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Veonics® Portal TRACKING: Setup and User Guide

The Veonics® Portal TRACKING feature allows organizations to record basic “in” and “out” transactions for employees, visitors, members, patrons, or event attendees who pass through a checkpoint, reception desk, or controlled entry area. This feature is designed for simple use by front-desk staff or non-technical users while also supporting organizations that issue and manage photo ID badges through the Veonics® Portal.

Veonics Portal TRACKING

 

scan default badge

Common Uses

The TRACKING feature may be used for:

  • Visitor tracking
  • Event attendee tracking
  • Employee checkpoint tracking
  • Member or patron entry/exit tracking
  • Temporary badge activity tracking

Initial Setup

To request setup of a Veonics® Portal TRACKING card group:

  1. Go to: https://expressbadging.com/contact-us/
  2. Scroll down to Technical Support.
  3. Complete the support form.
  4. Request that eXpress badging® stand up a PORTAL TRACKING Card Group.
    1. In your request, ask our support team to create a new Record Setup for tracking.
    2. Recommended Record Setup
      1. Provide a group name such as:
        1. Visitor Tracking
        2. Event Tracking
        3. Tracking
      2. The following fields are commonly used:
        1. First Name
        2. Last Name
        3. ID Number
        4. Badge Type
        5. Issue Date
        6. Expiration Date
        7. Additional fields may be added depending on your organization’s tracking needs.
      3. Badge Template Setup
        1. Once the Record Setup has been created, the badge template should be reviewed or edited to support your tracking process.
        2. This may include:
          1. Confirming the correct badge layout
          2. Ensuring the ID number or barcode is properly placed
          3. Testing the barcode scanner with printed badges
          4. Running several sample “in” and “out” scans using different cards

    contactus

    Issuing Badges

    You can review the Record Manager registry in the Data Management > Portal Track - Record Manager. From the Record Manager, issue ID badges to the people you need to track.

    record manager registery view

    1. These may include:

      1. Visitors

      2. Event attendees

      3. Employees

      4. Members

      5. Patrons

      6. Temporary badge holders

      Once the badge has been issued and printed, it can be scanned using the TRACKING feature.

      Using the Scan Badge Feature

      ScanBadge0100

      1. From the same Record Manager:

        1. Enable or open the Scan Badge feature.
        2. Scan the person’s badge.
        3. Select In for the first scan or arrival transaction.
        4. When the person exits, scan the badge again.
        5. Select Out for the exit transaction.

          TIPS: You will need to create a process to determine who gets an In punch and who gets an Out punch. This could be an In and Out Lane, or you may just ask a simple question or two.
          1. The first In punch is evident as they are issued the badge at the same time, in most cases. Unless you provided prior to use. 
          2. Ask a simple question, "Are you returning or leaving?"
          3. If they are leaving, and the expiration date is the same day ask:
            1. "Are you returning later today?
              1. If yes, they can leave with their badge. 
              2. If no, retain their badge. 

      Each scan creates a transaction record in the badge scan history.

      scan default badge

      Tips:

      1. Create barcodes with a return built in so you do not have to manually select Search
      2. Once you select In or Out, close the URL Tab each time.
      3. Once Badge Numbers are assigned, they can not be updated
      4. Do not use leading zeros

      Viewing Recent Badge Records

      ScanBadgeRecord0100

      You can review recently created badge records in the Data Management > Portal Track > Records Manager.

      1. To review recent activity:

        1. Highlight the Portal Track card group in Data Management, then select Record Manager

        2. Within the Record Manager, you will see the Record Registry list below.

        3. Sort by date by using a left click on the Date column header. The second click will reverse the order

        4. Review badges created for the day, week, or desired period.

      This gives you a general view of recent badge activity.

      Exporting Badge Scan History

      Export File

      1. To review the detailed in/out tracking history:

        1. Go to Import/Export.
        2. Select Export Badge Scan History.
        3. Select all fields using the top checkbox.
        4. Click OK.
        5. The export file will download to your computer’s Downloads folder.

      The exported file may be opened in your preferred spreadsheet (which should default to Excel in MicroSoft) or use a database tool to import and review, report, or store long-term tracking.

      Recommended Best Practice

      For ongoing tracking, we recommend maintaining a single central spreadsheet or database and appending new exports to it regularly.

      This helps maintain a running history of all scan transactions in one location and makes reporting easier over time.

      Important Notes

      The Veonics® Portal TRACKING feature is intended for basic scan-based tracking and reporting. It is not designed to replace a full access control system, a timeclock system, an enterprise visitor management system, or a life-safety occupancy system.

      For best results, test all badge templates, barcodes, scanner settings, and in/out transactions before using the feature in a live environment.