Table Of Contents
1. How to Create a checkpoint
In order to start creating a checkpoint, you have to navigate to a site and click on the Security and Patrol tab.
Click on the [Create Checkpoint] button to create a new checkpoint. A pop-up window will show the configuration options for the checkpoint.
1.1. Configure the Checkpoint
Checkpoint Name: Type in the name of the checkpoint. This information will be displayed on the device for the officers to know which checkpoint to scan.
Can be scanned by: Assign the checkpoint to a specific post or leave it available to be scanned by all officers at the site.
Located at: Once the Site Locations and Sections have been created, you can tag the checkpoint to a specific location or area of the property.
Checkpoint Monitoring Options:
- Do not monitor. Can be scanned randomly: Checkpoint is open to being scanned at random.
- Checkpoint is part of a tour: Set the checkpoint to be monitored as part of a tour. Note that if a checkpoint is assigned to be part of a tour it will follow the rules assigned to the tour. Please refer to Section 2.1 How to Configure a Tour Route for more information.
Request a scan on a regular interval: if you select this option the field Scan Request intervals will appear.
- Scan Request Intervals: Set the parameter for the interval based on minutes, hours, days or weeks. The officer on shift will receive a notification to scan the checkpoint based on the interval. Please note every time the checkpoint is scanned the timer resets for the interval chosen.
Extra Scan Options: The extra scan options default to Log Only. However, with extra scan options, you have the ability to provide or collect information using the checkpoint.
- Log Only: This will simply create a log entry for each scan.
- Display a message: Enter text instructions or a message that will display on the device when the checkpoint is scanned. i.e.: "Please make sure all doors and windows are secured before leaving the room."
- Open a report form: Choose from the list of report forms. When the officer scans the checkpoint the report form will automatically open on the device.
- Exception Verification - Validate Range: Request a numerical response from the officer. Identify the minimum and maximum values for an acceptable response. Any value provided outside of that range will create a record of the incident. i.e.: "What is the current temperature of the boiler?"
- Exception Verification - Yes/No Question. (No is an Exception): Ask the officer a yes or no question. If the officer provides "No" as a response, an incident record will be created. i.e.: "Was the door secured when you arrived?"
- Exception Verification - Yes/No Question. (Yes is an Exception): Ask the officer a yes or no question. If the officer provides "Yes" as a response, an incident record will be created. i.e.: "Is there water on the bathroom floor?"
- Exception Multi-Question: Please refer to Section 1.2 Configure Exception Multi Question Checkpoint to understand how to properly set this up.
Allow manual scanning: This option allows for manual scanning of the checkpoints. In other words it allows the user to scan the checkpoint even if the checkpoint is not near him. This option should always be set to "No" to ensure the officer is on location when scanning a checkpoint.
Once you have completed configuring the checkpoint click on the [Save] button.
Please note, the Barcode or QR code option can also be used to scan a checkpoint. In order to use this, the on-site feature Barcode Tour Alternative needs to be enabled. This will ensure an extra field called (Optional) Barcode ID is added to the pop-up window when creating a checkpoint.
(Optional) Barcode ID: Enter the Barcode ID for the checkpoint or leave the field blank. Please note, if you leave it blank, the Barcode ID can be captured when the barcode is written as a checkpoint. It is usually easier to place the barcode and write it from the mobile device. The system will automatically capture the Barcode ID from the mobile device and enter it into this field.
To scan a barcode checkpoint, the application will open the camera on the device and then the user will place the camera over the barcode until the device confirms the checkpoint was read.
GPS checkpoints can also be used, this checkpoint option uses GPS coordinate to define the location of a checkpoint. (this type of checkpoint is preferred for outside locations).
In order to use this, the on-site feature GPS Checkpoints Scanning needs to be enabled. This will ensure an extra field called GPS Scan Required Accuracy (in meters) is added to the pop-up window when creating a checkpoint.
GPS Scan Required Accuracy (in meters): This defines an area around the checkpoint where officers will be able to scan the checkpoint.
To mark the location of the checkpoint on the property: you need to
- Click on the small blue location icon. The pop-up screen will show a satellite view of the site. Simply click on the rough location of the checkpoint on the property to drop a pin.
- After the pin has been placed, click on the [Save] button to save your work.
1.2. Configure Exception Multi Question Checkpoint
Begin by completing the fields at the top of the pop-up form. If you need more information on how to fill in this information please refer to Section 1.1 Configure the Checkpoint. Once the top of the form has been completed, follow the steps below to configure the Exception Multi Question checkpoint.
- Using the "Extra Scan Options" drop-down menu, select the "Exception Multi-Question" option.
- Use the [Add Question] button to add the desired number of exception verification questions to the checkpoint. You can add these as you go or add all of them at once.
- Select the exception value and add the question. All questions should consider the response will be yes, no or a numeric value. Using the drop-down select which response would be considered an exception. Then add the text for the question in the field directly to the right of the exception response drop-down.
- If the exception should be recorded as an incident, use the drop-down menu to select which type of incident should be logged for the exception. The system will sense duplicates, so the same incident category can be used for multiple questions.
- Add the default incident category for the exceptions. This will be used if incidents are recorded.
- Once complete, click on the [Save] button to create the checkpoint.
Types of Exception Questions
1- Yes is an exception 3- Range
2- No is an Exception 4- Text field
Please refer to Section 1.1 Configure the Checkpoint to understand the purpose of each exception question.
1.3. How to Edit / Deactivate a Checkpoint
When needed, an existing checkpoint can be modified, whether it is the questions that should change, the way it is monitored, the different positions that can scan it, etc. Use the steps below to do so:
To edit a checkpoint:
- Click on the [Edit] button next to the checkpoint. The pop-up window will allow you to edit any of the configuration options for the checkpoint.
- If the checkpoint needs to be deactivated, use the drop-down menu at the top of the screen to change the status of the checkpoint from "Active" to "Deactivate."
- Once, completed click on the [Save] button.
1.4. How to write checkpoints from mobile
Once all your checkpoints are created in your portal you will have to pair them with an NFC token or a barcode ID. Until they are setup, officers will not be able to scan them. Only users with the right role and permissions will be able to complete this task.
Checkpoints can be written at the site using the mobile application. This works for both NFC and barcode checkpoints. It is often easiest to write them while installing the checkpoints on-site. If barcodes are already installed at the site, the information collected will then be transmitted back to the checkpoint information.
Please refer to the article How to write checkpoints from mobile (Android Guard Tour).
2. Checkpoint Tours
Once all your checkpoints are created, you have the option of grouping them as part of a Tour. This tour will guide the user through a series of checkpoints to scan throughout the site, whether it is indoors or outdoors.
Please note, you can create multiple tours for one site grouping some or all your checkpoints, depending on the needs of your client and how frequently an area needs to be patrolled. (hours, days, weeks or months)
In order to start creating a Tour, you have to navigate to a Site, click on the Security and Patrol tab. From there, select Tour Routes from the menu on the left.
To create a new tour click on the [Create a Tour Route] button. A pop-up window will show the configuration options for the Tour Route.
2.1. How to Configure a Tour Route
Complete the information in the pop-up window.
Description: Type in the name of the Tour. This information will be displayed on the device for the officers to know which tour to select.
Assigned to: Assign the tour to a specific post or leave it available to be performed by all officers at the site.
Special Instructions: Type in extra information you wish to provide to the officer selecting the tour. These instructions will display under the name of the tour on the mobile device.
Estimated Tour Duration (minutes): Allocate a number of minutes to the tour. Please note, this information is used as a reference only, it will help validate if the officer performed the tour in a reasonable amount of time.
Grace Period For Late Notification (minutes): The grace period is set to allow the officer a buffer of time before they start their scheduled tour. That buffer will ensure a late tour notification won't be sent out if the officer was held up for a few minutes before starting the scheduled tour. Please note, if the grace period is set to 0, it will give 15 minutes by default.
Recurrence Type: Choose the Tour schedule recurrence to be weekly or monthly.
Tour Schedule: Plan for the tour to be scheduled on any specific day at any specific hour by putting a green check mark on the schedule. Please note, the check marks placed in the Tour Schedule will set notifications for officers to begin the tour as well as trigger late tour notifications, according to the grace period in place.
Once you have completed the form click on the [Save] button.
2.2. How to assign Checkpoints to a tour
To add checkpoints to a tour route click on the [Manage Checkpoints] button. In the pop-up window drag and drop the list of available checkpoints to the box on the right labeled Tour Checkpoints. This will pair the checkpoint to this tour route. Note that a single checkpoint can belong to multiple tours. The complete list of site checkpoints is available for each tour you create.
2.3. How to Edit and Deactivate a tour
A Tour route can be modified at any time. To do so, you have to return to the configuration option of a tour by clicking on the [Edit Settings] button. If the tour is no longer in use by officers you can change the Status to "Deactivated." This will remove the tour from the list of tour available to officers on their mobile device.
Click on the [Save] button to save any edits you made to a tour.