Passtab - Admin Staff Instructions

Overview

Passtab has been implemented as a digital visitor sign in and management system to replace the paper-based systems previously used at the admin/reception areas at each of the schools and Pared office.

A dedicated iPad has been installed in the admin location at each of the schools for the sole purpose of running the Passtab application. This provides an interactive interface for visitors, contractors, staff and community members attending chapel services to sign in. 

Permissions

Access to the Passtab administration section is restricted. Any requests to access the Passtab Administration section requires approval from the school Principal/Deputy Principal which (when granted) can be actioned by the Pared IT Team.

Links to Access Passtab Administration

You can use the below links to access the Passtab instance for each of the schools;

Pared CSG

• paredpef.passtab.com
  
  

Montgrove College

• montgrove.passtab.com
  
  

Redfield College

• redfield.passtab.com
  
  

Tangara School for Girls

• tangara.passtab.com

Wollemi College

• wollemi.passtab.com 

The below screenshots have been taken from the Pared CSG instance of Passtab - the functionality is identical between the schools with the only difference being the colour schemes that are used.

Logging In

Upon accessing one of the above links, you will be presented with a login screen. Staff who have been granted permissions to login can do so by clicking the Login using SSO button at the bottom of the login window. Staff can then login with their school email address and associated Microsoft account password.

After successfully logging in, you'll be presented with the Signed In screen from the Passtab Administration section.

Signed In

From the left hand menu, the Signed In section shows a list of visitors who are currently signed in at your school (for the current day). It shows the following details;

• First Name

• Last Name

• Visitor Type (Visitor, Chapel Visitor, Contractor, Staff Member) - refer to the Visitor Types section below for more information on this.

• Reason for Visit

• Date & Time they Signed In

Under the Link section, there is a View button you can use to view more detailed information about the Sign In, which also gives you options to edit or delete the sign in or see other detail that isn't visible on this main screen.

There is also a Sign Out button that you can use to manually sign out visitors who have left and failed to sign out themselves before leaving

Signed Out

Selecting Signed Out from the left menu shows only Staff who have signed out. This is useful for tracking staff members who travel off-site during school hours so that they're whereabouts is accounted for in the event of an evacuation. A staff member does not need to sign in prior to signing out, they can simply select Sign Out from the Passtab iPad/tablet and enter their name or QuickPin.

This section does not show other visitor types who have signed out (these can be viewed/access from another section).

Just like the Signed In section above, you can view the key details for the sign out event from this screen, and also have buttons to View more detail about the sign out event, or a Sign In button to quickly sign the staff member back in (they can also do this themselves from the Passtab iPad).

Historical

Selecting Historical from the left hand menu will give options for Staff and Visitors so you can see the history of sign in and sign out events for the respective visitor types.

You can use the filters at the top of this screen to filter the list of events to a particular date range, or search for a first and/or last name.

There is also the option to export the filtered results to a CSV file (spreadsheet) using the Export CSV button.

Quickpins

Quickpins are a unique, 6 digit PIN that can be used by staff and visitors to quickly sign in or out.

For staff members, quickpins are automatically synchronised into Passtab and are the same PIN that staff use to access the photocopiers at the schools. If a staff member needs a quickpin added, this should be requested to be done by Pared IT by emailing helpdesk@pared.edu.au

Viewing Quickpins

Select the Quickpins > View Quickpins option from the left hand menu to view all the Quickpins that are currently setup within Passtab. You can filter the list by entering a quickpin, first name or last name into the text boxes at the top of the screen.

Create Quickpin

For regular/frequent visitors, you can manually create a quickpin to allow them to be able to sign in faster. Select Quickpins > Create Quickpin then fill in the corresponding fields to manually add a Quickpin.

Mandatory fields are indicated with a red asterisk.

Click the Save button to save and create the Quickpin.

Quickpins must be unique so you will not be able to manually create a Quickpin using the same 6 digit number if it is already in use/assigned to somebody else (including other visitors and staff members).

Once a Quickpin is created it is saved and stored indefinitely (but they can be manually deleted).

Deleting a Quickpin

If you need to delete a Quickpin, follow the steps below:

1. Go to Quickpins > View Quickpins

2. Search for the Quickpin you wish to delete by using the filters at the top of the screen then click the Apply button

3. Click the View/Edit link in the far right column for the Quickpin you wish to delete

4. Click the red Delete button at the bottom of the Update Quickpin screen

Account

The Account section in the left hand menu contains a couple of sub menu options which are outlined below.

Export

The Account > Export page is similar to the Historical page we looked at previously, but provides additional capabilities to filter the data (eg. by visitor type), or to only show sign in or sign out events. There is also the ability to export to a word document using the Export Word Document button. This is useful if you need to run more specific or granular reports on the data stored within Passtab.

You can also export to a CSV file (spreadsheet) using the Export CSV button.

Tablet

Selecting Account > Tablet from the left hand menu will open the same interface  that appears on the Passtab iPad (with the exception of the Admin button which doesn't appear on the iPads).

This can be useful to familiarise yourself with the screens, or is another method you can use to manually sign visitors or staff in or out.

Visitor Types

The following visitor types have been setup in Passtab to capture the main visitor types. There are slightly different fields/information that are captured for each visitor type.

Visitor

The Visitor option should be used for general visitors to the school. When selecting Visitor, the following information is collected;

• First Name (mandatory)

• Last Name (mandatory)

• Mobile Number (mandatory)

• Visiting (optional) - this is a searchable list of staff members. If a staff member is selected, an email notification is sent to the staff member advising them that someone has arrived to see them.

• Reason for Visit (optional)

Chapel Visitor

As the name suggests, the Chapel Visitor option can be used by community members attending chapel services at the schools. The following information is collected for Chapel Visitors;

• First Name (mandatory)

• Last Name (mandatory)

• Mobile Number (mandatory)

Contractor

The Contractor option can be used by 3rd party contractors to sign in. The following information is collected for Contractors;

First Name (mandatory)

Last Name (mandatory)

Mobile Number (mandatory)

Company (mandatory)

Visiting (optional) - this is a searchable list of staff members. If a staff member is selected, an email notification is sent to the staff member advising them that someone has arrived to see them.

Staff

Staff can sign in or out using their respective Quickpin. When selecting the Staff option, a screen is displayed that lets users search for their Quickpin by entering their name, or if they already know their Quickpin they can enter it directly into the corresponding text box.

Evacuation Process

In the event of an evacuation process, the Passtab Administration section can be accessed from any device with an internet connection, such as a mobile phone, or laptop.

The Passtab iPad should not be removed in the event of an evacuation, as it is stored securely in a lockable enclosure that is also tethered using a kensington lock/cable (to prevent theft).

Administration staff should use a school issued laptop, or if there isn't one available, a personal mobile device to access the Passtab Administration area in the event of an evacuation so reports can be run in order to account for any visitors that are signed in at the time of evacuation.

This information can be obtained from the Signed In, Signed Out, Historical or Export sections (depending on exactly what level of detail/information is required as outlined above.

Automatic Staff Notifications

If a Visitor or Contractor enters and selects the name of a staff member they are visiting as part of the sign in process, the staff member will receive an email notification advising them that a visitor has arrived to see them - example below.