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Mitie Validate - powered by SkillGuard

© Reference Point Ltd 2020

PC Card Reader

Version 1.0

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This guide is for Validate system cardholders who have been assigned as Access Controllers or Spot

Checkers by their employer and describes the card-reading functions available when the Validate PC

Card Reader web site is launched.

It is assumed that the Validate PC Card Connector Application has been installed on your PC/laptop, however, if it has not, follow Steps 1-4 below first. This app must be installed and launched before continuing to access the PC Card Reader web site.

Step 1 Go to the web portal of the Validate system you are using and select the PC Card Reader tab.

Note: This guide is available to consult at any time by clicking on the User Guide link at the

bottom of the screen.

Step 2 Minimum System Requirements

Ensure the minimum system requirements are met. Details of these can be found by clicking on the Download Installation Guide button.

Note: Please check with your IT Department regarding these requirements and whether you have the appropriate administrative rights to install software and hardware on company networks.

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Step 3 Download the PC Card Reader Application

Select the Download Application button and follow the detailed instructions given in the Installation Guide which you downloaded earlier.

Step 4 Accessing the PC Card Reader

Note: You must be an Access Controller or Spot Checker to use the full PC Card Reader

functionality. To access the menu for swiping, you must use your installed card reader. However,

once swiped in, you can also use a QR code scanner gun, if one is attached to your PC, to swipe

cardholders into a site.

Once the PC Card Connector and card reader are installed and setup successfully, to use the reader to scan your Validate system cards, follow the steps below in the order specified:

• Ensure the card reader is plugged in.

• Locate the PC Card Connector app on your PC/laptop and launch it (via the Windows Search function).

• Set up a Reader Name and Reader Password, if not already configured;

• Navigate to the PC Card Reader log in page using the link on your Validate system portal.

Step 5 On the log in screen presented, enter the Reader Name and Reader Password you set up earlier

and click Login. The following screen will be presented, showing the card reader connected to

your PC.

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Step 6 Place your card on the card reader to begin reading and synchronising the card.

If the card does not belong to an approved Access Controller or Spot Checker (i.e. they do not

have the Access Controller checkbox or Spot Check Only ticked on their record), then only the

Show Card screen will be displayed showing their own details.

If the cardholder is an Access Controller, the Main Menu will be displayed.

If the cardholder is a Spot Checker, the Main Menu will be displayed but with fewer functions.

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CHECKING CARDS AS A SPOT CHECKER

Step 1 Selecting the Show Card menu option displays the details of the current Spot Checker.

Step 2 Before beginning to spot check any cards, set the location by clicking the Select Entity, Project

and Site menu option. Select the relevant item from the dropdown lists presented for the Entity,

Project and Site. Zone can also be selected, but this is optional. Click Proceed and you will be

returned to the Main Menu.

Note: Each card read will be recorded as a Spot Check event at the site selected prior to the spot check.

Step 3 Now, click on the Spot Check menu option to display the read functions: Scan QR Code,

Forgotten Card and Lookup Visitor Pass.

Reading a card using the card reader or QR gun will display the cardholder’s details.

If a cardholder does not have their card with them, the Forgotten Card option is available.

A Visitor Pass can also be checked by using the Lookup Visitor Pass option and entering the

Visitor Pass Number or by using the Scan QR Code option.

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Step 4 When spot checking is complete, click the Main Menu option at the top of the screen and then

click the Log Out option to exit from the PC Card Reader app.

ACCESS CONTROLLER FUNCTIONS

The Show Card, Spot Check and Select Entity, Project and Site functions for an Access Controller are the

same as described above for a Spot Checker.

Swipe In

Step 1 The first time that any Access Controller presents their card to log in to the PC Card Reader, the

system will prompt the user to the select the relevant Entity, Project and Site for their location.

The chosen location details will then be used as the default each time someone logs in on the

same PC/notebook, however, it can be changed later if required via the Select Entity, Project and

Site option on the main menu.

It’s a good idea to check the location details at each swipe in to ensure they are correct.

Step 2 Click the Swipe In option on the Main Menu to display the Swipe In screen.

By default, the Swipe In Access Controller checkbox is ticked, but this can be deselected if you are

not entering the Site. In this example, the Access Controller is swiping in. Click Proceed.

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Step 3 The next screen lists the

individual’s Competencies, Job

Roles, details around fatigue

management (including

capturing travel time to and

from the place of work) and

last swiped in information. Also

surfaced is a list of recent

swipes for the worker at

previous sites:

If the individual has secondary

Employers, the Employer

dropdown list allows the

correct employer to be

selected (i.e. which employer

the individual will be working

on behalf of during this shift).

The travel time from the

individual’s place of rest for

this shift and their anticipated

travel time back to their place

of rest at the end of their shift

should be entered/amended

before confirming the swipe.

Note: The latter time can be

amended prior to swiping out

should the individual’s travel

plans change.

Click Confirm Swipe or Deny

Swipe, however, Deny Swipe

would only be used where a

Denied Access swipe should be

recorded on the database for a

worker.

Step 4 The next screen is where cardholders can be swiped into the selected location. The Access

Controller’s swipe will be visible in the Previous Swipes area at the bottom of the screen.

Step 5 Each worker can be swiped in in the same way as detailed above, selecting the relevant

Employer, Job Role and fatigue information (i.e. travel times).

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Step 6 It may be necessary on occasions to deny a worker

access to a site. To do so, click the Deny Swipe

button, where a list of available deny reasons are

available for selection.

Once the deny reason has been selected, a swipe

will be recorded to the central database, including

the reason for denial.

Step 7 Under certain situations the system will automatically deny access to a worker. The Deny

Reasons are:

• Worker is blocked;

• Worker has no current Employer;

• Worker’s card has been cancelled;

• Worker does not hold a Competency that is required to access the chosen Entity, Project,

Site or Zone.

In these scenarios, the only option available for selection will be Deny Swipe.

As with a manually denied swipe, the system will record the denied access swipe along with the

reason for the denied access.

Step 8 Visitors can be swiped in, manually denied access, or automatically denied access by the

system, in the same way as workers as described above.

Step 9 If an individual forgets their

card, the Access Controller

can still perform a swipe in

by using the Forgotten Card

function to initiate the

forgotten card swipe

procedure. When

prompted, enter the details

for the worker and click

Search.

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Any records matching the

search criteria will be

returned, if they exist in the

database:

Click Select next to the

appropriate record to

proceed to the Swipe In

screen and continue as for

a normal swipe in.

There may be a limit to the number of times a worker can swipe in using the Forgotten Card

process, depending on how the system has been configured and the worker may be

automatically denied entry if the limit has been reached.

A swipe in using the Forgotten Card process will be recorded as a Cardless Swipe In on the

database to distinguish this from one where the worker’s card was presented.

Step 10 A worker’s virtual card can be also be read using the Scan QR Code function.

Award Competency

Step 1 Click the Award Competency option on the Main Menu to display the Awrd Competency

screen.

The options available here are set by

the location selected by the Access

Controller at swipe in.

Only certain competencies can be

awarded an Access Controller.

Select the Category and Competency

from the dropdown lists and if

prompted, add an Expiry Date.

Click Proceed to display the Award

Competency screen.

Step 2 Next, place the card of the worker to whom the Competency is to be awarded to onto the card

reader (or use the other read options available, as described previously). The awarded

competency details will be shown in the Previous Competency Awards section at the bottom of

the screen.

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Step 3 Continue to read workers’ cards in the same way until the selected competency has been

awarded to all the relevant workers.

Pending Competencies

Step 1 Should any Site-Based

Competencies have

been scheduled for

the selected Site, the

Access Controller will

be informed when

they log in.

Step 2 Select the Pending Competencies option the Main Menu. A list of Competencies which need

to be awarded to workers will be displayed.

Tick the checkbox alongside the required Competency and click the Award button.

Step 3 On the next screen, the selected Category and Competency will be shown in the list boxes.

Click Proceed, then place the card of the worker to whom the Competency is to be awarded to

onto the card reader (or use the other read options available, as described previously). The

awarded competency details will be shown in the Previous Competency Awards section at the

bottom of the screen.

Step 4 Continue to award the competency to other workers, as previously described above.

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Step 5 When the task of awarding Pending Competencies by the due date has been completed, return

to the Main Menu, select Pending Competencies, tick the checkbox for the appropriate

Competency and click the Mark as Complete button.

The Competency will then be marked as Complete in green, as will the due date

Swipe Out

Step 1 At the end of a shift, workers should be swiped out by selecting Swipe Out from the Main

Menu.

Step 2 Initially, the Access Controller’s card will be shown. Click Proceed to continue to the Swipe Out

screen.

As with swiping in, the Forgotten Card, Lookup Visitor Pass and Scan QR Code processes are

available options. It is also possible to swipe out the Access Controller by selecting Swipe Out

Access Controller.

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Step 3 After each card has been read, Travel Times can be amended for each person prior to clicking

Swipe Out of Site.

A list of all the workers swiped out is displayed and updated as each worker is swiped out.

Log Out

Step 1 At the end of a shift, the Access Controller should log out from the PC Card Reader to ensure

no one else can continue to use the card reader to perform the functions available.

Click the Log Out option on the Main Menu.

Step 2 Next, close the PC Card Connector app by right-

clicking on the icon in the notification tray at the

bottom right in Windows and select Exit.

You can also log out of the application (but leave it running)

by clicking Log Out.

For further guidance, please refer to the following Quick Guides:

• Validate Mobile App - Access Controllers

• Validate Mobile App - Self-Swipers

• Validate Mobile App - Spot Checkers

• Web Card Reader.