unixpass Manual

7.1 · Select visit type

First, choose whether it is a short-term or a long-term visit. Different requirements apply in each case.

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• 1Short-term visitor: Maximum validity 1 day, paper label as visitor badge.
• 2Long-term visitor: Maximum validity 3 months. Visitor badge: plastic card Freiburg Visitor badge: paper label Stetten / Tuttlingen

In both cases, the safety briefing and the non-disclosure agreement are mandatory. Visitors must also upload or take a valid photo, which is used on the visitor badge.

For the Freiburg site, a parking permit can additionally be requested. Freiburg only

7.2 · Entering the appointment details

• The title is pre-filled but should be overwritten individually.
• The description serves as an internal note only, e. g. to store a remark about the appointment.
• From – To defines the period during which the visitor badge will be valid. Check-in at the terminal is possible one hour before the appointment starts.
• Activate expiry date: Can be used to ensure registration by a certain date. After that, the registration link is no longer valid.

7.3 · Adding visitors

Visitors can be added to an appointment in several ways:

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• 1Select an existing contact already stored in the system. This also applies to Stryker employees – they are imported automatically via an O365 connection and made available as contacts.
• 2Use the quick filters to filter by site or visitor group.
• 3Add a single contact (see 7.4).
• 4Import contacts via Excel file (see 7.5).

7.4 · Adding a single contact

When creating a new contact, please pay attention to the following:

• A correct visitor group must always be specified, as it controls important functions such as the reason for the visit and, ultimately, the non-disclosure agreement.
• The language setting controls the invitation notification and all processes in the visitor’s language.
• The mobile number is useful if your visitor should additionally receive the invitation, access passes and information via SMS.

7.5 · Importing contacts (larger visitor groups)

Contacts can be imported “en bloc”. Please use the Excel template available for download in the system. The import file must match the structure of the template exactly. Specifying the visitor group per contact is mandatory and MUST be in English.

After uploading the import file, the column mapping must be set correctly:

The contacts have then been added successfully and are pre-selected:

7.6 · Specifying the reason for the visit

A reason for the visit including a description MUST be specified per visitor group. As this information is used in the non-disclosure agreement, it should be linguistically and orthographically correct.

7.7 · Specifying the contact person

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• 1The contact person is always the person who creates the appointment. This person is also entered as the on-site contact person.
• 2The on-site contact person can – in contrast to the contact person – be adjusted individually.

7.8 · Hint / note

An individual note can be stored for the reception staff or for internal reference.

7.9 · Summary

After entering all information for an appointment, a summary is displayed. You can now choose between the following options:

• Cancel: Abort the process.
• Back: Go back in the process to adjust any settings.
• Save: The appointment is ONLY saved – NO invitations are sent yet. Invitations can also be sent later (e. g. after further participants have been added).
• Save & Send: The appointment is saved AND invitations are sent to all participants.

16.1 · Reception todos

The Reception → Todos view shows all visitors with open tasks – e. g. “Print label” or “Issue label”. Each entry shows the name, company and Stryker contact person, so reception can assign visitors directly.

16.2 · Managing visitors

Clicking a visitor opens the detail view with the access code (QR), the validity period, the reason for the visit and the badge status. The most important actions are available from here, including perform check-in, issue code, deactivate code, edit visit, resend invitation and create parking permit.

16.3 · Issuing a code

Issue code issues the visitor badge. In the dialog, select the badge type (e. g. label) and start printing.

16.4 · Editing a visit

Edit visit allows check-in and check-out times of a visit to be corrected afterwards. Quick selections such as Today, Tomorrow, Morning, Afternoon or Whole day make input easier.

16.5 · Creating a parking permit Freiburg only

For visitors to the Freiburg site, reception can create a parking permit as a PDF. In the dialog, enter the licence plate, the site/area (e. g. Freiburg visitor car park) plus optional texts for the PDF code and the parking permit PDF template.

16.6 · Awaiting approval

Registrations via processes requiring approval end up in the Awaiting approval view, where they are approved or rejected by reception or the responsible persons. If there are no open registrations, the list is empty.

18.1 · Overview

The Settings area is only accessible to users with administrator rights and is opened via the gear icon in the sidebar. The entire unixpass system is configured here. The following areas are available: Labels, E-mails, Flows, Reusable cards, Devices, Groups, Registration processes, Sites, Safety briefings, Signable documents, Reasons for visit, Media, Time profiles and Inventory.

18.2 · Labels

Labels maintains central text modules displayed at various points of the registration processes (e. g. privacy and consent texts such as the ADB label or the long-term contact label). The texts are edited in a rich-text editor and – like almost all texts in the settings – can be maintained in multiple languages (language switching via the flag tabs).

18.3 · E-mails

E-mails configures the automatic system notifications, including Invitation, Appointment cancelled, Appointment rescheduled, Double confirmation and reminder e-mails. Every template can be maintained in all system languages (EN, DE, IT, FR, ES, JA, TR).

Within a template, the Override switch replaces the default text with your own. Configurable are the subject, the content (separately for e-mail and SMS) and the signature text of the e-mail.

18.4 · Flows

Flows defines the registration sequences. A flow determines which steps a visitor goes through during registration – composed of building blocks such as reason for visit, questionnaire, safety briefing, NDA/document, digital signature, access pass/label and auto check-in. A separate flow exists for each target group and site (e. g. “Day Visitors (Freiburg) – with approval” or “Long-term visitors (Tuttlingen) for organisations without e-mail”).

18.5 · Reusable cards

This area generates and manages reusable cards (e. g. plastic card badges). “Generate reusable card” creates a new card; the Active reusable cards tab shows the cards in circulation.

18.6 · Groups

Groups manages the visitor and user groups of the system – including adults and own children (age groups), applicants, government officials, healthcare professionals, Stryker employees, Stryker users, pupils & students, and suppliers, service providers & contractors.

For each group, an icon, the multilingual name and the type (user or visitor) are defined. Options control the group’s behaviour, e. g. Can pick up, Can be contact person, Can scan, Exclude from automatic deletion or Is default.

18.7 · Registration processes

This area defines which registration processes are available when creating appointments. For each site and visit type (e. g. day visitors, multi-day visitors, long-term visitors – for Freiburg, Stetten and Tuttlingen respectively) the process is activated or deactivated via the “Available for appointments” switch. For multi-day processes, the maximum number of days can additionally be limited.

18.8 · Sites

The Sites list contains all sites created in the system (including Freiburg, Tuttlingen and Mühlheim/Stetten as well as further international sites). Sites are created and edited here; profiles, appointments and processes always refer to one of these sites.

Two important assignments can be maintained per site: an individual legal notice (Impressum) can be stored, which is used for this site (e. g. in registration processes and documents), and the site can be linked to a company – relevant when several legal entities are represented in the system, so that legal information and assignments are correct per site.

18.9 · Safety briefings

Safety briefings manages the briefings per site. The list shows the number of steps, the validity (in months), the number of contacts, the status and the version for each briefing.

When editing a briefing, the title (multilingual), the mandatory setting, the validity in months and the description (welcome text) are maintained:

The Steps tab manages the individual content steps of the briefing; the Participants tab shows who completed the briefing and with which status.

The preview shows the briefing as the visitor sees it during registration:

18.10 · Signable documents

Signable documents manages the documents visitors sign during registration – in particular the non-disclosure agreements of the Stetten, Tuttlingen and Freiburg sites. The list shows the creation date and the version for each document.

The content of a document is maintained – multilingually – in the rich-text editor:

18.11 · Reasons for visit

The Reasons for visit list contains all reasons available in the system (e. g. clinical research, product development, IP development, training, other services).

When creating or editing, the title (multilingual), description and icon are defined. The switches “Has free-text field” and “Free-text field required” control whether the reason requires a more detailed description (relevant e. g. for HCP/GO visits). Via Groups, the reason is assigned to the appropriate visitor groups.

18.12 · Time profiles

Time profiles defines the time windows in which access permissions are valid – e. g. “Standard (MON–SUN, 6:00–22:00)” or a separate “Security” profile.

For each profile, the name, the auto-checkout time (visitors are automatically checked out at this time) and the time slots per weekday are configured:

19.1 · Admin dashboard

After signing in, administrators see an extended dashboard with the key figures: all visitors today, new registrations, visitor distribution, the number of visitors in the building (incl. check-in/check-out counters) and consumption values (translations, e-mails, created codes).

The action menu in the top right provides quick functions – including create code, add person, add company, change period and export of the emergency list as CSV or XLSX (up-to-date list of all persons present, e. g. for evacuations).

Change period adjusts the evaluation period of the key figures – the tiles and the chart update accordingly:

19.2 · Scopes

A scope bundles the visitor management of a site (e. g. “Visitors (Freiburg)”, “Visitors (Stetten)”, “Visitors (Tuttlingen)”) – including the associated registration processes, invitations and settings. The scope details maintain name, description, site and module options.

19.3 · Registration processes within a scope

The available registration processes are stored per scope (e. g. day guests, multi-day visitors, long-term visitors). Each process shows its building blocks – reason for visit, briefing, documents, labels, time restrictions – as chips.

The process details configure title, description, the underlying registration flow, the contact person and options such as public registration and activate expiry; furthermore the permitted visitor groups.

With public registration activated, the system generates a public registration link via a slug – e. g. for external companies whose employees are to register themselves (example: “Long-term visitors (Freiburg) Company Unival GmbH”). The link can be copied and provided to the company.

19.4 · Check-in processes

The check-in process list defines what happens during check-in at the terminal – separately per visit type and site (e. g. “Longterm Visitor Checkin Process (Freiburg)” or “Daily and Multi day Visitor Checkin Process”).

The process details configure the steps of the check-in (including identity confirmation, avatar/photo requirement, digital signature) …

… as well as restrictions and notifications: pick-up required, body scan required, visitor badge (incl. mode, e. g. “collect badge”), notify contact person and success message.

19.5 · Contacts & codes

The Contacts view lists all contacts of the system and can be filtered by name, language, registration period, group and more.

The contact profile shows the master data and the activity history (e. g. sent notifications):

The Codes tab shows all access codes of a contact with period and status:

The global Codes list shows the compliance status per code at a glance – valid components (e. g. briefing, time restriction, contact person, visitor group) in green, expired ones in red:

The codes list can be filtered specifically – by code/name/e-mail, status, code type, scope, contact person, period and contact group:

19.6 · Reports

The Reports area documents all visits: who was checked in and out, when, with which code and at which terminal. The data can be exported – among other things as the basis for the up-to-date visitor list in an emergency.

The Contact visits tab aggregates the visits per contact (also in the role of contact person):

19.7 · Creating a code manually

Create code (dashboard action menu or codes list) creates an access code directly without an appointment invitation – e. g. for spontaneous visits. The wizard guides you through the steps Registration process → Contact → Restrictions → Summary; depending on the selected process, an additional Configuration step appears (e. g. for the reason for visit).

The restrictions define the validity period of the code – with quick selections such as Today, Morning, Afternoon or Whole day:

The configuration captures the reason for the visit and an optional description; the summary shows all details before creation:

19.8 · My visitors & my appointments

The My visitors view shows all visitors assigned to the signed-in user – with appointment, organisation, status (e. g. created, checked in) and code:

My appointments lists all own appointments with period, status, scope and number of participants; appointments can be exported to the calendar:

19.9 · Creating an invitation via appointment

Add appointment (My appointments area) invites visitors to a specific appointment. The wizard comprises the steps Registration process → Details → Contacts → Reason for visit → Contact person → Summary.

After sending, the participants appear in the appointment’s Invitations list – initially with status Invited, and after completed registration with status Registered:

19.10 · Creating an invitation within a scope

Alternatively, invitations can be created directly in the scope – without an appointment – via Add invitation (e. g. for long-term visitors). The wizard asks for the registration process, the contacts and the configuration (reason for visit with description).

19.11 · Approval process

Registrations via processes requiring approval appear in the Awaiting approval view after the visitor has registered. The visitor only receives their access pass once approval has been granted.

In the approval dialog, the visitor group is assigned first …

… then the restrictions are defined: time restriction (from–to with quick selections) and the time profile (e. g. Standard or Security):

After approval, the visitor’s code is active and carries the status Approved: