Fox Studios Visitor System - Help File

Fox Studios Australia - Visitor Help File


1.   Overview
2.   Logging On
3.   Using the Visitor System
4.   Managing Tenants (Administrators Only)


1.   Overview

The fox studios visitor system is designed to allow tenants and Fox studios staff to enter details about a visitors visit to people on the lot. it allows:

a) Fox Studios staff to authorise a tenant by way of username and password to access and use the Visitor System.
b) Tenants on the lot once authorised, to organise their own visits.
c) Fox Studios Australia Staff to organise visits for other tenants and visits to Fox Studios Australia.
d) The security gatehouse full details of all visits expected during any given time period and to enforce the details of those visits.
e) Printing of Dash passes by the Gatehouse.


2.   Logging On

Users of the visitor system are either classified as Administrators or Tenants.  An administrator by default is a user who is staff member of Fox Studios Australia and a member of the security logon group.  The system also provides the ability to specify an external user as an administrator.  An administrator has full access to all features of the visitor system.

Users of the security group \\foxsy\studiosecurity will have administrator rights as soon as they log on.  They are not required to go through the logon procedure. All other users will be required to use the logon screen.

The logon screen authenticates the user depending on the username and password supplied. After successful authentication the user is passed through to the Visitors List.

There are three buttons on the logon screen. Logon, Reset and Change password. The Change Password button should be pressed by a user if they wish to change their password after logging in.  This would be used primarily by a tenant if a staff member left and they wished to change their visitor system password so that no unauthorised entries could be made by old staff. After a user has changed their password they will be sent back to the login screen to login again with their new password.


3.   Using the Visitor System

After successful authentication the user is sent to the visitor list.  If you have tenant access privileges you will only see visitors for your specific organization. By default when first logging on you will see visitors arriving for today sorted by arrival time. If you have administrator privileges you will see all visitors expected on the lot today.

The Visitor list is divided into two sections. A search and sort order section and a list view. You will notice when first logging on that the default search and sort criteria is for visitors today sorted by arrival time as indicated by the search screen section. At any time the search parameters can be changed to search for more specific or greater information.  For example. In any one day there may be 200 visitors expected on the lot.  This will at the start of the day present a large list to look through to verify a visitor is authorised to proceed through the gatehouse. 

The search facility allows any user to narrow down the search list to a specific visitor. For example, you may wish to search for John Smith arriving on a certain day. To achieve this you simply type in the information and press the search button and the system will return the results in the sort order you specify.  The system employs wild card searches.  For example a search for a visitor with a first name called Sally will also pick up visitors with a first name of Sally-anne.

Users of the Visitor system can search for

a) First and Last name
b) All Visitors for a tenancy,
c) Arrival times and dates
d) Phone Numbers
e) Tenant Contact Names

Users can use the drop down calendars or type in the dates to select dates to search on. The Visitor list if kept open by any user will refresh every 5 minutes automatically so that information keyed in by users appears on the list and the list is up to date.

The Notes Column indicates whether there are further notes available for a visit.  This is most often used for special instructions.  In this case, press the "plus" button to expand the page and view the special instructions for the visitor. The "minus" button will contract the notes and make the notes disappear.

The Print column allows users who have administrator privileges to print a dash pass for a visitor.  Tenants do not have dash pass printing privileges.

The Delete column allows a user to delete an entry.

The Edit column allows a user to either edit an entry for a user or view an entry. A visitor entry can only be edited if the visit starts today or in the future. Once the visit has commenced the entry can only be viewed.

The Tenant List link at the top of the screen allows administrators only to administer tenant names and passwords.

Notes on displayed Records. The visitor system also shows multi day visits as evidenced by the days column.  This column shows how many days from the start date a visitor is visiting. For example a visitor arriving on Monday will have start date of Monday and 5 in the days column to indicate he/she will be in attendance all week. The system not only shows who is due to start today, but who will actually be here today.  For example a visitor may have started last week and be on the lot for two weeks and so will show up as a visitor today.  Therefore the rules are that if the dates chosen to search on are within the range of the visitors visit, that visitor will be on the list.

The Add a new visit button allows a user to add a new visit for a tenant. By default the add button will present a blank screen for the user to fill in, with the dates set to todays date and the tenant set to your tenant name if you are a tenant.

The Visitor classification drop-down list box  in the add edit user details section allows the user to determine the kind of visitor the visitor is. The choices are "Normal Visitor"; a person who will visit for one day up to approximately 6 weeks. "Regular Visitor"; a visitor who comes often but not every day. This would not include casual staff but it would include a sub contractor who visits once per week for a year. "Permanent Crew" is a classification for Productions who have crew that will visit every day or most days for a short period of time. For example, a carpenter working for a production who will be on site every day for 3 months. The Visitor list allows you to see one classification at a time.

The "Save and Continue" button on the visitor detail view allows the user to enter the visit details, save them, repopulate the add edit view screen and type in a new name keeping many of the old details. By default this button will look for the last entry made by the user logged on and populate the add/edit detail screen with that information except for the visitors name. This facility exists so that users who have to enter many entries do not have to keep keying in the same information and so can enter many visitors quickly by simply typing in the first and last name and pressing "Save and Continue".

The "Save and Finish" button allows the user to save the current entry and then return to the Visitor List to display the entries they have made.

The Clear button will clear all data from the form, resetting the start and end dates to the next business day.

The "Undo Clear / Reload" button will undo a clear and/or return the form to its preload state.


4.   Managing Tenants (Administrators Only)

Only administrators have the ability to manage tenants. This maintenance section is used to enter usernames and passwords for Tenants. In principle it is possible to have many usernames per tenant but it is probably more practical to have one per tenant. When you first add a tenant you need to enter to enter their username, initial password, address, security access which by default is tenant.  The next change password field defaults to two months time and initial expiry of the login is set for one year.  For multi year tenants you can make this long in the future or for productions you can make this the date they are expected to bump out. You would then ring the tenant and inform them of their username and password details and instruct them to use the system and consult the visitor system Help file for further instruction. The administrator must also choose whether to allow the tenant to enter Screening Visitors and Permanent Crew.

The Tenant List shows the list of tenants and allows administrators to edit or delete those tenant details.