Building Checkin User Guide

System Requirements

• Windows operating system
• .NET Framework
• SQL Server database access
• Card reader (optional - manual entry available)

Starting the Application

1. Double-click the Building_Checkin.exe file
2. The system will open to the Building Selection screen
3. If you've used the system before, it may automatically open to your last selected building

Installation

1. Setup: Double-click setup.exe to install the program
2. Location: After installation, the program can be found under Start > All Programs > IWU
3. First Launch: The first time you launch the program, you'll be prompted to select a default building

First-Time Setup

1. Operator ID: You'll need to enter your operator ID when prompted
2. Building Access: Ensure you have permission to access the buildings you need to monitor
3. Card Reader: Test your card reader to ensure it's working properly

Scanner Setup

1. Barcode Programming: Print the barcode page (at the end of this documentation)
2. Scan Order: Scan each barcode from top to bottom
3. Verification: Test the scanner after programming to ensure it's working correctly

Selecting a Building

1. Building Dropdown: Click the dropdown arrow next to "Select Building"
2. Choose Building: Select the building you want to monitor from the list
3. Submit: Click the "Submit" button to proceed

Building Types

• Academic Buildings: General purpose buildings (libraries, classrooms, etc.)
• Recreation and Wellness Center: Fitness facilities with special guest categories
• Dormitories: Student housing with curfew monitoring

Building Memory

• The system remembers your last selected building
• When you restart the application, it will automatically open to that building
• You can change buildings at any time using the menu
• Default Building: The first time you launch the program, you'll be prompted to select a default building
• Changing Default: The default building can be changed under the Options menu

Main Interface

The Academic Building interface displays:

• Current Building: Shows which building you're monitoring
• Operator ID: Your staff identification number
• Scan Text Box: Where card scans are processed
• Data Grid: Shows current check-ins with columns for:
  • ID: Student/visitor ID number
  • Name: Person's name
  • Time In: Entry time
  • Time Out: Exit time (shows "-" if still checked in)
  • Operator: Staff member who processed the entry
  • Location: Room assignment (if applicable)
  • Notes: Additional information

Check-in Process

1. Operator ID Required: Before any scans, you must enter your Operator ID (see First-Time Setup)

2. Card Scan: Have the student/visitor scan their ID card

   • The card reader should automatically send the ID to the scan text box
   • If the card reader isn't working, use manual entry (see below)

3. System Processing: The system will:

   • Verify the person has permission to enter the building
   • Record the entry time
   • Display the person's name in the data grid
   • Show a confirmation message

4. Manual Entry (if card reader fails):

   • Click the "Manual Input" button
   • Enter the student/visitor ID number
   • Press Enter to process

Note: If you attempt to perform a scan without an Operator ID entered, the program will cancel the scan and prompt you for your ID.

Check-out Process

There are three ways to check out a student or patron:

1. Card Scan: Have the person scan their card again
2. Manual Entry: Input their ID using Manual Scan button
3. Grid Click: Click on the Time Out cell in the grid view

Note: The system will ask for confirmation before recording the exit time.

Guest IDs

For visitors without individual IDs, use:

• 1111111: Guest-Visitor

Note: Guest IDs will display the category name rather than individual names. Only registered students and employees with unique IDs will show their actual names in the system.

Adding Notes

1. Select Entry: Click on a person's entry in the data grid
2. Add Notes: Right-click and select "Add Notes"
3. Enter Information: Type any relevant notes
4. Save: Click OK to save the notes

Main Interface

The Recreation and Wellness Center interface is similar to Academic Buildings but includes special features for fitness facilities:

• Current Building: Shows "Recreation and Wellness Center"
• Operator ID: Your staff identification number
• Scan Text Box: Where card scans are processed
• Data Grid: Shows current check-ins with the same columns as academic buildings
• Special Guest Categories: Enhanced support for recreation-specific visitors

Check-in Process

1. Card Scan: Have the person scan their ID card

   • Students and employees: Normal card scanning process
   • Guests and family members: Use appropriate guest IDs

2. System Processing: The system will:

   • Verify the person has access to the recreation center
   • Record the entry time
   • Display the person's name or guest category
   • Show a confirmation message

3. Manual Entry (if card reader fails):

   • Click the "Manual Input" button
   • Enter the person's ID number or guest ID
   • Press Enter to process

Check-out Process

There are three ways to check out a student or patron:

1. Card Scan: Have the person scan their card again
2. Manual Entry: Input their ID using Manual Scan button
3. Grid Click: Click on the Time Out cell in the grid view

Note: The system will ask for confirmation before recording the exit time.

Guest Categories

The Recreation and Wellness Center supports these guest categories:

• 1111111: Guest-Visitor (general visitors)
• 1111112: Facility Club (facility club members)
• 1111113: Walking Club (walking club members)
• 1111114: Swimming Club (swimming club members)
• 1111115: Family Rec Pass (family recreation passes)

Family Recreation Passes

Important Information:

• ID: Use 1111115 for all family recreation passes
• Display: Shows as "Family Rec Pass" in the system
• Privacy: Individual family member names are not displayed
• Usage: Any family member can use the same pass ID

Processing Family Passes

1. Family Member Arrives: Family member presents their recreation pass
2. Staff Entry: Enter ID 1111115 (either manually or via card scan)
3. System Records: System records entry as "Family Rec Pass"
4. Check-out: Same process for exit

Guest Categories Explained

• Guest-Visitor (1111111): General visitors to the recreation center
• Facility Club (1111112): Members of facility-specific clubs
• Walking Club (1111113): Members of walking programs
• Swimming Club (1111114): Members of swimming programs
• Family Rec Pass (1111115): Family recreation pass holders (see Family Recreation Passes section below)

Adding Notes for Recreation Center

1. Select Entry: Click on a person's entry in the data grid
2. Add Notes: Right-click and select "Add Notes"
3. Enter Information: Type relevant notes (e.g., "Using pool", "Fitness class", "Guest of student")
4. Save: Click OK to save the notes

Special Considerations

• Equipment Check-out: Add notes if equipment is borrowed
• Class Participation: Note if person is attending a specific class
• Guest Information: Record if someone is a guest of a student/employee
• Facility Usage: Note which areas of the center are being used

Main Interface

The Dormitory interface includes all Academic Building features plus:

• East/West Selection: Radio buttons for buildings with wings
• Curfew Monitoring: Automatic late arrival detection
• Chaperone Tracking: For supervised visits
• Gender-Specific Rules: Enforces building gender policies

Wing Selection (if applicable)

Some dormitories have East and West wings:

1. Select Wing: Choose "East" or "West" radio button
2. System Updates: The system will track which wing the person is visiting

Curfew Monitoring

• Late Detection: System automatically identifies late arrivals
• Curfew Times: Varies by day of the week
• Late Reports: Generate reports of late arrivals

Chaperone Entry

1. Student Scan: Have the student scan their card first
2. Chaperone Scan: Have the chaperone scan their card
3. System Links: The system will link the chaperone to the student
4. Room Assignment: You will be prompted to enter the room where the chaperone and guest will be spending their time

Note: The room entered for the location does not have to be the chaperone's room. Instead, it should be the room where the chaperone and guest will be spending their time.

Opposite Gender Visits

• Permission Check: System verifies cross-gender visit permissions
• Time Limits: May enforce time restrictions
• Reports: Generate reports of cross-gender visits

Reports Menu

Options Menu

• Change Operator: Switch to a different operator ID
• Change Building: Return to building selection screen
• Settings: Configure system preferences

Help Menu (Dormitories only)

• Curfew: View current curfew times and policies
• About: Application information and version

Accessing Settings

1. Menu Bar: Click "Options" → "Settings"
2. Settings Window: Configure your preferences

Available Settings

Saving Settings

1. Make Changes: Check/uncheck the desired options
2. Save: Click the "Save" button
3. Close: Settings are automatically applied

Common Issues

Error Messages

General Navigation

• Tab: Move between fields
• Enter: Process current input
• Escape: Cancel current operation
• F5: Refresh data grid

Menu Access

• Alt + R: Reports menu
• Alt + O: Options menu
• Alt + H: Help menu (dormitories)

Data Grid

• Up/Down Arrows: Navigate rows
• Enter: Select row
• Delete: Remove entry (if permitted)

Grid View Options

Grid view options are performed by clicking on specific cells in the grid view:

• Time Out: Click this cell to check out the student or patron corresponding to the row
• Room: Click to edit the room the student or patron will be in
• Notes: Click to enter specific notes about a scan

Daily Operations

1. Start of Shift: Verify operator ID is correct
2. Building Selection: Double-check you're monitoring the right building
3. Card Reader Test: Test with your own card before starting
4. Regular Checks: Monitor the data grid for unusual activity

Data Management

1. Accurate Entry: Ensure all information is entered correctly
2. Notes: Add notes for special circumstances
3. Verification: Double-check IDs when manually entering
4. Cleanup: Report any duplicate or incorrect entries
5. Guest Categories: Use appropriate guest IDs for visitors (1111111 for general guests, recreation-specific IDs for the Recreation Center)
6. Name Display: Understand that guest IDs show category names, not individual names

Security

1. Operator ID: Don't share your operator ID
2. Logout: Close the application when not in use
3. Privacy: Don't leave the system open unattended
4. Reporting: Report any suspicious activity

Communication

1. Clear Instructions: Give clear directions to students/visitors
2. Patience: Allow time for card processing
3. Assistance: Help users who are having trouble
4. Documentation: Keep notes of any issues or special cases

Contact Information

• IT Support: [Insert IT support contact]
• Housing Office: [Insert housing office contact]
• Security Office: [Insert security office contact]

Emergency Procedures

1. System Down: Use paper logs as backup
2. Card Reader Failure: Use manual entry
3. Database Issues: Contact IT immediately
4. Security Concerns: Contact campus security

Training Resources

• User Training: Available through IT department
• Online Documentation: [Insert documentation URL]
• Video Tutorials: [Insert tutorial links]

Scanner Setup

To program the scanner:

1. Print Barcodes: Print the barcode page (see below)
2. Scan Order: Scan each barcode from top to bottom
3. Test: Verify the scanner is working correctly after programming

Barcode Page