BOSCH AMS 4.0 Visitor Management V1.0.1 Installation Guide
- June 9, 2024
- Bosch
Table of Contents
AMS 4.0 Visitor Management V1.0.1
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the following is the text from the user manual / instructions:
Visitor Management V1.0.1
For AMS 4.0, BIS 4.9.1
en
Installation / Configuration / Operation
Visitor Management V1.0.1
Table of contents
1 1.1 1.2 1.3 1.4 2 3 3.1 3.1.1 3.1.2 3.1.3 3.1.4 3.1.5 3.2 3.2.1 3.2.2 3.3
3.3.1 3.3.2 3.3.3 3.3.4 3.4 3.5 3.5.1 3.6 4 4.1 4.2 4.3 4.4 4.5 4.6 4.6.1
4.6.2 4.6.3 4.7 4.8 4.9 5 5.1 5.2 5.2.1 5.2.2 5.3 5.3.1 5.3.2 5.3.3 5.3.4
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5 5 5 5 5 7 8 8 8 8 9 9 9 9 9 10 11 11 12 12 13 13 14 14 14 15 15 16 16 16 16
17 18 18 19 19 19 20 21 21 21 21 22 23 23 24 24 25
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5.3.5 5.3.6 5.3.7 5.3.8 5.3.9 5.4 5.4.1 5.4.2 5.4.3 5.4.4 5.5 5.5.1 5.5.2 6
Adding, removing and exempting from the blacklist Assigning and deassigning
cards Checking in and out without card Maintaining visitor profiles Viewing
visit records Host Logging onto the Host role Searching and filtering
Registering visits Copying visit appointments Visitor Introduction to Kiosk
mode Creating a visitor profile: Self check-in Troubleshooting
Visitor Management V1.0.1
26 26 28 29 29 29 30 30 30 31 31 31 31 33
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Introduction
Introduction | en 5
1.1 1.2
1.3 1.4
Functionality change log
VisMgmt version Added functionality
1.0
n/a
AMS version 3.0.1
BIS version 4.9
1.0.1
Checking visitors in and out without cards 4.0 Searching for the numbers of
free cards Distinguishing between different hosts with the same name
(Performance enhancement) Finer granularity of dialog refresh
4.9.1
About Bosch Visitor Management
User type Receptionist
Use cases
Registering new visits and visitors Approving and declining visits
Blacklisting visitors Assigning and deassigning visitor cards Managing
associated documents Monitoring the number of visitors on site
Visitor
Self-registration and pre-registration Creating and maintaining a visitor
profile Signing documents
Host
Managing schedules and lists of visits and visitors Pre-registering visits
Administrator
Making global settings Customizing the behavior of the tool and its user
interface Plus: All the use cases of Receptionist
Intended audiences
How to use this documentation
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Visitor Management V1.0.1
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System overview and topology
System overview and topology | en 7
Label Description 1 The Reception workstation, with enrollment reader and
other peripheral hardware.
2 The Visitor kiosk workstation, with browser in kiosk mode and peripheral
hardware.
3 The Host (the employee visited) workstation
4 Supported browser
5 The ACS server (BIS or AMS)
6 The database instance of the ACS server (This can be on a separate
computer).
The recommended system topology has the VisMgmt server on the same computer as
that of the main access control system, and its database on the same database
instance. The VisMgmt client is installed on those workstations that require
access to peripheral devices. The host workstation usually requires only
browser access to the VisMgmt server.
Visitor Management V1.0.1
For AMS 4.0, BIS 4.9.1
en
Installation / Configuration / Operation
Visitor Management V1.0.1
Table of contents
1 1.1 1.2 1.3 1.4 2 3 3.1 3.1.1 3.1.2 3.1.3 3.1.4 3.1.5 3.2 3.2.1 3.2.2 3.3 3.3.1 3.3.2 3.3.3 3.3.4 3.4 3.5 3.5.1 3.6 4 4.1 4.2 4.3 4.4 4.5 4.6 4.6.1 4.6.2 4.6.3 4.7 4.8 4.9 5 5.1 5.2 5.2.1 5.2.2 5.3 5.3.1 5.3.2 5.3.3 5.3.4
Introduction Functionality change log About Bosch Visitor Management Intended audiences How to use this documentation System overview and topology Installing and uninstalling Software and hardware requirements The main access control system A database instance to host the Visitor Manager database A dedicated user for local database access A dedicated user for remote database access A dedicated user in the main access control system Installing the Server Running the server setup program Appsettings JSON file Installing the Client Running the client setup program Certificates for secure communication Certificates for the Firefox browser Appsettings JSON file Verifying server installation Peripheral hardware Registering peripheral hardware with the client application. Uninstalling the software Configuration Creating Visitor Management users in the ACS Creating Visitor authorizations and profiles in the ACS Setting up the Receptionist computer Setting up a kiosk computer for Visitors Logging on for configuration tasks Using the Settings menu for configuration Preview mode Customizing the UI Document templates Firewall settings Network security Backing up the system Operation Overview of user roles Using the dashboard The visits table Table columns and actions Receptionist Logging onto the Receptionist role Searching and filtering visits Registering visits Approving and declining visitors
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5 5 5 5 5 7 8 8 8 8 9 9 9 9 9 10 11 11 12 12 13 13 14 14 14 15 15 16 16 16 16
17 18 18 19 19 19 20 21 21 21 21 22 23 23 24 24 25
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5.3.5 5.3.6 5.3.7 5.3.8 5.3.9 5.4 5.4.1 5.4.2 5.4.3 5.4.4 5.5 5.5.1 5.5.2 6
Adding, removing and exempting from the blacklist Assigning and deassigning cards Checking in and out without card Maintaining visitor profiles Viewing visit records Host Logging onto the Host role Searching and filtering Registering visits Copying visit appointments Visitor Introduction to Kiosk mode Creating a visitor profile: Self check-in Troubleshooting
Visitor Management V1.0.1
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Introduction
Introduction | en 5
1.1 1.2
1.3 1.4
Functionality change log
VisMgmt version Added functionality
1.0
n/a
AMS version 3.0.1
BIS version 4.9
1.0.1
Checking visitors in and out without cards 4.0 Searching for the numbers of free cards Distinguishing between different hosts with the same name (Performance enhancement) Finer granularity of dialog refresh
4.9.1
About Bosch Visitor Management
Bosch Visitor Management, hereafter referred to as VisMgmt is a browser-based
software tool that operates in tandem with Bosch access control systems. It
manages visits to an accesscontrolled site, including the scheduling of
visits, the professional data of the visitor, associated documents and
contracts, and the assignment of temporary credentials. The user interface is
customizable, and any user may change its language on-the-fly without logging
out. The primary users and their use cases are:
User type Receptionist
Use cases
Registering new visits and visitors Approving and declining visits
Blacklisting visitors Assigning and deassigning visitor cards Managing
associated documents Monitoring the number of visitors on site
Visitor
Self-registration and pre-registration Creating and maintaining a visitor profile Signing documents
Host
Managing schedules and lists of visits and visitors Pre-registering visits
Administrator
Making global settings Customizing the behavior of the tool and its user interface Plus: All the use cases of Receptionist
Intended audiences
Installers and administrators of VisMgmt The main user types of VisMgmt
How to use this documentation
Use the Search function in your help viewer to locate relevant content.
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Visitor Management V1.0.1
The system overview, installation and configuration sections are primarily
of interest to system administrators
The operation sections are primarily of interest to system users.
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System overview and topology
System overview and topology | en 7
Label Description 1 The Reception workstation, with enrollment reader and
other peripheral hardware.
2 The Visitor kiosk workstation, with browser in kiosk mode and peripheral
hardware.
3 The Host (the employee visited) workstation
4 Supported browser
5 The ACS server (BIS or AMS)
6 The database instance of the ACS server (This can be on a separate
computer).
The recommended system topology has the VisMgmt server on the same computer as
that of the main access control system, and its database on the same database
instance. The VisMgmt client is installed on those workstations that require
access to peripheral devices. The host workstation usually requires only
browser access to the VisMgmt server.
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3
3.1
3.1.1
Installing and uninstalling
Software and hardware requirements
Install VisMgmt server on the same computer as the main access control system:
the same software and hardware requirements apply. Server requirements The
server is the computer that runs the VisMgmt application.
Operating systems Windows 10, Windows Server 2016, Windows Server 2019
Database management systems
For AMS 3.. MS SQL Server 2017 and later For AMS 4. MS SQL Server 2019 and later For BIS 4.9 MS SQL Server 2019 and later Always use the same database instance as that of the ACS (the main access control system)
Supported browsers Google Chrome, Mozilla Firefox, Microsoft Edge (Chromium based) Use the most recent version of the browser for your Windows operating system.
Minimum monitor resolution (for using the application UI)
Full HD 1920×1080
Client requirements The client is the computer that runs the browser that connects to the VisMgmtserver, and also connects physically to the peripheral hardware: enrollment reader, web camera, signature scanner and document scanner. Although the peripheral devices are not strict requirements for installation, they are urgently recommended, as they greatly increase the efficiency of the visitor registration process.
Supported browsers Google Chrome, Mozilla Firefox, Microsoft Edge (Chromium based) Use the most recent version of the browser for your Windows operating system.
Minimum monitor resolution
Full HD 1920×1080
The main access control system
VisMgmt works with the following Bosch access control systems: Access
Management System (AMS) versions 3.0.1 and later BIS Access Engine (ACE)
versions 4.9 and later Complete and verify the installation of the main access
control system, according to its own installation guide, before proceeding
with the installation of VisMgmt .
3.1.2
A database instance to host the Visitor Manager database
The installation of the main access control system creates a database instance
which you can use to host the VisMgmtdatabase, dbVisitorManagement.
The default name of this instance varies, depending on the ACS For AMS the
name is ACE For BIS ACE the name is BIS_ACE
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3.1.3
A dedicated user for local database access
The user VMUser accesses the Visitor Manager database on behalf of the VisMgmt
application. The VisMgmt server installation program creates a Windows user
VMUser on the VisMgmt
server.
3.1.4
A dedicated user for remote database access
If VisMgmt is to use a database on a remote database server, create and
configure the VMUser user in Windows and on the SQL Server as described below.
IMPORTANT: Do not run the VisMgmt setup before completing this procedure.
1. On the remote database server create a Windows user with the following
settings: Username (case sensitive): VMUser Password: Set the password
according to the security policies that apply to all your
computers. Note it carefully as it will be required for the VisMgmt setup.
Member of group: Administrators User must change password at next logon: NO
User cannot change password: YES Password never expires: YES Logon as a
service: YES Account is disabled: NO (Add VMUser as a login to remote the
SQL Server) 1. Open SQL Management Studio 2. Connect to the remote SQL
instance 3. Go to Security > Login 4. Add the user VMUser with server role
sysadmin
Later, when you execute the VisMgmt setup on the VisMgmt server, you will
select the option for remote database server computer and enter the password
that you defined above for VMUser.
3.1.5
A dedicated user in the main access control system
1. In the main access control system, create a user that has the feature
unlimited API usage. For detailed instructions, see the chapter Assigning user
(operator) profiles in the operator manual of the main access control system.
2. If using BIS ACE, log onto the BIS classic or smart client once with this
user, in order to set the password.
3. Note the username and password carefully, because the VisMgmt installation
wizards will require them.
3.2
Installing the Server
Do not start the setup program until you have provided all the software requirements.
3.2.1
Running the server setup program
1. On the intended VisMgmt server, as Administrator, run
BoschVisitorManagementServer.exe.
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2. Click Next to accept the default installation package. 3. Accept the End
User License Agreement (EULA) and click Next. 4. Select the destination folder
for the installation. The default folder is recommended. On the SQL Server
configuration screen 5. Select whether you wish to create the database on the
local SQL server instance, that is
on the database instance on the VisMgmt server, or on a remote database server
computer. Note: If you choose a remote database server, the setup program
prompts for the
password of VMUser , the administrator user that you set up on the remote
database server (see section Software requirements). 6. Check and, if
necessary, modify the values for the following parameters:
SQL server
The name of the database server computer
SQL instance SQL user name
The name of the instance of the main ACS database. This is where the visitor
database is created. For AMS the name is ACE For BIS ACE the name is BIS_ACE
The name of an administrator user of the instance, typically sa
SQL password
The password of this administrator user.
7. Click Test connection to test whether the database instance can be reached
using the parameter values that you have entered. If the test fails, re-check
the parameters.
8. Click Next to continue On the ACS access configuration screen (where ACS
refers to the main access control
system, AMS or ACE) 9. Enter values for the following parameters:
ACS host name
The name of the computer where ACE is running
ACS user name
The name of the dedicated user of the ACS, with unlimited API usage. See section Software requirements.
ACS password
The password of this dedicated ACS user.
10. Click Next to continue On the Identity server configuration screen 11.
Select AMS identity server 12. Enter the URI of the BIS identity server.
HTTPS://
VisMgmt server. 15. After installation, reboot the computer.
3.2.2
Appsettings JSON file
A number of configuration parameters for the VisMgmt server are stored in the
following .JSON file:
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3.3
It is generally not necessary to change the default values, but it may be beneficial to adjust the following parameters in the Settings section of the file. If you do adjust parameters, make a backup copy of the file first. The backup will help you revert changes quickly if your changes cause a malfunction. Save your changes and restart the VisMgmt Windows service to put the changed parameters into effect. The name of the service is Bosch Visitor Management.
Parameter name PageSizeNumberOfVisit
MaximumUploadFileSizeBytes StartoverTimeoutAskSeconds
StartoverTimeoutResetSeconds
Default value 20
31457289 300
60
Description
The maximum number visit records that appear on the screen at one time. As the
user scrolls, each new page is filled with this number of records, loaded from
the database.
The maximum number of bytes that an uploaded file may contain.
The application waits this number of seconds if the user pauses during the
input of login information, then it prompts for input.
After prompting, the application waits this number of seconds before resetting
the login screen.
Installing the Client
The VisMgmt client can be installed on the server computer, but is usually
installed on a separate computer in the same network. If so, copy the HTTPS
certificate from the ACE server and install it on the separate computer also.
See Certificates for secure communication, page 12 below for instructions. The
client setup program installs connecting software for peripheral devices such
as enrollment readers and scanners. If such devices are not required, for
example for the host user, then browser access is enough to log in and run the
application.
3.3.1
Refer to Certificates for secure communication, page 12
Running the client setup program
1. On the intended VisMgmt client, as Administrator, run
BoschVisitorManagementClient.exe from the installation medium. The core
components are listed, that is, the client software and the software for the
usual peripheral devices. We recommend that you install all the listed
components, even if you do not currently have the hardware available.
2. Click Next to accept the default installation packages. On the Client
configuration screen 3. Enter the name of the VisMgmt server, and the port
number given on the screen (default
value 5706).
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4. Enter the number of the COM port, for example COM3, to which the
enrollment reader is connected. Verify this value in the Windows device
manager.
5. Click Next for a summary of the components to be installed. 6. Click
Install to start the installation. 7. Click Finish to finish the installation.
8. After installation, reboot the computer.
3.3.2
Certificates for secure communication
For secure communication between the VisMgmt client or server computer and the
main
access control system, copy the following certificate from the ACE server to
the VisMgmt
computers. Use an account with Windows administrator rights to install it.
The usual path to the certificate is: For AMS:
Access Management SystemCertificates Access Management System Internal CA
For BIS ACE:
3.3.3
Certificates for the Firefox browser
You may ignore this section if you are not using the Firefox browser.
The Firefox browser handles root certificates differently: Firefox does not
consult the Windows certificate store for trusted root certificates. Instead,
each browser profile maintains its own root certificate store. For more
details, refer to https://support.mozilla.org/en-US/kb/ setting-certificate-
authorities-firefox This webpage also offers instructions for forcing Firefox
to use the Windows certificate store for all users. Alternatively, you can
import the default certificates as described below. Note: You must import
the certificates for each user and Firefox profile. The VisMgmt server
certificate described below is the default certificate created by the
installation. If you have purchased your own certificate from a Certificate
Authority, then you can use that instead.
Importing certificates into the Firefox certificate store VisMgmt server: To
access the VisMgmt server from Firefox on the VisMgmt client, you can import
the following default certificate from the server: For AMS: <installation
drive>:Bosch Sicherheitssysteme
Access Management SystemCertificates Access Management System Internal CA
For BIS ACE:
Peripheral devices: To access a connected peripheral device, such as a
document or signature scanner, from Firefox on the VisMgmt client, you can use
the default certificate. You can find it on the client at the following
location: C:Program Files (x86)Bosch Sicherheitssysteme Bosch Visitor
Management ClientBoschAceVisitorManagementHardware CA.cer
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Procedure (repeat for each certificate and Firefox profile): Use the following procedure on the VisMgmt client computer to install the certificates you require: 1. Locate the certificate that you want to install. 2. Open Firefox browser and type about:preferences in the address bar. An options page opens. 3. In the Find in Options field, type certificate The View Certificates button appears on the page. 4. Click the View Certificates button. The Certificate Manager dialog opens with several tabs 5. Select the Authorities tab. 6. Click Import… A certificate selector dialog opens. 7. Select the certificate you located in step 1, and click Open. The Downloading Certificate dialog opens. 8. Select Trust this CA to identify websites and click OK. The Downloading Certificate dialog closes 9. In the Certificate Manager dialog, click OK. The certificate import procedure is finished.
3.3.4
3.4
Appsettings JSON file
A number of configuration parameters for the VisMgmt client are stored in the
following .JSON
file:
Bosch Visitor Managementappsettings.json
Bosch Visitor Managementappsettings.json
It is generally not necessary to change the default values, but it may be
beneficial to adjust the
following parameters in the AppSettings section of the file.
Save your changes and restart the VisMgmt Windows service to put the changed
parameters into effect. The name of the service is Bosch Ace Visitor
Management Client
Parameter name CorseOrigins
CardReaderPort
Example “https://my-vm-server:5706”
“com3”
Description
The address and port number of the Visitor Management server.
The COM port number to which the enrollment reader is connected.
Verifying server installation
From a computer in the same network, using one of the supported browsers, open
the following URL: https://
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3.5
Peripheral hardware
The following peripheral USB devices have been tested and approved for use
with Bosch Visitor Management at the time of writing. For a continually
updated list of compatible devices, consult the datasheet of the main access
control system.
Card enrollment reader Scanner for ID documents Signature scanner
LECTUS enroll 5000 MD ARH Combo, ARH Osmond signotec LITE, signotec Omega
3.5.1
Follow the manufacturer’s instructions to connect these devices to your
VisMgmt client computers. The client setup program installs the necessary
connecting software for communication with VisMgmt
Registering peripheral hardware with the client application.
To register peripheral hardware with the VisMgmt client, run the client setup
program on the client. For instructions see Running the client setup program,
page 11.
3.6
Refer to Running the client setup program, page 11
Uninstalling the software
To uninstall VisMgmt from the VisMgmt server or client: 1. With Windows
administrator rights, start the Windows program Add or remove
programs. 2. Select the Bosch Visitor Management program (server or client)
and click Uninstall. 3. (For the server only) Select whether you want to
remove the visitor management
database as well as the program. Note: The database contains records of all
the visits that were registered while the
program was in use. You may wish to archive the database or transfer it to
another VisMgmt installation. 4. Select whether you want to remove the VisMgmt
log files. 5. Complete the uninstallation in the usual way. 6. (Recommended)
Reboot the computer to ensure complete modification of the Windows registry.
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4
4.1
Configuration
Creating Visitor Management users in the ACS
Introduction Every Administrator, Receptionist or Host user of VisMgmt must be
a cardholder with a separate Operator definition in the ACS , that is, the
main access control system. These Operator definitions contain special VisMgmt
rights in the form of User profiles. See the online help in your ACS for
detailed information and instructions regarding User profiles. You must
define a separate Operator for each cardholder who works in Visitor
management. You cannot assign multiple cardholders to the same Operator.
Notice!
i
IT security and user accounts In accordance with best practices for IT security, we recommend that each Receptionist, Host
and Administrator user work under his own Windows account.
Creating User profiles for Visitor management 1. Log onto the main access
control system with administrator privileges. 2. Create one or more user
(operator) profiles for VisMgmt users.
Dialog path: Configuration > Operators and workstations > User profiles
Configuration Browser > Administration > ACE User profiles 3. Assign one of
the following user rights to these profiles. Administrator: Visitor
Management > Administrator Host: Visitor Management > Host Receptionist:
Visitor Management > Receptionist When you have created the user profiles that
you require for the various VisMgmt roles (Administrator, Receptionist, Host),
you can assign each profile to multiple Operators.
Assiging User profiles to ACS operators and cardholders Dialog path: Configuration > Operators and workstations > User rights Configuration Browser > Administration > Operators
1. Add a new operator type (Click
or
, depending on the ACS) and give it a name
that clearly relates to one of the VisMgmt roles (Administrator, Host or Receptionist). 2. On the tab General operator settings, select Operator ACE from the Authorization list.
3. On the tab ACE operator settings, use the arrow buttons to assign the ACE user profile
that you created above. Deassign the default profile UP-Administrator, except in the unlikely case that the
cardholder requires general administrator rights in the ACS.
4. Still on the tab ACE operator settings, use the Assign person pane to find the cardholder
in the system who is to have the VisMgmt role.
5. Click Assign person to complete the assignment to the selected cardholder.
You must define a separate Operator for each cardholder who works in Visitor
management. You cannot assign multiple cardholders to the same Operator.
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4.2 4.3
Creating Visitor authorizations and profiles in the ACS
Introduction The receptionist or administrator of the VisMgmt system selects
for each new visitor a Visitor type. This visitor type is based on a
predefined Person type called Visitor in the main access control system (ACS),
or on a subtype of Visitor that the administrators of the ACS have created.
These administrators must also configure the Person type Visitor and its
subtypes in the ACS with access profiles. The access profiles allow these
person types to operate real doors on the site.
Setting up the Receptionist computer
The receptionist’s computer runs the VisMgmt client software, which allows it
physical connections to peripheral devices for reading cards, scanning ID
documents and scanning signatures. Connect all required peripheral devices
before installing the client software. Make sure that the computer and its
peripheral devices are adequately protected from unauthorized access.
4.4
i
Setting up a kiosk computer for Visitors
Introduction Visitors typically register their visits, and create their own
profiles, at a computer that is freely accessible in the reception area of the
access-controlled site. For security reasons, the computer’s web browser runs
in kiosk mode, which allows access only to VisMgmt, and not to multiple tabs,
browser settings, or the computer’s operating system. All the supported
browsers offer kiosk mode, but its exact configuration depends on the browser.
The kiosk computer runs the VisMgmt client software, which allows it physical
connections to peripheral devices for scanning ID documents and signatures.
The URL for kiosk mode is https://
Configuring browsers for kiosk mode The following links describe the
configuration of kiosk mode for browsers supported by VisMgmt
Chrome
Instructions for setting up kiosk mode https://support.google.com/chrome/a/answer/9273974
Firefox
https://support.mozilla.org/en-US/kb/firefox-enterprise-kiosk-mode
Edge
https://docs.microsoft.com/en-us/deployedge/microsoft-edge-configure-kioskmode
Notice! For security reasons, always disable the browser option for saving passwords automatically.
4.5
Logging on for configuration tasks
For configuration and administration tasks, use a computer that is physically protected from unauthorized access.
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1. In your browser, enter the HTTPS address of the VisMgmt server followed by
a colon and the port number (default 5706)
https://
The Login screen appears
2. Log on as a VisMgmt Administrator user.
3. Click
to open the Settings menu.
4.6
Using the Settings menu for configuration
The Settings menu contains subsections that let you perform the following configuration steps:
General settings
Receptionist
Retention period (days): This setting governs the handling of visit records.
When the period elapses for the first time, the application
anonymizes the record. When the period elapses for the second time, the
application
deletes the record. Default value is 365. Set 0 to deactivate the retention
period completely. In this case visit records are retained indefinitely.
Document storage mode: Select whether documents are to be stored as paper or
digital files. Maximum number of visitors allowed on the site at one time.
Default value is 100. Set 0 to deactivate the visitor counters on the
dashboard completely. Document expiry period (days): Enter how long uploaded
documents, such as non-disclosure agreements (NDA) and Terms of Use, are to
remain valid. The period applies to both paper and digital files. After this
period, the documents are marked as expired in the visitor’s profile (clock
icon with a red dot). Default value is 365 Document expiry warning period
(days): Enter the length of the warning period before the expiry date. During
this warning period, documents are marked in the visitor’s profile (clock icon
with an orange dot). Before the warning period the clock icon has a green dot.
Select or clear the check boxes that govern whether the Bosch Supergraphic and
the Bosch logo appear in the dialogs. Click Preview to show the dialog page as
it would appear with these settings. See the next section for more details on
Preview mode. Languages: Select which languages are to be available in the
user interface, along with their preferred date and time formats.
This settings screen contains 2 check boxes for each of the data fields in the
receptionist’s visitor registration dialogs.
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4.6.1 4.6.2
Host Visitor
Clear or select the first check box to govern whether the data field is
visible at all the registration dialogs.
Clear or select the second check box (marked with an asterisk) to govern
whether the data field is mandatory.
Customize the default header texts in the data-collection dialogs. For more
details, see Customizing the UI, page 18 below.
Special option: Enable check-in/check-out without card If visitors have close
escorts, or are restricted to public spaces, individual cards for visitors may
be unnecessary. For such cases there exists the option of checking visitors in
and out without cards. For security reasons this option is disabled by
default. Select the check box to enable it: Note: if the option is enabled
then any Visitor who self-registers at
the kiosk computer automatically approves and checks in their own visit at the
same moment. See the Operation chapter Checking in and out without card,
page 28 of this document for details on how a Receptionist user processes
visitors without cards.
The settings for the Host and Visitor users remain read-only until you have
edited and saved the settings for Receptionist. Fields that you mark as not
visible in the Receptionist settings are automatically set not visible for
Host and Visitor. After that, the configuration procedure is identical.
Refer to Assigning and deassigning cards, page 26 Customizing the UI, page
18
Preview mode
Certain sets of options provide a Preview button that activates preview mode,
to let you to see the dialogs as they would appear when those options are set.
In preview mode, the following conditions apply: A banner appears at the top
of the dashboard.
Changes made in the dashboard or menus are not saved. Click Close preview
mode within the banner to close preview mode Use the Change role list within
the banner to preview the appearance of the interface for
the different user types: Receptionist, Host, Visitor.
Customizing the UI
Customize the user interface in the Dashboard > Settings dialogs,
Setting options visible, invisible and mandatory Select which data fields will
be visible in the dialogs, and which of those data are mandatory. Example:
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(1) is visible and mandatory, (2) is visible but not mandatory (3) is
not visible.
Customizing UI texts for localization You can easily customize the texts of
the user interface on a per-language basis. By default, localization text
contains the standard headers for blocks of data fields in the data collection
dialogs. To customize these headers to local requirements: 1. Select a UI
language from the list. 2. Overwrite the texts in the text box.
You may use HTML tags for simple formatting, for example: this text will
appear bold italics underline
4.6.3
4.7
4.8
Customizing kiosk mode If your site lacks one or more peripheral hardware
devices, for example a document scanner, you can customize the visitor’s self-
registration process in kiosk mode by clearing the check boxes for the
corresponding registration steps.
Document templates
Upload templates for various documents in the Dashboard > Settings > General
dialog.
Firewall settings
Add Visitor Management to the firewall configuration of server and client
computers: 1. Start the Windows Firewall click Start > Control Panel >
Windows-Firewall 2. Select Advanced settings 3. Select Inbound Rules 4. In the
Actions pane, select New Rule… 5. In the Rule Type dialog, select Port and
click Next > 6. On the next page, select TCP and Specific local ports 7.
Allow communication through the following ports: Server [Server name]:44333
– used by the AMS Identity Server [Server name]:5706 – used by the VisMgmt
Server Client localhost:5707 – used by the VisMgmt Client
Network security
The security of an organization’s access control systems is a critical part of
its infrastructure. Bosch advises strict adherence to the IT-security
guidelines prescribed for the country of installation. The organization that
operates the access control system is basically responsible for at least the
following:
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4.9
Hardware responsibilities The prevention of unauthorized physical access to
network components, such as RJ45
connections. Attackers need physical access in order to carry out man-in-
the-middle attacks. The prevention of unauthorized physical access to the
AMC2 controller hardware. Use of a dedicated network for access control.
Attackers can gain access via other devices within the same network. The use
of secure credentials such as DESFire with Bosch code and multi-factor
authentication with biometry. Providing a failover mechanism and a backup
power supply for the access control system. The tracking and disabling of
credentials claimed to have been lost or misplaced. The proper
decommissioning of hardware that is no longer in use, in particular its reset
to factory defaults, and the deletion of personal data and security
information.
Software responsibilities The proper maintenance, update and functioning of
the access control network’s firewall. The monitoring of alarms that
indicate when hardware components, such as card readers
or AMC2 controllers, go offline. These alarms may indicate an attempt to
swap hardware components. The monitoring of tamper-detection alarms
triggered by electric contacts in access control hardware, for example,
controllers, readers and cabinets. The limiting of UDP broadcasts within the
dedicated network. Updates, especially security updates and patches, to the
access control software. Updates, especially security updates and patches,
to the hardware’s firmware. Note that even recently delivered hardware may
require a firmware update. See the
hardware manual for instructions. Bosch assumes no liability for damages
caused by products put into operation with
outdated firmware. The use of OSDPv2 secure-channel communication. The use
of strong password phrases. The enforcement of the Principle of least
privilege to ensure that individual users have
access only to those resources that they require for their legitimate purpose.
Backing up the system
VisMgmt is an auxiliary web application for a main access control system.
Consult the documentation for the main access control system regarding the
backup of system databases.
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5
5.1
5.2
Operation
Overview of user roles
User type Receptionist
Visitor Host Administrator
Use cases
Registering new visits and visitors Approving and declining visits
Blacklisting visitors Assigning and deassigning visitor cards Managing
associated documents Monitoring the number of visitors on site
Self-registration and pre-registration Creating and maintaining a visitor
profile Signing documents
Managing schedules and lists of visits and visitors Pre-registering visits
Making global settings Customizing the behavior of the tool and its user
interface Plus: All the use cases of Receptionist
Using the dashboard
The dashboard is the home screen – a central dialog that leads to all other
dialogs. Overview and quick filters The top of the dashboard contains a quick
overview of the day’s visits. This enables the user easily to monitor the
number of visitors on site.
Visitors expected today: % Visitors checked in: %
Visitors still to check out today
5.2.1
Click any of the headers to filter the visits table according to the meaning
of the header. For example, click Visitors checked in to see only those
visitors to whom a card is assigned. The value for
The visits table
Each row in the table represents an appointment for a visit. You can sort
the table by any of its columns by clicking the column header. You can add
new visits to the table You can process visits and visitor details by
clicking the action buttons
Approve visit Decline visit Assign cards to the visitor Edit visit and
visitor details The horizontal tool bar has the following functions:
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Label N entries Search
Function The total number N of visits (each visit is a row in the table).
Search for arbitrary text among the visits in the table
Show the visits that were added most recently to the table.
Open a dialog for selecting filter criteria
Reset the table to its default view, and revert all filters.
Deassign card
Open a dialog for deassigning assigned cards using a connected enrollment
reader.
Open a dialog for creating a new visit entry in the table
5.2.2
Table columns and actions
Columns
Column Status
Value
Visit expected
Description An icon reflecting the status of the visit
Visit approved
Visit declined
Card assigned
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Value
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Visit ended (Visitor no longer holds cards, and has left the premises)
Name
Visitor’s name as a hyperlink Click the hyperlink to view the details of the visitor and their current visit.
Exp. arrival Date and time
The expected date and time of the visitor’s arrival
Exp. departure
Date and time
The expected date and time of the visitor’s departure
Checked in Date and time
The date and time of the assignment of the first card to the visitor.
Checked out Date and time
The date and time of the deassignment of the last card from the visitor.
Card numbers Numeric
The numbers of the cards assigned to this visitor.
Actions Actions Icon
Icons
See separate table below
Function
Approve the visit. NOTE: It is not possible to assign a card to visitors on
the blacklist. First remove the visitor from the blacklist, or exempt them
temporarily. See Adding, removing and exempting from the blacklist, page 26
Decline the visit. This button is deactivated after the visitor has checked
in, that is, when they already have a card.
Assign one or more cards to the visitor
Edit the visit event and/or the visitors credentials
5.3
Receptionist
5.3.1
Logging onto the Receptionist role
1. In your browser, open https://
Consult your system administrator if you do not have an account. 3. Enter the
password.
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5.3.2 5.3.3
Searching and filtering visits
On the VisMgmt dashboard, in the toolbar above the visits table.
Search To search names and hosts, enter alphanumeric text in the search box,
and press Return.
Filtering To see the visits that are closest to the current time, click
Latest To construct a complex filter from visit status, dates of check-in
and check-out, and card
numbers, click Filter. Enter the desired filter criteria in the popup dialog
Click Apply
The system reduces the visits table to only those visit appointments that meet
the filter criteria. To delete all filter criteria click Reset
Registering visits
Introduction A receptionist has two basic scenarios for registering visits:
A: When a visitor uses the visitor kiosk to create their own visitor ID and
upload
documents, the receptionist needs only complete any required information and
signatures that are still missing, and assign a card to the visitor. B: When
a visitor bypasses the visitor kiosk and approaches the reception desk
directly, the receptionist can register the visit from scratch: collect the
required information, collect signatures for required documents, and assign a
card to the visitor. Scenario A is a subset of scenario B, so the complete
scenario B is described here. The use of kiosk mode by a visitor is described
in its own section. See Introduction to Kiosk mode, page 31.
Procedure On the VisMgmt dashboard, in the toolbar above the visits table.
1. Click
to add a visit appointment to the visits table.
2. On the Personal Data dialog, enter the data that your site requires from visitors.
Mandatory fields are marked with an asterisk (*).
You can enter data manually, but more quickly and accurately through a document
scanner, if available at the receptionist’s workstation. See Peripheral hardware, page 14
for details on the supported peripheral devices.
General information
Locate and load an entire visitor profile created on a previous visit. To locate profiles
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click the
(search) icon, located at the Last name* field.
When a visitor profile is created, it receives a unique alphanumeric code that the
visitor should carefully save, in order to accelerate the registration process for future
visits.
Else, enter data by hand.
ID photos
Upload a photo from the file system.
Capture photos of the visitor from a connected web camera.
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5.3.4
Identity documents Click Scan document to read data from a document
scanner (if available) and automatically complete the relevant data fields in
the dialog. Else, enter text by hand, if your system does not have a
document scanner.
Legal documents Load the documents that the visitor signed electronically
at the kiosk. If your system does not have a visitor kiosk, print out and
file (with the visitor’s signature) the required PDF documents stored on the
file system.
3. Click Next to proceed to the Visits dialog. 4. On the Visits dialog, in
the Current visit pane, enter the data that your site requires.
Mandatory fields are marked with an asterisk (*). Select a Visitor type.
This is either Visitor (default) or a customized subclass of Visitor, defined
as a Person type in the main access control system. Select under Host the
name of the employee to be visited. Note that you can select only
cardholders of the main access control system. A tooltip displays the
person’s email address as an aid to identification. If the visitor requires
an escort through the premises, select the name of the escorting employee
under Escort. Note that you can select only cardholders of the main access
control system. A tooltip displays the person’s email address as an aid to
identification. If the visitor requires extra time to pass through a door,
select the checkbox Extended door opening time 5. Click Save. Note that you
will not be able to save the data until you have completed all mandatory
fields.
Refer to Peripheral hardware, page 14
Approving and declining visitors
It is necessary to approve a visit before you can assign cards to a visitor.
There are two places to approve or decline a visit: in the visits table on
the dashboard in the visit editor
In the visits table:
Approve: In the visits table, select a line from the table and click
. After a
confirmation popup, the icon turns gray to show that the visit is approved.
Decline: In the visits table, select a line from the table and click
. After a
confirmation popup the Approve icon is restored to blue, to show that the visit still needs
to be approved.
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5.3.5
1. On the dashboard, in the visits table, select a line from the table and click
to
edit the visit.
2. On the Personal Data dialog, click Next.
3. On the Visits dialog, click the Approve or the Decline button.
4. Confirm your action in the popup window.
Adding, removing and exempting from the blacklist
Visitors that are not welcome on site can be put on a blacklist. As long as a
visitor is on the blacklist, you cannot assign a card to that person. You may
remove the visitor from the blacklist at any time, or grant a temporary
exemption, in order to assign a card.
Blacklisting
1. On the dashboard, in the visits table, select a line from the table and click
to
edit a visit.
2. On the Personal Data dialog, click Blacklist.
3. In the popup window, confirm that you really want to blacklist this person.
4. In the next popup window, enter a reason for blacklisting, and confirm.
A banner Blacklisted appears in the visit editor,
Two buttons appear under the banner: one for removing the visitor from the
blacklist, and one for granting a temporary exemption.
In the visits table the name of every blacklisted visitor appears with a
warning triangle.
For example:
Removing and exempting 1. On the dashboard, in the visits table, select a line
from the table where the visitor is
marked as blacklisted, and click
to edit the visit.
2. On the Personal Data dialog, click one of the following:
Remove to remove the visitor permanently from the blacklist.
Exempt to keep the visitor on the blacklist but allow the assignment of a card for this
visit only.
3. Confirm your action in the popup window.
5.3.6
Assigning and deassigning cards
Introduction Assign a visitor card to every visitor whom you allow onto the
premises. You can assign multiple cards to a single visitor if required. The
Checked-in time of a visit is the time of the assignment of the first card.
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The Checked-out time of a visit is the time of the deassignment of the last
card that is still assigned to the visitor.
The receptionist can assign and deassign cards easily from the dashboard, if
an enrollment card reader is connected to the receptionist’s computer.
Nevertheless the visit editor provides a way of assigning card numbers, if no
such reader is available.
Notice!
i
Blacklisted persons cannot receive cards It is not possible to assign cards to visitors who are on the blacklist. Remove the visitor from
the blacklist, or create a temporary exemption for the visitor, before attempting to assign a
card.
Assigning a card from the dashboard (requires an enrollment reader) 1. Have a physical visitor card ready to present to the enrollment reader. 2. In the visits table, approve the visit. See Approving and declining visitors, page 25
3. Select the row of the visit and click 4. Follow the instructions in the
popup for use of the enrollment reader.
Deassigning a card from the dashboard (requires an enrollment reader) 1.
Collect the physical card from the visitor, and have it ready to present to
the enrollment
reader. 2. In the toolbar click Deassign card. 3. Follow the instructions in
the popup for use of the enrollment reader.
Assigning a card in the visit editor
1. On the dashboard, in the visits table, select a row in the table and click
to edit
that visit.
2. On the Personal data dialog, click Next
3. On the Visits dialog, if the visit has not yet been approved, click Approve.
4. If you have an enrollment reader connected, click Read card and follow the instructions
in the popup for use of the enrollment reader.
Otherwise:
Click Show free cards to display a list of the visitor cards that are still available.
Alternatively, if you have unsorted physical cards with printed numbers, select any card
and use the Search tool to find its number quickly in the list.
Click
next to a card number to assign that card to the current visitor.
Repeat the last steps to assign further cards, if required.
5. Click Save to save the current visit with the card assignments.
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1. On the dashboard, in the visits table, select a row in the table and click
that visit.
2. On the Personal data dialog, click Next
to edit
3. On the Visits dialog, in the Visitor cards pane, click
next to the card that you want
to deassign, and confirm your action in the popup window.
Repeat this step until you have deassigned all the cards that you want to deassign.
4. Click Save to save the current visit with the card assignments.
5. When you deassign the last card assigned to the visitor, the system records this date and
time as the check-out time of the visitor.
5.3.7
In the visits table, the status of this visit record becomes
Refer to Using the Settings menu for configuration, page 17 Registering
visits, page 24 Approving and declining visitors, page 25
Checking in and out without card
Introduction If visitors have close escorts, or are restricted to public
spaces, then individual cards for visitors may be unnecessary. For such cases
there exists the option of checking visitors in and out without cards. For
security reasons this option is disabled by default.
Prerequisite. Your system administrator has enabled the special option Check-
in/check-out without card in the dialog Settings > Receptionist > Visits. See
the configuration chapter Using the Settings menu for configuration, page 17
for instructions.
Process When the option is enabled the following occur: Any visitor who
self-registers at the kiosk computer automatically approves the visit and
checks in at the same time. The system sets the check-in date and time to
the moment of registration. The toggle button Check-in/out without card
appears in the visit editor and the
dashboard for the same visit.
Procedure: Checking a visitor in without card If a visitor cannot register
himself at the kiosk, but is to check in without a card: 1. register the visit
manually, as described in the chapter Registering visits, page 24
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5.3.8
i
2. On the dashboard, in the visits table, click the visitor’s name in the
table or click to edit that visit.
3. On the Personal data dialog, click Next 4. On the Visits dialog, in the
Visitor cards pane, click Check-in without card
Procedure: Checking a visitor out without card If a visitor without card
leaves the premises:
1. On the dashboard, in the visits table, click the visitor’s name in the
table or click to edit that visit.
2. On the Personal data dialog, click Next 3. On the Visits dialog, in the
Visitor cards pane, click Check-out without card
Refer to Registering visits, page 24
Maintaining visitor profiles
The system keeps visitor profiles until the visitors themselves, receptionists
or administrators delete them. After a retention period defined in the system
settings (default value 12 months) the system deletes records of the visit.
When a visitor or receptionist creates a new visitor profile, the profile
receives a unique alphanumeric code. Visitors can log in with this code at the
visitor kiosk, and so gain access to maintain their own profiles.
Notice! Protect visitor IDs Protect visitor IDs carefully from unauthorized
access, as they provide access to personal data.
5.3.9
Viewing visit records
5.4
1. On the dashboard, in the visits table, select a row in the table and click
that visit.
2. On the Personal Data dialog, click Next 3. On the Current visit dialog,
click Show all visits
The Current visit dialog shows a list of previous visits.
to edit
Host
Hosts are employees who receive visits. They can register their own
appointments, and browse the system for details of visitors and records of
their visits: past, present and future.
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5.4.1
Logging onto the Host role
1. In your browser, open https://
Consult your system administrator if you do not have an account. 3. Enter the
password. 4. Click Login.
5.4.2
Searching and filtering
The toolbar for the Host dashboard contains the following functions:
Label
Function The total number N of visits (each visit is a row in the table).
N entries
Search for arbitrary text among the visits in the table
Search
Show the visits that were added most recently to the table.
Open a dialog for selecting filter criteria
Reset the table to its default view, and revert all filters.
Open a dialog for creating a new visit entry in the table
Search To search names and hosts, enter alphanumeric text in the search box,
and press Return.
Filtering To see the visits that are closest to the current time, click
Latest To construct a complex filter from visit status, dates of check-in
and check-out, and card
numbers, click Filter. Enter the desired filter criteria in the popup dialog
Click Apply
The system reduces the visits table to only those visit appointments that meet
the filter criteria. To delete all filter criteria click Reset
5.4.3
Registering visits
To register a visit appointment from a first-time visitor:
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1. Click
to add a row to the visits table
2. On the Personal Data dialog, in the General information section, enter the personal data
that your site requires from visitors.
3. In the Visit details section, enter the required details, typically the expected arrival and
departure times, plus a reason for the visit.
4. Click Save to save the visit appointment.
The visit appears on the dashboard as a line in the visits table.
5.4.4
Copying visit appointments
To schedule a further appointment with the same visitor 1. On the VisMgmt
dashboard, find an existing appointment with the same visitor in the
visits table.
2. Click the smaller
icon at the end of the row.
3. On the Personal Data dialog, in the Visit details section, enter the required details,
typically the expected arrival and departure times, plus a reason for the visit.
4. Click Save to save the visit appointment.
The visit appears on the dashboard as a line in the visits table.
5.5
Visitor
Visitors can use the system in kiosk mode on the premises to create their own
visitor profiles, and sign required documents before proceeding to reception
to collect their visitor cards.
5.5.1
Introduction to Kiosk mode
Visitors typically register their visits, and create their own profiles, at a
computer that is freely accessible in the reception area of the access-
controlled site. For security reasons, the computer’s web browser runs in
kiosk mode, which allows access only to VisMgmt, and not to multiple tabs,
browser settings, or the computer’s operating system. All the supported
browsers offer kiosk mode, but its exact configuration depends on the browser.
The kiosk computer runs the VisMgmt client software, which allows it physical
connections to peripheral devices for scanning ID documents and signatures.
The URL for kiosk mode is https://
5.5.2
Creating a visitor profile: Self check-in
First time visitors Note that the exact procedure depends on what peripheral
devices, such as document and signature scanners, and photo cameras, are
available to the kiosk computer. 1. At the welcome screen on the kiosk
computer, click Continue without visitor ID. 2. On the next screen, click Self
check-in. 3. On the next screen, select Scan document.
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4. Follow the instructions on screen for site-specific requirements, such as:
scanning ID documents, signing any other legal documents required,
capturing a photograph. 5. The system displays the collected information for
you to correct and complete. 6. The system asks whether you require special
access authorizations, and communicates
this to the reception desk, if required. 7. At the end of the check-in
process, the screen displays a unique visitor ID.
Take this ID to the reception desk to receive your visitor card.
Notice!
i
Your unique visitor ID Carefully note your visitor ID, and protect it from unauthorized use. It gives access to your
visitor profile. You can use it to log on at the kiosk computer and so expedite your next check-
in.
Repeat visitors 1. Log on at the kiosk with your unique visitor ID. 2. The
system displays the collected information for you to correct and complete, if
required. 3. Proceed to the reception desk to collect your visitor card.
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