or "Cancel" to discard.

Appointment

Appointment Feature

The Appointment Feature allows reception users to schedule and manage appointments using a step-by-step process.

1. Accessing the Appointment Calendar

   View scheduled appointments in month, week, or day format.

   Click "Add Appointment" to schedule a new appointment.

2. Step-by-Step Appointment Booking

   1. Purpose: Enter the user's name and the reason for the appointment.
   2. Date & Time: Select the appointment date and preferred time.
   3. Basic Details: Provide additional information like location or meeting specifics.
   4. Summary: Review all details before submission.

3. Submission & Calendar Update

   Once submitted, the appointment appears on the calendar for tracking.

   Users can edit or manage appointments as needed.

Files

The Files Feature allows reception users to access and download important records in Excel format.

• Key Functions:
• Displays a list of downloadable files related to visitors, vehicles, stock, cab bookings, and deliveries etc.
• Each file shows its name, size, date of upload, and a download button.
• Click the download icon to save the file to your device.

Vehicles

1. To access available vehicles and their timelines, users should click the “Vehicles” button in the side menu.

2. Vehicle Checking Out

   To wrap up a vehicle checkout, users are prompted to choose the "Vehicle Checkout" button. Users will enter all necessary checkout details within the popup window before confirming with the "Submit" button. A fresh checkout record will appear in the "Vehicle Timeline" window.

3. Vehicle Checking In

   To check in vehicles, users should click on the “Check In” button found in the “Action” field within the “Vehicle Timeline” section.

4. Users must enter accurate details in the provided popup window before submitting the "Vehicle Check-in" form.
5. To view the vehicle's checkout history, simply click on the “History” button. This action triggers a new window to open, revealing the comprehensive history of the vehicle.
6. Users have the option to export this history for printing by using the "Export" feature. Additionally, they can employ various search filters to refine results and find the most relevant record.

Health & Safety > Fire Alarm Test

1. Within the "Health & Safety" section, users are given six distinct categories, each serving a unique purpose.
2. To access the Fire Alarm Test records, navigate to the "Fire Alarm Test" button within the "Health & Safety" section. This action will open a new window showcasing the existing Fire Alarm Test records.
3. To initiate a new Fire Alarm Test entry, users simply click the 'Add Record' button and input all required information. Subsequently, a new record seamlessly integrates into the page.

Note: Users have the option to either select 'Call Points' from the drop-down menu or add a new 'Call Point'.

Health & Safety > Fire Exit Door

1. This menu displays records of the Fire Exit Doors in the building.
2. To add a new record, click on the “Add Record” button and fill in all the mandatory fields before submitting. A new record will be displayed in the “Fire Exit Door” window.
3. Utilize the Export button to save and download the "Fire Exit Door" records in an Excel file for printing. The Import option enables users to upload records from their desktops.

Health & Safety > Emergency Grab Bags

1. To access information and records for Emergency Grab Bags, click on the “Emergency Grab Bag” button, and its corresponding page will be opened.
2. To add new Emergency Grab Bag information, click on the “Add Emergency Grab Bag” button. In the popup menu, input its location and click the “Submit” button. This action will add a new record.
3. All records of Emergency Grab Bag’s locations within the building will be displayed in this window.
4. Use the options provided on each bag to “Clone”,” Edit” or ”Delete” any bag from the record.

To review the status of an Emergency Grab Bag:

1. Choose any Bag to open its information window. Here, you'll find a list of items already included.
2. To add a new item, select the "Add Item" button. Complete the necessary details in the popup menu and confirm by clicking "Submit". This action will append a new item to the Grab Bag.
3. For any modifications or deletions to existing items, utilize the corresponding options provided alongside each bag entry.

Health & Safety > Emergency Garb Bags > Item Checking Records

1. Begin by clicking on the "Add Checking Record" button to initiate the process.
2. Within the popup menu, input the checking date along with any other pertinent details before proceeding to click the "Submit" button.
3. Access the comprehensive history of all checked items, utilizing the scroll bar to navigate through the list effectively.
4. To facilitate convenient record-keeping, utilize the export button to generate an Excel sheet containing the checking history, enabling seamless printing.
5. Add additional records by clicking on the "+" button as needed.
6. Similarly, remove unwanted items by selecting the "-" button for deletion.

Health & Safety > First Aid Kit

1. Begin by clicking on the "First Aid Kit" button to access the records associated with it. This action will prompt the opening of the First Aid Kit window, where all relevant records are displayed.
2. Users are empowered with the capability to manage these records efficiently, with options to edit or delete them using the designated "Edit" or "Delete" buttons.
3. Keep an eye out for the "green check" sign, indicating that the items within the kit have undergone verification.
   Conversely, the presence of the "yellow" sign suggests that certain items within the kit are yet to undergo the verification process.
4. Initiating a new record for a first aid kit is effortless. Click on the "Add First Aid Kit" button, proceed to fill out the form diligently, and upon completion, click "Submit". This action seamlessly adds a new record to the repository.

Choose any Kit record to review the status of its items comprehensively.

1. Enhance the kit's inventory by incorporating new items through the "Add Item" button.
2. Manage items within specific kits, such as Kit1, with options to edit or delete individual items.
3. Seamlessly include checking records by utilizing the "Add Checking Record" button.
4. Provide the necessary details for the checking record and submit the form accordingly.
5. Upon submission, a new record will be appended, accessible by scrolling down within the "Checking Timeline" using the scroll bar.
6. Users have the option to export these records into an Excel ".csv" file for convenient printing.

Health & Safety > First Aiders

1. Navigate to the "First Aiders" section to access information regarding first aiders. Upon clicking the designated button, the First Aider window will appear, presenting a comprehensive list of all recorded first aiders.
2. To include new entries, select the "Add First Aider Record" button within the First Aider window.
3. Complete the required fields in the subsequent popup form and confirm by clicking the "Submit" button.
4. View and manage records of all registered first aiders within the building directly within the First Aider window.
5. Utilize the provided buttons for editing or deleting any existing record as necessary.
6. Additionally, leverage the Export and Import functionalities to print out or upload first aiders' information, ensuring readiness for emergencies.

Health & Safety > Emergency Radio

1. Navigate to the Emergency Radio section by selecting the "Emergency Radio" button. This will open the Emergency Radio window, where all pertinent records are displayed.
2. To add details for a new record, click on the "Add Record" button. Fill in the necessary information in the popup menu, then click "Submit" to save the entry.
3. Upon submission, the new record will be seamlessly integrated into the Emergency Radio window. Users can then edit or delete entries as needed using the options provided in the "Action" field.
4. Users have the flexibility to export or import Emergency Radio data, allowing for easy printing or uploading from external files for efficient management of emergency communication resources.

Health & Safety > Fire Alert

1. In the event of a fire emergency, users should access the fire alert form by clicking on the “Fire Alert” button. Within this form, users will have access to all visitor details currently present in the building, facilitating their contact and evacuation in the event of a fire emergency.

Exploring Side Menu Options

Cab Booking

1. Clicking on the “Cab Booking” button opens a dedicated window for cab bookings.
2. To initiate a new cab booking, users should click on the “Add Cab Booking” button, complete all required details, and then proceed by clicking the “Submit” button.
3. After submitting the details, a new booking record is created. Users have the option to view, edit, or print this record as needed.
4. Additionally, the user has the option to export the booking records for printing. Moreover, to make things more convenient, there's an import feature available that allows users to upload files directly from their desktop.
5. Users can add booking department and their accounts by clicking on the “Booking Department/Account” button and enter the required information and submit.
6. Similarly, Booking Type can be added by clicking the “Booking Type” button and enter the required information.

Delivery

1. To access delivery information, users should click on the “Delivery” button.
2. To input new delivery information, users should click on the “Add Delivery” button and thoroughly fill in the required details within the popup window before submission.
3. Upon navigating, to the Delivery window, users will find various options, available. These include viewing all existing deliveries, adding new ones via the "Add Delivery" button, and making necessary edits to records.
4. The "History" feature enables users to access comprehensive delivery records and apply various search and filter options to refine results. Moreover, users can directly "Export" and "Import" delivery record files from the delivery window, streamlining data management processes for enhanced efficiency.
5. From “Description” button, users can add description of the delivery items.

Parking

1. Users can access the options available in the parking window by clicking on the 'Parking' button.
2. To assign available slots to guests or staff, click on the "Issue Slot" button after providing all the required details.
3. Upon submission of the issue slot form, a new record will be added and displayed in the “Parking Log” window.
4. If a slot becomes empty, the user can click on the “Empty Slot” button in the action field to make it available to other users.
5. Select the "Parking Overview" tab to observe the status of booked, available, reserved, and total parking spaces.
6. The "Parking History" option grants users access to past parking records, along with the ability to filter out specific entries. Additionally, users can utilize the "Export" function to download and print these records for their convenience.

Lost Property

1. To access records of all lost property items, users need to click on the "Lost Property" button.
2. To create a new lost property record, click on the "Add Lost Property" button. Fill in the required details in the popup window, then proceed by clicking the "Submit" button. Upon submission, a new record will be added and displayed in the window.
3. To manage lost property items, users should use the options provided in the “Action” field to edit, delete, take out prints, or receive lost items.
4. To access the history of all "Lost Property" items, users must click the “History” button. Users can retrieve specific results by utilizing, the search and filter options in the "Lost Property History" window. Additionally, the export option enables users to save and download records for printing purposes.