Visitor C2 User Guide and Technical Manual- Sep 2021

Visitor C2 User Guide

The Renaissant Visitor C2 User Guide and Technical Manual

Getting Started and Administrative Functions

 

Initial Account Setup:

  1. Welcome to Renaissant! Once an organization decides to use Renaissant Visitor C2, Renaissant will seed (import) all of the organization’s users using a .csv or .xlsx that is provided to Renaissant. From that point, any additional users that need to be added can be added by administrators on an individual basis via the process below.
  2. Organization administrators will be provided with a username, password, and preconfigured affiliations to access the Renaissant Portal.
  3. Administrators will then send the following email with a username, password, and preconfigured affiliations to access the Renaissant Portal.

 

 

  1. The application is located at the following URL: app.intelaegis.com/solutions/Account/LogOn?ReturnUrl=%2Fsolutions%2F
  2. On the email, click the “Here” link to access the portal
  3. The link will bring users to the Renaissant Portal Sign in Page. Once here, the user can enter his/her new username and password that they have created or that has been provided
  4. The user is now logged in

Signing In:

  1. Navigate the internet browser to the Renaissant Portal Sign in Page at: intelaegis.com/solutions/Account/LogOn?ReturnUrl=%2Fsolutions%2F

  1. Enter username and password into the proper fields
  2. Click on “Forgot username/password” at the bottom right of the Sign In screen if the user forgot his/her information
  3. Users will be prompted to enter their email address tied to their user account
  4. Enter the email address tied to the user account and click, “Request Password”
  5. Users will be sent the following email with a link to reset their password. Click, “Here”

 

  1. Users will be directed to the Change Password He/she should follow the prompts and enter their desired password and re-type it to confirm
  2. Once the password is confirmed, click “sign-in” and sign in using the above instructions. Administrators also can change users’ passwords by following this process:
    1. User Profiles --> Click on the Desired User --> Click the Login Tab --> Click More --> Change Password

 

Dashboard Navigation

  1. Upon signing in, users will be brought to the home screen, which we call, the “Dashboard”.

  1. The Dashboard will come pre-loaded with all widgets (buttons) tied to a user’s role and permissions within the Renaissant Platform. Therefore, not all Dashboards will look the same. In the picture above the “Visitors” widget is circled. These will be the most frequently used widget for running the Visitor C2 Application.

  1. See below for an explanation of the icons on the Dashboard
  2. To best set up a Visitor C2 personal working environment, the workspace is configured in the following order:

The Profile Manager button indicates what user profile or account is currently signed in. It also allows users to change personal account information, adjust profile settings, change passwords, or sign out of the current profile.

The Organization/Tenant Display Field shows the organization under which a user currently signed in. For most users this will always be the same Organization. If a user is an administrator, or work in multiple sites, he/she may be affiliated with more than one Organization.

The Organization/Tenant Selector are three dots that allow users to scroll through and browse all organizations with which they have affiliations (Examples are Charter Steel-Saukville, Cleveland, and/or Fostoria). If a role is only associated with one organization, the user will only have one option in this field.

The Menu is located on the left side of the screen and has three buttons: Loading Dock, Information, and Admin from which users can set personal and global settings.

The Platform Widgets allow users entry into the specific platform they wish to work inside.

The Home Buttons show a house icon and the Renaissant logo. If users click on either of these icons they will be navigated back to the Dashboard.

The Profile Manager

  1. The Profile Manager menu is located in the top right corner of the Dashboard.

 

 

  1. My Profile- This is the lookup that allows users to enter/edit any personal information, login information, affiliations, consents and credentials, and their medical action plan if applicable.

 

  1. User Settings- This allows users to specify how many values users prefer to be listed any time there is a list view. It also allows users to set a default language for their profile

 

  1. Change Password- This screen simply allows users to change their passwords for their current profile. Password requirements are outlined on the page.

 

  1. Sign Out- Users go here to sign out of their current profile

The Organizational/Tenant Display Field and Selector

  1. These fields are located at the top left of the Dashboard. Note that most users will only see one Organization because they are only affiliated with one.

 

  1. If users select browse organizations at the bottom of the lookup values, they will be taken to the “User Affiliations” page from which they can select the organization under which they wish to work.

 

 

The Menu (Business and Enterprise Support Package Administrators Only)

  1. Admin Button
    1. On the Dashboard, locate the “Admin” button on the menu.
    2. Hover the mouse over the button and users will be provided a menu consisting of “User Management”, “Global Settings”, and “Notifications”.

  1. The User Management option consists of “Manage Roles”
    1. Manage Roles- This area lists all of the organization’s roles, and allows administrators to add and delete roles within an organization. This permission will only be available to customers that have the authority to customize their Role configurations. If an organization does not have this permission, the Renaissant Account Manager can make changes for you.

  1. Manage Global Settings- Within “Manage Global Settings” are two tabs at the top of the screen.
  2. Global Settings- For administrators of customers that can change their own configurations: This tab allows users to simply check or uncheck any setting that they wish to allow or disallow on all of the users’ portals. Examples are the kiosk displaying a company logo or not, the kiosk playing a ding sound when it receives notifications, and setting the arrival window increment for load appointment times. Once a setting is saved in this tab, it will be set across that entire organization and its sub-tenants.

  1. MIS Log Sync- This page is a live log sheet of all of the synchronizations that Visitor C2 has had with an organization’s databases and SFTP files. It logs every transaction that comes though and provides information that allows auditing such as: who created each transaction, the user who last modified the transaction, and the date/time of last modification.
  2. Received Notifications- This button allows users to look at a live, automatic log of every notification SMS text message that was sent by the application to any user, and what that message said.

 

It provides a chronological list of every status update for record keeping and auditing purposes.

  1. Information Button- The Information Button consists of “Manage Organizatons”, “User Profiles”, “Manage Lookups”, and “Manage Appointments” buttons.

  1. Manage Organizations- This menu option allows administrators to add and manage organizations and sub-organizations within a parent company. For example: If a user works for XYZ Manufacturing-Baltimore, at Loading Dock C, the organizational hierarchy is:

 

Parent Organization/Tenant → XYZ Manufacturing

Sub-Organization/Tenant → Baltimore

Sub-Organization/Tenant One level below → Loading Dock C

Within this button, users also have the option to Add/Edit an Organization. See below for specification fields. Note that only customers that have access to configurations will be able to edit their own Organization. If the customer does not have such access, their Renaissant Account Manager will make any necessary changes.

  1. User Profiles- In this window, users can be added. Before a visitor can schedule an appointment, they must first be added as a user. These users can be new employees or even external personnel such as truck drivers or contractors. From this screen users will have the ability to affiliate the users to an organization and grant roles within each.

Users also have the option to Print a Badge (for visitor purposes), Send Invitation (that will send a signup email to the new user with their login information inside), and Send Appointment (if they want to create an appointment invite and email it to the user).

  1. If a user is created within User Profiles and is unaffiliated with an Organization, this is an Orphaned User. To find Orphaned Users, follow these steps:
    1. The new user will not be searchable using the search bar in the top right since it is unaffiliated
    2. Search for the new user by checking the Orphans Created by Me box within the search dropdown menu
    3. The unaffiliated user will appear
    4. Click on the user and affiliate them with an organization using the steps delineated below
    5. Affiliate Users- This tab allows users to get affiliated with the organizations in which they are associated.
      1. Click on the user needing affiliations

  1. Users will be prompted to affiliate the user with an organization

  1. Click on the Affiliations tab → Assign Affiliation and choose the Role and organization with which the user will be affiliated. Click Add.

  1. Manage Lookups- For customers with the Business or Enterprise Support Packages, the Manage Lookups button allows an administrator to view and create/edit/delete lookup values, also known as drop down menu options. The administrator gets to choose the code, name, lookup category (such as COVID questions, or hours of operation), the parent value, make the new value a parent to other lookups, and the sort order in which the lookup will appear when searching. Remember to always check Active to make the lookup show up in searches.

The Manage Lookups button allows users to control and set lookup values anywhere on Visitor C2 that a drop-down menu exists for the organization.


  1. Manage Appointments- This button allows users to add and cancel visitor appointments. Users also can send appointment confirmation emails to the appointment attendees.

 

Google Calendar Sync

Renaissant provides users with the ability to sync their Renaissant appointments with their Google calendars. To do so, follow the steps below:

1.     Access or create the Google calendar user account:

2.     Share user calendar with “intelaegis.calendar@gmail.com”.



  1. The Renaissant inbox for “intelaegis.calendar@gmail.com” will then receive an email to add the new Gmail user account and the user’s Gmail account will be synced.
    1. In the example below, clevelandschool170487@gmail.com is the user’s Gmail account.

Note: Once the above steps are completed, Renaissant will receive your request for Google Calendar Sync and approve the request. Users will then be notified via email upon approval and will be granted the ability to sync calendars.

  1. Once synced, follow the below steps to make appointments in Outlook:
    1. Click the calendar button in bottom left of Outlook window
    2. Click New Appointment or New Meeting
    3. Click Invite Attendee
    4. Enter the synced gmail address as an attendee
    5. Title will be the title in Renaissant
    6. Appointment will show up in the user’s Google Calendar and in Renaissant:
      1. Information → Manage Appointments
  1. Follow the below steps to make an appointment in Google Calendar:
    1. Click Create in top left
    2. Select Event
    3. Fill out Title and add the synced Gmail Address in the Add Guest list
    4. Appointment will show up in the user’s Google Calendar and in Renaissant:
      1. Information Manage Appointments

 

The Analytics Button

This button allows users to access custom-built reports about their Organizations’ appointments. Upon Visitor C2 subscription, Renaissant will work with its customers to build out the reports that matter to their businesses based on appointment history, time increments, and trends.

To filter the report by specific details such as date, time, or names of attendees, click the blue filter button followed by save.

 

Manage Appointments

To create a new appointment:

  1. Click Add
  2. Details Tab
    1. Enter the meeting information according to the prompts.

  1. Click Save:
    1. To save the appointment’s information, but continue working on this appointment.
  2. Click Save & New:
    1. To save the appointment and return to the previous screen.

  1. Attendees Tab
    1. Allows users to add required and optional attendees to the scheduled appointment, as well as remove attendees.
    2. Also allows users to send appointment emails to the attendees.

Once the user clicks the “Send Appointment” button, all checked meeting attendees will receive a confirmation email with their appointment details on it.

 

 

 

  1. Personal Credentials Tab
    1. Allows users to view attendees’ profiles information.

The Appointment Board

This screen is the main page users see when they enter Manage Appointments. It allows users to view a list of scheduled appointments for their organization, along with the appointments associated details.

  1. Appointment Details
    1. Title
    2. Start Date and Time
    3. End Date and Time
    4. Status
    5. Location
    6. Whether or not it is recurring
    7. Any Notes
    8. Attendees Personal Credentials
    9. The Sub-Tenant in which the appointment is scheduled

 

The Visitors Widget

Let’s now talk about the main functionality within Visitor C2.

Click on the Visitors Widget on the Dashboard.

  1. Once inside of the widget, employees will see the Visitor Board. This is the main screen that displays all visitors coming into, and already checked into, an organization. See below for descriptions of the page’s features.

  1. The Visitor Board is the main screen that most employees will use on a daily basis to create and manage visitor appointments.
  2. A Visitor is any person outside of the organization, who is not a contractor, and who is on site for any amount of time.
  3. The Configurable Visitor Board Headers are the column headers that display every piece of information about the visitors’ reason for coming onto the work premises. These headers are able to be moved left or right and dropped anywhere like columns in spreadsheets. This allows users to ability to customize their Visitor Boards to a view that is most useful to them.
  4. The Export to Spreadsheet Button allows users to convert their Visitor Boards to a spreadsheet and export the data to a local file.
  5. The Number of Items Listed Per Page icon displays how many visitors are listed on a single screen view. These are customizable from 10 up to 50 on a single page.
  6. The Next/Previous Page Buttons allow users to switch from page to page if there are above 50 loads inside the Visitor Board.

 

  1. The Visitor Board displays all visitors associated with the current organization in chronological order.

Configurable Visitor Board Headers’ Definitions

  1. Visitor Name- This is person who is visiting the premises.
  2. Status- This tells the user the visitor’s status from one of the following:
    1. Scheduled
    2. Complete
    3. Cancelled
    4. In Progress, if the appointment is In Progress the Status field will display:
      1. Checked In
      2. Checked Out
    5. Created On- This shows the user the date and time that the appointment was created.
    6. Purpose- This displays the visitor’s general reason for being on the premises: Meeting or Other.
    7. Meeting With- This shows with whom the visitor has an appointment within the organization.
    8. Role- This displays the visitor’s role in the organization (usually just visitor).
    9. Reason- This field displays if any more in-depth explanation that the visitor may want to provide regarding the topic of his/her meeting.
    10. Check In- This provides users to the date and time that the visitor checked in for the appointment.
    11. Check Out- This provides users the date and time the visitor checked out of the appointment.
    12. Student Picked Up- (for School and Youth Program Customers Only) This provides users with the date and time that the student was picked up from the premises by a guardian.
    13. Coronavirus Questionnaire- This field either displays Yes: the visitor has completed the Coronavirus Questionnaire (if required by the organization), or No: The visitor has not completed the Coronavirus Questionnaire.

 

View Visitor

  1. Next, click on one of the visitors in the Visitor Board.
  2. From here users are able to view and manage current visitor appointments.

  1. From the View Visitor screen a user is able to Checkout visitors, print badges, and view visitor’s profile information.
  2. Any required credentials will also be displayed on this page.
    1. Examples are:
      1. Allowed on Premises
      2. Background Check Completed
      3. Is on the Sex Offender registry (Y/N)
  1. If an organization requires visitor badges be worn while on the premises:
    1. Click Print Badge at the top left of the View Visitor Screen
    2. Click Print

  1. The Visitor Badge that appears will have all necessary appointment details, such as:
    1. Visitor Name
    2. Affiliation ID #
    3. Photo
    4. Date
    5. Time
    6. Meeting QR Code
  2. From View Visitor Screen users also have ability to view the responses to the visitor’s Coronavirus Questionnaire.
    1. Click the green virus icon in the top right of the screen.

 

Appointment History

At the bottom of the View Visitor page is the visitor’s appointment history. This logs the details of each of the visitor’s appointments in reach only format. This adds an easy audit trail and provides business intelligence for analysis an Organization desires.

Appointment History logs:

  1. Serial # of appointment- automatically generated by the Visitor C2 platform in numerical order of appointments starting at 1 for each visitor.
  2. Check In date and time
  3. Duration of appointment
  4. Purpose of Visit
  5. Reason for visit
  6. Appointment Location

 

 

QR Code Check In

Users have the option to use QR codes to check their visitors in and out of appointments. The recommended practice for this is to post the QR code somewhere easily noticeable, and with which the visitor will have to interact. An example of this is to prominently display the QR code on a check in desk at the entrance to the building.

The steps to check in using QR codes are as follows:

  1. Visitor scans the QR code with his/her mobile device
  2. Visitor verifies his/her identity by entering mobile phone or email address
  3. Visitor is sent a one-time passcode (OTP) via entered mobile phone or email address
  4. Visitor enters OTP
  5. Visitor selects role and reason for visiting, then clicks Continue
  6. Visitor is Checked In

It is important to note that users are not required to check out of an appointment for any reason. The default setting assumes the user attended the appointment for the entire duration of scheduled time. If a user attends a morning appointment, then goes to lunch, and returns to the same location for an afternoon appointment the user will automatically be checked out of the morning appointment and checked in for the afternoon appointment. This automatic process allots the complete scheduled duration of both appointments to the user.

 

Mobile Credential Storage

  1. Users can Click Credentials
  2. Scan QR Code to view their credentials
  3. Upload Credential QR code into Apple Wallet for storage and quick access
  4. Users can use this stored QR Code to show at the front desk of any building they are entering and this will allow the front desk to pull up their profile and check them in quickly.

 

Examples of Mobile QR Code Check-In Workflow

  1. Scan QR code posted at the appointment location

 

 

  1. Confirm mobile phone number or email address

 

  1. Receive OTP via mobile phone or email

  1. Verify OTP

  1. Select role and purpose of visit and click Continue
  1. Visitor is checked-in

 

Message Received When Visitor Enters Incorrect Mobile Number or Email

 

Message Received When Agent is Already Checked-In

 

Workflows

Complete Appointment Workflow

  1. Add user who will be attending an appointment
    1. Menu Information User Profiles
  2. Schedule the appointment
    1. Menu → Information → Manage Appointments Add → Enter the Appointment Details Save
  3. Add attendees to the appointment
    1. Manage Appointments Click the Desired Appointment → Attendees Tab
  4. Send appointment confirmation emails to the attendees
    1. Attendees Tab → Check the Attendees Needing a Confirmation Email → Send Appointment Button
  5. Monitor Appointment Schedule
    1. Menu → Information → Manage Appointments → Appointment Board
  6. Cancel the Appointment if Necessary
    1. Menu → Information → Manage Appointments → Check the Desired Appointment → Cancel Appointment → Yes (To Prompt)
  7. Attendees check in by scanning check in QR code at the appointment location
    1. QR code is linked to Renaissant Visitor C2 web application

 

It is important to note that Visitors do not need to check out if checked in for a scheduled appointment. The application will assume that the Visitor was present for the entire duration of the scheduled appointment and will automatically check the Visitor out as the appointment concludes. If appointments for the same Visitor overlap, then as the Visitor checks in for the second appointment, he/she will be automatically checked out of the first appointment.

 

Complete Manage Visitors Workflow

  1. Visitor Arrives for Appointment
  2. Check in Visitor (If Done from Web Application)
    1. Visitors Widget → Check In Fill in Visitor Details
      1. If Visitor has verified appointment → Save Visit
      2. If Visitor does not have verified appointment → Denied
      3. If Visitor has verified appointment, but the person/s with whom the Visitor is scheduled to meet is unavailable → Unavailable
    2. Check In Visitor (Done with QR Code at Appointment Location)
      1. Appointment attendees scan QR Code linked to Renaissant Visitor C2 application and follow the prompts to check in for their appointment
    3. Check the Visitor Out when Appointment is Over
      1. Visitors Widget Check the Desired Visitor on the Visitor Board Check Out
      2. Visitors can also check out by scanning the QR code at the appointment location and clicking Check Out