Glossary
The purpose of this glossary is to assist in the completion of the configuration pack to ensure your system is set up in the most appropriate manner to meet your needs.
- Access control cards or fobs (New / Existing)
These are the new or current cards /fobs that are used to gain access to site via your access control system. These may be separate or integrated with identity badges.
- Agreement screen
An agreement screen on your InVentry system is a key step in the signing in process. It is the first contact for your visitor and provides you with the opportunity to welcome visitors, but also to get critical information across to them. It provides you with an opportunity to get visitors to agree to the expectations being placed on them when they enter the school/organisation and how they should respond to certain situations.
- AM/PM schedular*
This is part of the 6th form module and handle the AM/PM marks for Post 16 students.
- Anywhere App
Anywhere is the service that provides the evacuation service and can be used to allow staff to sign in/out without using the InVentry system.
- Badge
A badge can be printed for all personnel and visitor types – by default a standard template will be used however these can be amended and options include the use of name, organisation and photograph.
- Barcode scanner
This is a device that can be fitted to the InVentry system that will read the barcode that forms part of the visitor badge or added to a plastic identity badge.
- Button Name
The Button Name is the text that will appear on the Screen button and will be displayed on Screen.
- Capacity Management
Capacity Management allows you to set limits for how many people should be on site at any time, these limits can be split between Visitors and Personnel. Email alerts will then be sent via Email to an identified member of staff when these limits are reached, breached and returns back to normal.
- Check management
InVentry can be utilised to maintain a record of any checks undertaken by the organisation.
- Console
The console is the name given to the view that system users and administrators see when they log in from their computer.
- Custom button
A custom button allows an additional visitor button to be created on screen for them to sign into your system using. For example, you may want Academy Trust or staff from other sites to sign in via a custom button.
- Early Leaver*
This allows students who need to leave only to sign out of site and provide a reason why they are leaving early. There are some standard options, or you can add you own specific reasons. It can be used by the attendance office or pastoral team to track or identify persistent late arrivals and even receive notifications when specific students sign in.
- Fire Evacuation Report
The InVentry system can report on all users signed into the InVentry system – this information can be viewed using the InVentry console software and InVentry anywhere app. A filter can be used to distinguish certain information and report on separate evacuation groups.
- Health Declaration
The Health Declaration feature enables InVentry to ask your staff each day about their Covid-19 contact and status. If they decline the Health declaration, they will be unable to sign in and a notification will be sent to the site’s health contact. If they accept the declaration, they will be able to sign in as normal. Health declarations can be utilised for Staff, Non-Staff and Visitors.
- Host Ready
Host Ready is a feature to encourage your visitors to stay in their vehicle until they have been alerted that their host is ready to come and collect them. This will reduce visitor numbers in reception, aiding with social distancing. In the visitors invite Email there would be a “Confirm Arrival” button, clicking this will alert their host and ask the visitor to remain in their vehicle. The host will then click when they are ready to collect them, and the visitor will be alerted they can enter the building. This feature requires a valid InVentry anywhere licence and the use of the “Guest invites” feature.
- Identity badge
This is the badge used to identify staff and provided by the organisation. This should not be confused with a badge printed by the InVentry system.
- Late arrival*
This allows students who arrive late to sign in to site and provide a reason why they are late. There are some standard options, or you can add you own specific reasons. It can be used by the attendance office or pastoral team to track or identify persistent late arrivals and even receive notifications when specific students sign in.
- Late start time*
This is the time set on the system after which students signing in are deemed to be late.
- Lower school*
For the purposes of InVentry, this term refers to students in Years 7 – 11.
- Master / semi-slave
These systems allow a single MIS to work with more than one unit, proving separate evacuation details for each unit.
- Photo
As part of the sign in process a photo can be recorded for all personnel and visitor types. This is the photo that will appear on the printed badge and forms part of the visit record.
- Paxton integration
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- Enables the InVentry system to work alongside a Paxton Door Access system by using the following (an additional order may be required)
- Triggers – This means that doors can be opened by the InVentry system when specified criteria are met. E.g. – A staff member scans their card on an InVentry scanner and a specified door is opened/unlocked for them automatically;
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- Listeners – The Integration can also be used to sign Staff/Approved Visitors into InVentry when they scan their Paxton card on the Paxton system. This means that they don’t have to scan in on InVentry, they simply scan to open the door and then InVentry will know that they have arrived and add them to the Fire evacuation list;
- Visitors – You can have a bank of Paxton cards/Fobs which you assign to particular visitors in InVentry. When the card/fob is assigned, the visitor can use this to move around the building and open up doors as required. This Fob/Card will be disabled in the Paxton system when they sign out of InVentry or at the end of the day (Whichever comes first);
- Paxton Personnel Sync – InVentry has the ability to create users in your Paxton system, this is especially useful if InVentry and Paxton are installed at the same time, the data can be automatically synchronised to the Paxton system;
- Access Invitation Function – When a visitor is pre-booked in InVentry, an email with a link to open the door/barrier is sent to the visitor. This link can then be used to open a specified door/barrier when the visitor arrives at the site. This gives the visitor the ability to access the reception area to sign in.
- Quick scan device
This is a device that removes the need for badge holders to use the screen to sign in and out after they have done so initially. The printed badge or organisation ID.
- Screen Button
These are the icons that appear on the screen that those signing in or out will touch to start the process. These are sometimes referred to as buttons or tiles.
- Skin
This is term used to describe the appearance of the system on the screen. This includes the background colour or images and the inclusion of any logos.
- Staff reason for leaving
Records a reason when a staff member signs out. This can be customised to meet local reason and requirements.
- Vehicle Registration
As part of the sign in process for visitors, if the visitor has arrived using their own vehicle, the registration can be recorded.
- Visitors Arrival – Email / Sims / Teams / Slack
The visitor arrival feature allows visitors to alert the host of their arrival. Depending on the system used for the organisation the host will receive an Email/SMS/Teams/Slack message upon visitor sign-in.
- Visitor Badge
This is the badge that is printed by the InVentry system for a visitor once they have completed signing in.
- Working hours
Working hours enables the tracking of staff & personnel sign in and out times and will allow you to create reports stating how long they have worked, if they have worked over or if they still need to work to make their time up. Please note this only works for a 7 day cycle.
- 6th Form*
For the purpose of InVentry, this refers to students in Post-16 education.
- 6th Form tracking*
This a facility that allows Post-16 students to sign in and out of site, enabling their attendance on site to be monitored.
- 24-hour mode
If you require the InVentry system to keep people signed in after midnight, you can use the system rules module to achieve this.
Please note all items marked with * are specific to educational locations.