Brother QL-570VM User Manual

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User's Guide

QL-570VM

Be sure to read this guide before using the machine. We recommend that you keep this guide nearby for future reference.

www.brother.com

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Thank you for purchasing the Brother QL-570VM. This guide briefly describes the steps to start using the Brother QL-570VM.

We strongly recommend that you read this guide carefully before using the Brother QL-570VM, and then keep it nearby for future reference.

To take full advantage of our service and support we recommend that you take this opportunity to register with us by visiting us at:

Online User Registration

http://registermybrother.com/

Online Support Page

http://solutions.brother.com/

If a UPC must be entered, refer to the back cover. NOTE: It is also possible to access the above sites from the online user registration

window on the included CD-ROM. We look forward to your registration.

Federal Communications Commission (FCC) Declaration of Conformity (For USA Only)

Responsible Party: Brother International Corporation

declares that the product Products Description: Label Printer Product Name: QL-570VM Model Number: QL-570

This device complies with Part 15 of the FCC Rules. Operation is subject to the following two conditions: (1) this device may not cause harmful interference, and (2) this device must accept any interference received, including interference that may cause undesired operation.

This equipment has been tested and found to comply with the limits for a Class B digital device, pursuant to Part 15 of the FCC Rules. These limits are designed to provide reasonable protection against harmful interference in a residential installation. This equipment generates, uses and can radiate radio frequency energy and, if not installed and used in accordance with the instructions, may cause harmful interference to radio communications. However, there is no guarantee that interference will not occur in a particular installation. If this equipment does cause harmful interference to radio or television reception, which can be determined by turning the equipment off and on, the user is encouraged to try to correct the interference by one or more of the following measures:

100 Somerset Corporate Boulevard Bridgewater, NJ 08807-0911 USA TEL: (908) 704-1700

• Reorient or relocate the receiving antenna.

• Increase the separation between the equipment and receiver.

• Connect the equipment into an outlet on a circuit different from that to which the receiver is connected.

• Consult the dealer or an experienced radio/TV technician for help.

Important

• The enclosed USB interface cable should be used in order to ensure compliance with the limits for a Class B digital device.

• Changes or modifications not expressly approved by Brother Industries, Ltd. could void the user's authority to operate the equipment.

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Brother

Who is covered:

• This limited warranty ("warranty") is given only to the original end-use/retail purchaser (referred to in this warranty as "Original Purchaser") of the accompanying product, consumables and accessories (collectively referred to in this warranty as "this Product").

• If you purchased a product from someone other than an authorized Brother reseller in the United States or if the product was used (including but not limited to floor models or refurbished product), prior to your purchase you are not the Original Purchaser and the product that you purchased is not covered by this warranty.

What is covered:

• This Product includes a Machine and Consumable and Accessory Items. Consumable and Accessory Items include but are not limited to label and tape rolls and print servers.

• Except as otherwise provided herein, Brother warrants that the Machine and the accompanying Consumable and Accessory Items will be free from defects in materials and workmanship, when used under normal conditions.

• This warranty applies only to products purchased and used in the United States. For products purchased in, but used outside, the United States, this warranty covers only warranty service within the United States (and does not include shipping outside the United States).

What is the length of the Warranty Periods:

• Machines: two year from the original purchase date.

• Accompanying Consumable and Accessory Items: 90 days from the original purchase date or the rated life of consumable, whichever comes first.

What is NOT covered:

This warranty does not cover: (1) Physical damage to this Product; (2) Damage caused by improper installation, improper or abnormal use, misuse,

neglect or accident (including but not limited to transporting this Product without the proper preparation and/or packaging);

(3) Damage caused by another device or software used with this Product (including

but not limited to damage resulting from use of non Brother Consumable and Accessory Items);

(4) Consumable and Accessory Items that expired in accordance with a rated life;

and, (5) Problems arising from other than defects in materials or workmanship. This limited warranty is VOID if this Product has been altered or modified in any way (including but not limited to attempted warranty repair without authorization from Brother and/or alteration/removal of the serial number).

Two-Year Limited Warranty and Replacement Service

(USA Only)

®-brand parts and

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What to do if you think your Product is eligible for warranty service:

Report your issue to our P-touch Customer Service Hotline at 1-877-BROTHER (1877- 276-8437) or to a Brother Authorized Service Center within the applicable warranty period. Supply Brother or the Brother Authorized Service Center with a copy of your dated bill of sale showing that this Product was purchased within the U.S.. For the name of local Brother Authorized Service Center(s), call 1-877BROTHER (1-877-276-8437) or visit www.brother-usa.com.

What Brother will ask you to do:

After contacting Brother or a Brother Authorized Service Center, you may be required to deliver (by hand if you prefer) or send the Product properly packaged, freight prepaid, to the Authorized Service Center together with a photocopy of your bill of sale.

You are responsible for the cost of shipping, packing product, and insurance (if you desire). You are also responsible for loss or damage to this Product in shipping.

INTRODUCTION What Brother will do:

If the problem reported concerning your Machine and/or accompanying Consumable and Accessory Items is covered by this warranty and if you first reported the problem to Brother or an Authorized Service Center within the applicable warranty period, Brother or its Authorized Service Center will repair or replace the Machine and/or accompanying Consumable and Accessory Items at no charge to you for parts or labor. The decision as to whether to repair or replace the Machine and/or accompanying Consumable and Accessory Items is made by Brother in its sole discretion. Brother reserves the right to supply a refurbished or remanufactured replacement Machine and/or accompanying Consumable and Accessory Items and use refurbished parts provided such replacement products conform to the manufacturer's specifications for new product/parts. The repaired or replacement Machine and/or accompanying Consumable and Accessory Items will be returned to you freight prepaid or made available for you to pick up at a conveniently located Authorized Service Center. If the Machine and/or accompanying Consumable and Accessory Items are not covered by this warranty (either stage), you will be charged for shipping the Machine and/or accompanying Consumable and Accessory Items back to you and charged for any service and/or replacement parts/products at Brother's then current published rates.

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The foregoing are your sole (i.e., only) and exclusive remedies under this warranty.

What happens when Brother elects to replace your Machine:

When a replacement Machine is authorized by Brother, and you have delivered the Machine to an Authorized Service Center, the Authorized Service Center will provide you with a replacement Machine after receiving one from Brother. If you are dealing directly with Brother, Brother will send to you a replacement Machine with the understanding that you will, after receipt of the replacement Machine, supply the required proof of purchase information, together with the Machine that Brother agreed to replace. You are then expected to pack the Machine that Brother agreed to replace in the package from the replacement Machine and return it to Brother using the prepaid freight bill supplied by Brother in accordance with the instructions provided by Brother. Since you will be in possession of two machines, Brother will require that you provide a valid major credit card number. Brother will issue a hold against the credit card account number that you provide until Brother receives your original Product and determines that your original Product is entitled to warranty coverage. Your credit card will be charged up to the cost of a new Product only if: (i) you do not return your original Product to Brother within five (5) business days; (ii) the problems with your original Product are not covered by the limited warranty; (iii) the proper packaging instructions are not followed and has caused damage to the product; or (iv) the warranty period on your original Product has expired or has not been sufficiently validated with a copy of the proof of purchase (bill of sale). The replacement Machine you receive (even if refurbished or remanufactured) will be covered by the balance of the limited warranty period remaining on the original Product, plus an additional thirty (30) days. You will keep the replacement Machine that is sent to you and your original Machine shall become the property of Brother.

Retain your original Accessory Items and a copy of the return freight bill, signed by the courier.

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Limitations:

Brother is not responsible for damage to or loss of any equipment, media, programs or data related to the use of this Product. Except for that repair or replacement as described above, Brother shall not be liable for any direct, indirect, incidental or consequential damages or specific relief. Because some states do not allow the exclusion or limitation of consequential or incidental damages, the above limitation may not apply to you. THIS WARRANTY IS GIVEN IN LIEU OF ALL OTHER WARRANTIES, WRITTEN OR ORAL, WHETHER EXPRESSED BY AFFIRMATION, PROMISE, DESCRIPTION, DRAWING, MODEL OR SAMPLE. ANY AND ALL WARRANTIES OTHER THAN THIS ONE, WHETHER EXPRESS OR IMPLIED, INCLUDING IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE, ARE HEREBY DISCLAIMED.

• This Limited Warranty is the only warranty that Brother is giving for this Product. It

is the final expression and the exclusive and only statement of Brother's obligations to you. It replaces all other agreements and understandings that you may have with Brother or its representatives.

• This warranty gives you certain rights and you may also have other rights that may

vary from state to state.

• This Limited Warranty (and Brother's obligation to you) may not be changed in any

way unless you and Brother sign the same piece of paper in which we (1) refer to this Product and your bill of sale date, (2) describe the change to this warranty and (3) agree to make that change.

Important:

We recommend that you keep all original packing materials, in the event that you ship this Product.

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Important Information

Should you have questions, or need information about your Brother Product, we have a variety of support options for you to choose from:

USA-Customer Service: Customer Service 1-877-BROTHER (1-877-276-8437)

Customer Service 1-901-379-1210 (fax)

Website www.brother-usa.com

Supplies / Accessories www.brothermall.com or 877-552-6255

BROTHER INTERNATIONAL CORPORATION 100 SOMERSET CORPORATE BLVD. BRIDGEWATER, NEW JERSEY 08807-0911

Record your model and serial number and your date and location of Purchase below for your records. Keep this information with your proof of purchase (bill of sale) in case your Product requires service.

Model #

Serial #

Date of purchase:

Store where purchased:

Location of store:

Important: We recommend that you keep all original packing materials, in the event that you need to ship the machine.

Save Time - Register On-Line!

Don’t stand in line at the post office or worry about lost mail. Visit us on-line at

www.registermybrother.com

Your product will immediately be registered in our database and you can be on your way!

Also, while you're there, look for contests and other exciting information!

If a UPC must be entered, refer to the back cover.

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Contents

Contents......................................................... 8

1 Introduction ................................................. 12

1-1. General Information ................................................... 12

Compilation and Publication Notice............................................ 12

Trademarks ................................................................................ 12

Symbols Used in this Guide ....................................................... 13

1-2. Safety Precautions..................................................... 14

To use the machine safely .........................................................15

General Precautions................................................................... 17

2 Getting started ............................................. 19

2-1. Unpacking the QL-570VM.......................................... 19

2-2. Parts Description (Main Printing Unit)........................ 20

Front ...........................................................................................20

Rear............................................................................................ 20

2-3. Connecting the Power Supply.................................... 21

2-4. Removing the Protective Sheet ................................. 22

2-5. Installing the DK Roll.................................................. 23

2-6. Status LED Indications............................................... 25

2-7. Maintenance .............................................................. 26

Print head maintenance .............................................................26

Roller maintenance ....................................................................26

Label outlet maintenance ...........................................................28

3 Installing the VM-100 Software.................. 29

3-1. Introduction ................................................................ 29

VM-100 Modes ........................................................................... 29

3-2. Installing the VM-100 Software .................................. 30

3-3. Uninstalling VM-100................................................... 34

3-4. Uninstalling the QL-570 printer driver ........................ 35

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Contents

4 Using the VM-100 Software ....................... 38

4-1. Launching the VM-100 Software................................ 38

Initial startup operation (Specifying the database file path)........ 39

4-2. Logging On ................................................................ 42

4-3. Logging Off ................................................................ 43

Administrator mode .................................................................... 43

Reception mode ......................................................................... 43

Self Check-in mode.................................................................... 43

5 Administrator Mode .................................... 44

5-1. Administrator Mode Dialog Box ................................. 44

5-2. Initial Settings............................................................. 45

Editing login settings ..................................................................45

Registering host information....................................................... 50

Importing host information..........................................................52

Options .......................................................................................56

5-3. List Management ....................................................... 64

Displaying the visitor log............................................................. 64

Exporting the visitor log .............................................................. 66

Displaying host information ........................................................ 67

5-4. Important Administrator Functions ............................. 71

Printing emergency reports ........................................................ 71

Restoring the backup file............................................................72

6 Reception Mode .......................................... 74

6-1. Receptionist Procedures............................................ 74

Making a reservation and signing in a visitor .............................74

Signing out a visitor .................................................................... 74

6-2. Reception Mode Window ........................................... 75

6-3. Entering Visitor Information........................................ 77

Entering new visitor information .................................................77

Recalling Visitor Information from Previous Visits

("Signed Out") ............................................................................80

Searching for host information ...................................................82

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Contents

6-4. Including Visitor Photos on Badges ........................... 84

6-5. Previewing Visitor Badges ......................................... 85

6-6. Signing In (Issuing Visitor Badges)/

Signing Out Visitors ................................................... 86

Signing in....................................................................................86

Signing out ................................................................................. 89

6-7. Issuing Visitor Badges without Signing In .................. 90

6-8. Issuing Parking Permits ............................................. 92

6-9. Making Visitor Reservations ...................................... 93

6-10. Editing Visitor Reservations ....................................... 95

6-11. Deleting Visitor Information........................................ 97

6-12. Printing Emergency Reports ...................................... 98

6-13. Importing Visitor List .................................................. 98

6-14. Backing Up Visitor Information................................. 100

7 Self Check-in Mode .................................. 101

7-1. Initial Screen of Self Check-in Mode........................ 101

7-2. Visitor Operations .................................................... 102

7-3. Exiting Self Check-in Mode or Printing the

Emergency Report ................................................... 103

Unlocking..................................................................................103

8 Customizing Layouts................................. 105

9 Troubleshooting ........................................ 109

9-1. QL-570 Label Printer................................................ 109

9-2. Visitor Badge & Management Software (VM-100) ... 110

10 Error Messages.......................................... 112

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Contents

11 Reference................................................... 114

11-1. Main Specifications .................................................. 114

Product specifications ..............................................................114

Operating environment.............................................................114

11-2. Accessories (For USA Only) .................................... 115

DK Rolls .................................................................................. 115

Cleaning Sheet.........................................................................116

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1 Introduction

1-1. General Information

Compilation and Publication Notice

• Under the supervision of Brother Industries Ltd., this guide has been compiled and published, covering the latest product’s descriptions and specifications.

• The contents of this guide and the specifications of this product are subject to change without notice.

• The actual windows and dialog boxes of the software and its operation may differ from those described in this manual. The names of people and companies used in this manual and software are fictional.

• Brother reserves the right to make changes without notice in the specifications and materials contained herein and shall not be responsible for any damages (including consequential) caused by reliance on the materials presented, including but not limited to typographical and other errors relating to the publication.

Trademarks

• The Brother logo is a registered trademark of Brother Industries, Ltd.

• Microsoft, Windows Vista, Windows Server and Windows are either registered trademarks or trademarks of Microsoft Corp. in the United States and/or other countries.

• The names of other software or products used in this document are trademarks or registered trademarks of the respective companies that developed them.

• Each company whose software title is mentioned in this guide has a Software License Agreement specific to its proprietary programs.

• All other brand and product names mentioned in this User's Guide are registered trademarks of their respective companies.

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Introduction

Symbols Used in this Guide

The symbols used throughout this guide are as follows:

NOTE

• This symbol shows information or directions that should be followed. If ignored, the result may be damage, or failed operations.

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Introduction

1-2. Safety Precautions

We recommend that you read all of these instructions prior to using this product, and save them for later reference. Follow all warnings and instructions marked on the product.

WARNING

CAUTION

The symbols used in this guide are as follows:

Action NOT allowed to do

DO NOT splash the product with or immerse the product in water.

Mandatory action

Alerts to the possibility of electrical shock

DO NOT disassemble the product.

DO NOT touch a given portion of the product.

Unplugging

Tells you what to do to avoid the risk of injury.

Tells you about procedures you must follow to prevent damage to the machine.

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Introduction

To use the machine safely

WARNING

Follow these guidelines to avoid fire, electric shock, or other damage.

The Machine

Unplug the power cord immediately and stop using the machine during an electrical storm. There may be a remote risk of electric shock from lightning.

Do not touch any metal parts near the print head. The print head becomes very hot during use and remains very hot immediately after use. Do not touch it directly with your hands.

Dispose of plastic bags correctly and keep away from babies and children. Do not wear or play with plastic bags.

Unplug the power cord immediately and stop using the machine if you notice any abnormal odor, heat, discoloration, deformation or anything unusual whilst the machine is in use or storage.

Do not disassemble the machine. For inspection, adjustment and repair of the machine contact the retail outlet where the machine was purchased or your local authorized service center.

Do not drop, hit or otherwise bang the machine.

Do not hold and lift the machine by the DK Roll cover. The cover could come off and the machine could fall and become damaged.

Do not allow the machine to get wet in any way.

Do not use the machine with foreign objects in it. If water or any foreign objects should enter the machine, unplug the power cord from the electric outlet and remove the foreign object. If necessary, contact the retail outlet where the machine was purchased or your local authorized service center.

Do not hold the machine with only one hand. The machine may slip out of your hand.

Never disassemble the machine or allow it to get wet to avoid possible fire or electrical shock. Doing so could cause an electrical shock or fire.

Do not use paint thinner, benzene, alcohol or any other organic solvents to clean the machine. Doing so may cause damage to the surface finish. Use a soft, dry cloth to clean the machine.

Do not put any heavy objects or objects containing water on top of the machine. If water or any foreign object enters the machine, contact the retail outlet where the machine was purchased or your local authorized service center. If you continue to use the machine with water or a foreign object in the machine, the machine may be damaged or personal injury could result.

The electrical outlet should be close to the machine and be easily accessible.

Do not touch the cutter. Personal injury could result.

Do not expose the machine to direct sunlight or near heaters or other hot appliances, in any area exposed to extremely high or low temperatures, high humidity or dusty areas. Doing so could cause the machine to malfunction.

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Introduction

WARNING

Follow these guidelines to avoid fire, electric shock, or other damage.

Power Cord

Use only the authorized power source (120V AC) for the machine.

Use only the power cord included with the machine.

Do not handle the power cord or plug if your hands are wet.

Do not overload the electrical outlet sockets with too many appliances or plug the power cord into a damaged electrical outlet.

Do not cut, damage, alter or place heavy objects on the power cord.

Do not use the power cord if it is damaged.

Ensure the power cord is correctly inserted into the electrical outlet.

Always hold the power cord when unplugging the power cord from or plugging it into electrical outlet. Do not pull on the power cord. The wire in the electrical cord may become damaged.

If the machine will not be used for an extended period, remove the power cord from the electrical outlet.

Cutter

Do not touch the blade of the cutter.

Do not open the top cover when the cutter is operating.

CAUTION

Follow these guidelines to avoid fire, electric shock, or other damage.

Installation/Storage

Put the machine on a flat, stable surface such as a desk.

Do not put any heavy objects on top of the machine.

DK Roll (DK Label, DK Tape)

Be careful not to drop the DK Roll.

DK Rolls use thermal paper and thermal film. Both the label and print will fade with sunlight and heat. Do not use DK Rolls for outdoor use that requires durability.

Depending on the area, material, and environmental conditions, the label may unpeel or become irremovable, the color of the label may change or be transferred to other objects. Before applying the label, check the environmental condition and the material. Test the label by affixing a small piece of it to an inconspicuous area of the intended surface.

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Introduction

General Precautions

The Machine

• The machine is a precision machine. Do not drop, hit or otherwise bang the machine.

• Do not lift the machine by the DK Roll compartment cover. The cover could come off and the machine could fall and become damaged.

• The machine may malfunction if left near a television, radio, etc. Do not use the machine near any machine that can cause electromagnetic interference.

• Do not insert any objects into or block the label output slot or USB port.

• Use only the interface cable (USB cable) included with the machine.

• When not in use for an extended period, remove the DK Roll from the machine.

• Do not attempt to print labels while the DK Roll cover is open.

Power Cord

• You should put the machine near an easily accessible, standard electrical socket.

DK Roll (DK Label and DK Tape)

• Use only genuine Brother accessories and supplies (with , marks). Do not use any unauthorized accessories or supplies.

• If the label is attached to a wet, dirty, or oily surface, it may peel off easily. Before applying the label, clean the surface to which the label will be applied.

• DK Roll uses thermal paper and thermal film so that ultraviolet rays, wind, and rain may cause the color of the label to fade and the ends of the label to peel off.

• Do not expose the DK Rolls to direct sunlight, high temperatures, high humidity, or dust. Store in a cool, dark place. Use the DK Rolls soon after opening the package.

• Scratching the printed surface of the label with your finger nails or metal objects, or touching the printed surface with hands dampened by water, sweat, or medicated cream, etc., can cause the color to change or fade.

• Do not apply labels to any persons, animals, or plants.

• As the end of the DK Roll is designed to not adhere to the label spool, the last label may not be cut properly. If this happens, remove the remaining labels, insert a new DK Roll, and reprint the last label. Note: To account for this, the number of DK Labels included on each DK Roll may be more than indicated on the package.

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Introduction

• If a label is removed after begin applied to a surface, some portion of the label may remain. Remove the remaining portion before attaching a new label.

• Some DK Rolls use permanent adhesive for their labels. These labels cannot be easily peeled off once attached.

• Prior to using CD/DVD labels, be sure to follow the instructions in your CD/ DVD player's instruction guide regarding applying CD/DVD labels.

• Do not use CD/DVD labels in a slot loading CD/DVD player, for example a CD player in a car where the CD is slid into a slot in the CD player.

• Do not peel off the CD/DVD label once it is applied to the CD/DVD, a thin surface layer may come off, resulting in damage to the disk.

• Do not apply CD/DVD labels to CD/DVD disks designed for use with ink jet printers. Labels peel off these disks easily and using disks with peeled labels can result in loss or damage of data.

• When applying CD/DVD labels, use the applicator included with the CD/ DVD label rolls. Failure to do so could cause damage to the CD/DVD player.

• User's shall take full responsibility for applying CD/DVD labels. Brother accepts no responsibility for any loss or damage of data caused by the inappropriate use of CD/DVD labels.

CD-ROM and Software

• Do not scratch or subject the CD-ROM to high or low temperatures.

• Do not put heavy objects on the CD-ROM or apply force to the CD-ROM.

• The software contained on the CD-ROM is meant for use with the machine only. See the License on the CD for details. This software may be installed on multiple computers for use in an office, etc.

When you handle personal information, comply with relevant laws or guidelines in your country.

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2 Getting started

2-1. Unpacking the QL-570VM

Check that the package contains the following before using the printer. If any item is missing or damaged, contact your Brother dealer.

QL-570

USB cable

CD-ROM

AC Power cord

The plug may differ by country.

DK Roll

The Brother QL-570VM includes two rolls of DK-N5224, containing 2-1/8" (54 mm) × 100 feet non-adhesive tape.

User's Guide

Quick Reference Sheet

Registration Card

Cleaning Sheet

Badge holders and lanyards (12)

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FEED button

CUT button

LED lamp

ON/OFF button

DK Roll compartment cover

Power port

Power cord

USB port

Getting started

2-2. Parts Description (Main Printing

Unit)

Front

Rear

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Getting started

The plug may differ by country.

2-3. Connecting the Power Supply

Connect the power cord to the QL-570 and then plug the power cord into a 120V AC electrical outlet.

NOTE

• Do not pull the power cord when unplugging it from the electrical outlet. The wire in the power cord may become damaged.

• Do not connect the QL-570 to the computer until directed to do so when installing the printer driver.

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Protection sheet

Getting started

2-4. Removing the Protective Sheet

1. Hold the Brother QL-570 by the front of the machine, and firmly

lift the DK Roll compartment cover to open the cover.

2. Remove the protection sheet.

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Getting started

2-5. Installing the DK Roll

1. Press and hold the ON/OFF button to turn the QL-570 off. Hold

the DK Roll compartment cover at the front of the Brother QL570 and firmly lift up to open the cover.

2. Put the spool into the spool guides in the DK Roll compartment.

NOTE

• Make sure that the spool arms are inserted firmly in the spool guides on the left and right.

• Insert the spool into the machine as shown in the illustration.

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Getting started

3. Thread the end of the DK Roll into the slot until it aligns to the

shaded area shown in the illustration.

NOTE

• Align the end of the roll with the upright edge of the label output slot.

4. Close the DK Roll compartment cover.

NOTE

• When you press the ON/OFF button ( ) to turn the Brother QL-570 on, the end of the DK Die-cut Label is aligned automatically.

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Getting started

2-6. Status LED Indications

Lamp Condition

Lamp is not lit

Power is OFF.

Lamp is Green

Lamp is Orange

Lamp is Orange (flashing)

Lamp is Red (flashing)

Power is ON.

The roll cover is opened. Close the roll cover properly.

Cooling (Wait for temperature of print head to lower)

Indicates one of the following errors.

• Label sensor error (End of DK Roll or label jam)

• Incorrect DK Roll installed

• Transmission error

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Getting started

2-7. Maintenance

Maintenance of the machine must be done as needed. However, some environments require that maintenance must be done more frequently (e.g. in dusty conditions).

Print head maintenance

The DK Roll (thermal recording paper type) used with the machine is designed to clean the print head automatically. When the DK Roll passes the print head during printing and label feeding, the print head is cleaned.

Roller maintenance

Clean the roller using the cleaning sheet (available separately). The machine contains only one cleaning sheet. To purchase additional cleaning sheets, refer to page 115.

NOTE

• When doing maintenance on the roller, be sure to only use the cleaning sheet designed for this machine.

• If using other cleaning sheets, the surface of the roller may become scratched and may cause a malfunction.

1. Press and hold the ON/OFF button to turn the QL-570 off.

2. Hold the DK Roll compartment cover at the front of the Brother

QL-570 and firmly lift up to open the cover.

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Getting started

3. Remove the DK Roll from the machine.

4. Remove the backing paper 2 and insert the edge 1 of cleaning

sheet into the printing unit as indicated by the arrow in the diagram below.

NOTE

• Insert the sheet without removing the 1 part of sheet.

• Check that the printing surface of cleaning sheet is upward.

5. Close the DK Roll compartment cover and press the ON/OFF

button ( ) to turn the Brother QL-570 on.

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FEED button

Label outlet

Getting started

6. Press down the FEED button for more than one second until the

cleaning sheet begins to feed out.

As the cleaning sheet feeds completely out of the machine, the adhesive face of the cleaning sheet removes stains and dust on the roller.

NOTE

• If the FEED button is not pressed for more than one second, the roller spins only 0.32".

• Dispose the cleaning sheet after use.

Label outlet maintenance

If glue accumulates on the label outlet and the machine becomes jammed, disconnect the power plug from the machine and clean the label outlet with a cloth dipped in isopropyl alcohol.

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Installing the VM-100 Software

3-1. Introduction

VM-100 is software that can be used to easily manage visitors at a business, organization or school. The following operations can be performed with this software:

• Enter visitor information in advance and make reservations.

• On location, enter information for visitors without a reservation.

• Issue visitor badges.

• Include a message when making a reservation, and print the message.

• Take a photo of the visitor, and include the photo on the visitor badge.

• Manage the arrival and departure of visitors with the "sign in/sign out" feature.

• Issue a parking permit.

• In an emergency, display/print a list of visitors who have signed in.

• Allow visitors to issue themselves badges and sign in.

VM-100 Modes

The VM-100 software can run in three different modes.

Administrator mode

This mode allows users to specify visitor information form settings, print settings, backup locations and frequencies, as well as register host information and user logins. Only users with Administrator permissions can log on to Administrator mode.

Reception mode

This mode is selected when a receptionist is greeting and signing in visitors. Within this mode, the receptionist can enter visitor information, sign in or sign out visitors, and issue visitor badges and parking permits. Only users with Administrator or Receptionist permissions can log on to Reception mode.

Self Check-in mode

This mode allows visitors to enter their own information, sign in, and issue themselves a visitor badge. Only users with Administrator or Receptionist permissions can log on to Self Check-in mode.

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Installing the VM-100 Software

3-2. Installing the VM-100 Software

The procedure for installation varies depending on the computer's operating system (OS). The following example is using Windows Vista®. Do not connect

the QL-570 label printer to the computer until you are instructed to do so. If the label printer has already been connected, disconnect it.

NOTE

• Install procedure is subject to change without notice.

• To use the VM-100 software on multiple computers within the same business location, install the software on each personal computer and set the new database file location (page 39). It is possible to merge visitor logs by using export function.

1. Turn off the QL-570.

2. Start the computer and put the CD-ROM into the CD-ROM

drive.

If it does not start up automatically, go to [My Computer (Computer)] doubleclick the CD-ROM icon, and then double-click [Start.exe].

3. If the [User Account Control] dialog box appears, click

[Continue].

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Installing the VM-100 Software

4. Click [Standard Installation].

1Standard Installation

VM-100, P-touch Editor 5.0, Printer Driver, and User's Guide (PDF)

2Custom Installation

VM-100, P-touch Editor 5.0, Printer Driver, or User's Guide (PDF)

3Display User's Guide

The User's Guide (PDF) and the Quick Reference Guide will be displayed.

4Adobe Reader Download

Link to the download page for Adobe

Reader® will be displayed.

NOTE

• If Microsoft .NET Framework 2.0 and Windows Installer 3.0 or later are not installed on your computer, the installation screen is displayed. Follow the instructions on the screen to complete installation. If you cancel this step, no software will be installed.

Page 32

USB port

USB cable

Power cord

Power port

Installing the VM-100 Software

5. Read the license agreement and click [Yes] if you agree with

the terms and conditions.

6. Follow the on-screen instructions.

7. Put a check mark in the box to install the Add-in and click the

[Next] button.

NOTE

• Make sure that you closed all Microsoft® Office applications.

• For details on the add-in, refer to the corresponding Help topic in P-touch Editor after it has been installed.

8. Connect the QL-570 and turn it on, click [Next], and then follow

the on-screen instructions for the driver installation.

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Installing the VM-100 Software

9. Make your choice and click [Next].

If you choose "Yes, display the page", you will go to the online user registration page before finishing the installation. (recommended) If you choose "No, do not display the page", you will continue the installation.

NOTE

• Once you have completed the registration process, close your web browser to return to the installation.

10. Click [Finish].

11. Click [Exit] to finish the installation.

12. Click [Start] - [All Programs (Programs)] -

[Brother Visitor Badge & Management] - [VM-100] to start VM-100.

NOTE

• You can find this User's Guide in PDF format as well by clicking [Start] [All Programs (Programs)] - [Brother Visitor Badge & Management] [VM-100 User's Guide].

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Installing the VM-100 Software

3-3. Uninstalling VM-100

1. For Windows Vista

From the [Control Panel] - [Programs] - [Programs and Features].

 The [Uninstall or change a program] dialog box appears.

For Windows® XP Click [Start] - [Control Panel] - [Add/Remove Programs / Add or Remove Programs (XP)].

 The [Add or Remove Programs] dialog box appears.

2. For Windows Vista

Choose [Brother Visitor Badge & Management], and click [Uninstall].

/Windows® 7

/Windows® 7.

For Windows Choose [Brother Visitor Badge & Management], and click [Remove].

3. Click [OK].

 The uninstall operation starts. After the software is removed from your

computer, the [Maintenance Complete] dialog box appears.

4. Close the [Add or Remove Programs] (XP) / [Programs and

Features] (Windows Vista

 The VM-100 software has been uninstalled.

NOTE

• To uninstall P-touch Editor 5.0, select [Brother P-touch Editor 5.0] in Step 2.

/Windows® 7) dialog.

Page 35

Installing the VM-100 Software

3-4. Uninstalling the QL-570 printer

driver

1. Turn off the Brother QL-570.

2. For Windows

Click , go to [Devices and Printers].

For Windows Vista

Click [Start] - [Control Panel] - [Hardware and Sound] -

[Printers].

For Windows

Click [Start] - [Control Panel] - [Printers and Faxes].

NOTE

• For details, refer to Windows® Help.

3. For Windows Vista

Click [Brother QL-570], right click on the icon, and then click [Delete] (Windows Vista

/Windows® 7

)/ [Remove device] (Windows® 7).

For Windows Click [Brother QL-570] - [File] - [Delete].

4. For Windows

Choose [Fax] or [Microsoft XPS Document Writer] in the [Devices and Printers] window, and then click [Print server properties], which appears in the menu bar.

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Installing the VM-100 Software

For Windows Vista In the [Printers] window, right click and click [Run as administrator] - [Server Properties...].

If the authorization confirmation dialog appears, click [Continue]. If the [User Account Control] dialog box appears, enter the password and click [OK].

For Windows Click [File] - [Server Properties].

5. For Windows

Click the [Drivers] tab, and then click [Change Driver Settings]. (If a User Account Control message appears, type in the password, and then click [OK]). Choose "Brother QL-570", and then click [Remove...].

For Windows Vista Click the [Drivers] tab and click [Brother QL-570] [Remove...].

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Installing the VM-100 Software

For Windows® XP Click the [Drivers] tab and click [QL-570] - [Remove...].

/Windows® 7

6. For Windows Vista

Choose [Remove driver and driver package], and then click [OK].

For Windows Go to step 7.

7. Close the [Print Server Properties] window.

 The printer driver has been uninstalled.

Page 38

Using the VM-100 Software

4-1. Launching the VM-100 Software

The VM-100 software can be started using any of the following three methods.

When starting the VM-100 software for the first time, the User must be logged on to their computer with Administrator privileges in order to execute this function. For Windows Vista select "Run as administrator".

• From the Start menu, click the VM-100 icon.

• Double-click the VM-100 icon on the desktop.

, right click the VM-100 icon and

• Click the shortcut icon on the Quick Launch bar.

When the application is started, the Login dialog box (page 42) appears.

NOTE

• Follow the procedure described below when starting the application for the first time.

Page 39

Using the VM-100 Software

Initial startup operation (Specifying the database file path)

The database file contains host information as well as visitor logs. Users have the ability to save or "back up" these files to a specified location.

When the VM-100 software is started for the first time, the following dialog box appears. Follow the procedure described below to specify the location that database files are to be saved. Users will also be prompted to register a name and password for an administrator at this time. If no location is selected, the database files will be saved to the default location. If the database becomes corrupted, please refer to page 72.

NOTE

• If the database file is in a folder on a server and the administrator and receptionist are using different computers, specify the following settings on the administrator's computer, and then install VM-100 on the receptionist's computer and perform only step 1.

1. Click in the "Destination:" box 1 (illustration above), and then

type the path to the database file. Otherwise, click 2, and then browse the computer for the location of the database file.

NOTE

• If the database file has already been specified, the path to that file appears.

• To change the database file path, refer to page 63.

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Using the VM-100 Software

2. Click the [Next] button (3).

 The Set Administrator dialog box appears.

NOTE

• If the current VMB file has been corrupted, the initial startup operation dialog box appears. Select a backup file (*.bmb) to restore the database. (page 100)

Page 41

Using the VM-100 Software

3. In 4, type the user name for the administrator (255 characters

or less). In 5, type the password for the administrator (6 to 255 characters). In 6, retype the password.

4. Click the [Finish] button.

 A database file is created and the administrator information is registered.

Once complete, the Administrator Mode dialog box (page 44) appears.

NOTE

• The following settings can be specified from the Administrator mode.

•Register login users.

•Register host information.

•Specify settings for the badge layout and the visitor information form.

Page 42

Using the VM-100 Software

4-2. Logging On

When VM-100 is started, the Login dialog box appears. Select the mode to be logged on to, and then type in the user name and password.

1. From 1, click the mode to be logged on to.

Reception: Select to enter the Reception mode. Select this mode if a

receptionist will sign in visitors and issue visitor badges. (page 74)

Self Check-in: Select to enter the Self Check-in mode. Select this mode if

visitors will log in and create badges themselves. (page 101)

Administrator: Select to enter the Administrator mode. (page 44)

NOTE

• The mode selected during the previous login session is already selected.

• A user registered with Administrator permissions can log on to all modes (Reception, Self Check-in and Administrator modes). A user registered with Receptionist permissions can only log on to Reception mode or Self Check-in mode.

2. In 2, type in the user name. In 3, type in the password.

3. Click the [OK] button.

 The user is logged on to the selected mode.

Page 43

Using the VM-100 Software

4-3. Logging Off

The VM-100 software can be exited using the following methods described for each mode.

Administrator mode

1. Click the [×] button at the right end of the title bar.

Reception mode

1. Click the [×] button at the right end of the title bar.

NOTE

• If there is data that has not yet been saved in Reception mode, a confirmation message appears.

Self Check-in mode

Refer to page 103.

Page 44

5 Administrator Mode

5-1. Administrator Mode Dialog Box

When VM-100 is started in Administrator mode, the Administrator Mode dialog box appears.

1 Enables the administrator to display and print a list of visitors that have

signed in. (page 71)

2 Lists the different tasks available.

[View Visitor Log] button (page 64) Click to display the visitor log and export its data.

[Manage Host Database] button (page 50) Click to register new hosts, to change or delete registered information, or to import a database.

[Login Settings] button (page 45) Click to register or delete users who can log in as an administrator or a receptionist.

[Options] button (page 56) Click to specify the printer settings for the visitor badge layout, to establish the layout for entering visitor information and to select the locations and length of time that database information is stored.

3 Displays a general description for each button in 2.

4 Click to exit Administrator mode of VM-100.

Page 45

Administrator Mode

5-2. Initial Settings

The administrator should first specify the necessary settings.

Editing login settings

Users who can log on can be registered or deleted and their passwords can be changed.

Displaying the Login Settings dialog box

1. Click the [Login Settings] button in the Administrator Mode

dialog box.

Page 46

Administrator Mode

 The Login Settings dialog box appears.

1 Displays information on registered users. 2 Click to add a new login user. 3 Click to delete a login user. 4 Click to change the password for a login user.

NOTE

• Administrator: Users can log on to all modes (Administrator, Reception and Self Check-in modes).

• Receptionist: Users can log on to Reception mode and Self Check-in mode.

Page 47

Administrator Mode

Registering new users

1. Click the [Add] button in the Login Settings dialog box.

2. Type in the information for the user to be added.

1 Select "Receptionist" or "Administrator" as the user permissions. 2 Type in the User Name (255 characters or less). 3 Type in the password (6 to 255 characters).

3. Click the [OK] button.

 The new user is registered.

Page 48

Administrator Mode

Deleting users

1. In the Login Settings dialog box, select the user to be deleted.

2. Click the [Delete] button.

NOTE

• It is not possible to delete all administrators. An error message will appear if you try to delete all administrators.

3. Click the [Yes] button.

 The selected user is deleted.

Page 49

Administrator Mode

Changing the password

1. In the Login Settings dialog box, select the user whose

password is to be changed.

2. Click the [Change Password] button.

3. Type in the new password (6 to 255 characters).

4. Click the [OK] button.

 The password is changed.

Page 50

Administrator Mode

Registering host information

With the VM-100 software, users have the ability to register hosts (the person being visited) and import host information from a database.

1. Click the [Manage Host Database] button in the Administrator

Mode dialog box.

 The Host Information List window appears.

2. Click the [Add] button.

Page 51

Administrator Mode

1 2 3 4 5 6

3. Type in the information for the host to be added.

1 Type in the last name. 2 Type in the first name. 3 Type in or select the organization (for example, company name). 4 Type in or select the organization (for example, division name). 5 Type in or select the telephone number. 6 Type in or select the alternate telephone number (for example, mobile

phone).

7 Type in or select the e-mail address.

NOTE

• No more than 255 characters can be entered into each text box.

• The 20 most recently entered data appear as choices on the drop down menus for 3 through 7.

4. Click the [Save and Close] button.

 The dialog box is closed, and the entered host information is added to the

Host Information List window.

NOTE

• Clicking the [Save and Create New Record] button adds the entered host information to the Host Information List window. Then, an empty New Host Information dialog box appears so an additional host can be added.

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Administrator Mode

Importing host information

Host information can be imported. When importing host information, all existing information will be deleted so the database will contain only the imported information.

1. Click the [Manage Host Database] button in the Administrator

Mode dialog box.

 The Host Information List window appears.

2. Click the [Import…] button.

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Administrator Mode

3. Click the [Yes] button.

4. Specify the file containing the information to be imported.

3 4

1 Specify the folder containing the file to be imported. 2 Select the file containing the information to be imported. 3 Displays the name of the selected file. 4 Select the format of the file to be imported. CSV and text format files can

be selected.

5 Click to import the selected file.

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Administrator Mode

5. Select the delimiter character, and select whether or not the first

line of text contains the field names.

1 Select "Comma", "Tab", "Space" or "Semicolon" as the delimiter character

in the file before it is converted. Otherwise, any other character can be entered.

2 Displays a preview of the file after it has been converted. 3 Select this check box if the text is to be imported with the first line

containing the field names and the field data starting with the second line. Clear this check box if the text is to be imported with the field data starting with the first line.

6. Click the [Next] button.

Page 55

Administrator Mode

7. Specify how the fields in the file to be imported are assigned to

the fields in the host database.

1 2

1 The fields in the host database are shown in the first row. From the drop-

down lists that appear in the second row, select the field from the file to be imported that is to be assigned to the fields in the host database.

2 Displays a preview of the contents of the host database after the file is

imported. If "(None)" was not selected in 1, the data from the selected field is displayed.

3 Displays the data in the file to be imported. Only the columns of data from

mapped fields (where "(None)" is not selected in 1) are displayed.

8. Click the [OK] button.

 The file is imported with the specified settings, and the Host Information List

window appears.

Page 56

Administrator Mode

Options

Settings can be specified for visitor badge layouts, printer settings, parking permits, visitor information forms as well as database locations and backup.

Displaying the Options dialog box

1. Click the [Options] button in the Administrator Mode dialog box.

 The Options dialog box appears.

1 Click the tab containing the parameters to be specified.

Page 57

Administrator Mode

1 3

5 6

Layout settings ("General" tab)

The layouts for the visitor badges, parking permits and the format for displaying the names of visitors and hosts can be specified.

1. In the Options dialog box, click the "General" tab.

2. Specify the necessary settings.

1 Displays the name of the layout specified for visitor badges. 2 Click to display a dialog box containing options for changing the layout of

visitor badges. (page 58)

3 Displays the name of the layout specified for parking permits. 4 Click to display a dialog box containing options for changing the layout of

parking permits. (page 58)

5 If a layout containing a logo has been selected, the logo file can be

replaced. Select this check box to replace the logo in the visitor badge with the selected logo. (page 59)

6 Displays the file name for the replacement logo. This box is displayed in

gray if check box 5 is cleared.

7 Click to display a dialog box for specifying the file for the replacement logo. 8 Displays the path to the folder containing custom layouts. (page 105) 9 Click to display a dialog box for selecting the folder in 8. 0 Select "Last name, First name", "First name Last name", "Last name First

name" or "First name, Last name" as the format for displaying visitor names.

Page 58

Select Badge Layout dialog box

Administrator Mode

3. Click the [OK] button.

 The specified settings for the various parameters are applied.

Specifying the layout for visitor badges and parking permits

If 2 or 4, described in Step 2 were clicked, a dialog box for selecting a layout appears.

1 Select "Standard Name Badges", "Generic Badges" or "Photo Badges" as

the layout category for visitor badges. The "My Badge" category is created when new badges are created. Newly created badges are saved in the "My Badge" category (Select Badge Layout dialog box only). (page 105)

2 Displays images of the layouts in the selected category. Select the image

of the layout to be used for visitor badges by clicking the desired layout.

3 Click the [OK] button.

NOTE

• If a layout from the "Photo Badges" category is selected, but no photo was taken, a sample image is printed in the photo area. If a layout from the "Photo Badges" category has been selected, be sure to take a photo.

• In Self Check-in mode, photos cannot be taken. If Self Check-in mode is to be used, select a layout from a category other than the "Photo Badges" category.

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Administrator Mode

2 3

Selecting a replacement logo

If 7, described in Step 2 is clicked, a dialog box appears so the file for the replacement logo can be specified.

1 Select the folder containing the replacement logo. 2 Specify the file name for the replacement logo. 3 Select "All image", "BitMap Files", "JPEG Files", "Gif", "TIFF", "Icon",

"WindowsMetaFile" or "PNG" as the file format for the replacement logo.

4 Click to replace the logo.

NOTE

• If a badge containing a logo was selected, be sure to specify the logo or graphic. If the logo or graphic is not specified, a sample logo appears.

Page 60

Administrator Mode

Settings for the visitor information form ("Reception" tab)

This setting controls which fields appear in the visitor information form and whether or not data input is possible.

NOTE

• In the "Reception" tab, the fields to manage the visitor information for administrators can be specified. To specify the items to be printed, refer to page 57.

1. In the Options dialog box, click the "Reception" tab.

2. Specify field settings for the visitor information form.

1 Select whether to enable or disable the visitor reservation function.

The VM-100 software allows users to "Reserve" or "Pre-Register" visitors. With the reservation function, you can make a reservation before a visitor's arrival, thus making signing in much quicker and easier. If "Disable" is selected, the visitor reservation function will not be available, and the visitor information form appears as described below.

NOTE

• If you disable the reservation function, "Reserved" in the "View Visitor List" changes to "Pre-registered". If you print the visitor's badge without signing in, the visitor will be shown in the "Pre-registered" list.

• If you disable the reservation function, the [Overwrite] and [Reserve] buttons for editing visitor information are not available.

• If you disable the reservation function, the fields for estimated arrival date and time do not appear.

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Administrator Mode

2 Specify settings for the buttons and text fields in the visitor information

form. If "Required" is selected, the text box is framed in red, and the visitor information cannot be registered until data has been entered.

3. Click the [OK] button.

 The specified settings for the various parameters are applied.

Page 62

Administrator Mode

Printer settings ("Printer" tab)

The printer used for printing visitor badges and parking permits can be specified.

1. In the Options dialog box, click the "Printer" tab.

2. Specify the printer.

1 Select a Brother QL label printer compatible with the VM-100 software as

the printer for printing visitor badges, messages and parking permits. This is normally specified automatically when the application is started.

3. Click the [OK] button.

 The printers are specified.

Page 63

Administrator Mode

Database and backup settings ("Database" tab)

Settings for the location and length of time that database information is stored, as well as back up frequency can be specified. The User must be logged in to their computer with Administrator privileges in order to execute this function.

1. In the Options dialog box, click the "Database" tab.

2. Specify the necessary settings.

1 Click "Start..." to optimize the database. 2 Select "No Storage Expiration", "1 week", "1 month", "3 months", "6

months" or "1 year" as the length of time that visitor records are saved.

3 Select this check box to not save the photo taken in Reception Mode. If this

is selected, the photo data is deleted when the visitor signs out.

4 Specify the path to the file of the VM-100 database. As a default, this is the

path that was specified the first time that the application was started. (page 39)

5 Click to display a dialog box for selecting the folder when changing 4. 6 Specify the path to the folder used for backing up the VM-100 database.

When backing up to the same folder, backup files older than the 10 most recent files are deleted.

7 Click to display a dialog box for selecting the folder when changing 6. 8 Select this check box to automatically back up when the application is

exited. (The backup file is in the *.bmb format.)

NOTE

• If no folder is specified in 5 for the backup file, this check box cannot be selected.

3. Click the [OK] button.

 The database settings are applied.

Page 64

Administrator Mode

5-3. List Management

Displaying the visitor log

A list of visitors who have signed out can be displayed. To display the information for visitors who have signed in, click the [Emergency Report] button.

1. Click the [View Visitor Log] button in the Administrator Mode

dialog box.

 The Visitor Log window appears.

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Administrator Mode

2. Specify the time period for the visitor information to be

displayed.

NOTE

• Regardless of the specified display period, all information in the visitor log remains in the database.

2 1

1 Specify the start date for the display period.

NOTE

• If a start date later than the end date is specified, the end date is automatically set to the start date.

2 Specify the end date for the display period. 3 Select this check box to display all information in the visitor log. If this is

selected, settings cannot be specified for 1 and 2. 4 Displays the information in the visitor log for the specified period. 5 Click to return to the Administrator Mode dialog box (page 44).

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Administrator Mode

Exporting the visitor log

The data in the visitor log can be saved to a file in the CSV format.

1. Select "File" on the tool bar and click "Export".

2. Specify the file name, file format and the location where the file

is to be exported.

2 3

1 Specify the location where the file is to be exported. 2 Specify the name of the file to be exported. 3 Select the format of the file to be exported. Only a CSV format can

be selected.

3. Click the [Save] button.

 The file is exported with the specified contents.

Page 67

Administrator Mode

Displaying host information

Host information can be registered, edited or deleted. This registered information is accessed when a host search is performed while visitor information is being entered.

1. Click the [Manage Host Database] button in the Administrator

Mode dialog box.

 The Host Information List window appears.

Page 68

Administrator Mode

Adding

For details on adding host information, refer to "Registering host information". (page 50)

Editing

Registered host information can be edited.

1. In the host information display area, select the host information

to be edited.

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Administrator Mode

2. Click the [Edit] button.

3. Edit the host information, and then click the [Save and Close]

button.

 The dialog box is closed, and the edited host information is displayed in the

Host Information List window.

Page 70

Administrator Mode

Deleting

Unnecessary host information can be deleted.

1. In the host information display area, select the host information

to be deleted.

2. Click the [Delete] button.

3. Click the [Yes] button.

 The dialog box is closed, and the selected host information is deleted from

the Host Information List window.

Page 71

Administrator Mode

5-4. Important Administrator Functions

Printing emergency reports

In an emergency, an emergency report (list of visitors who have signed in) can be displayed and printed. The emergency report contains the visitor's name, company name and destination as well as the host's name and organization. Emergency reports are printed on the printer selected as your PC's default printer. The PC used for printing visitor badges should also have a default printer using A4-size paper or larger attached.

1. Click the [Emergency Report] button.

NOTE

• In Reception mode, the emergency report can also be printed by clicking "Print Emergency Report" in the "File" menu.

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Administrator Mode

 The emergency report is displayed and printed.

Restoring the backup file

If the data becomes corrupted or if it cannot be accessed, the backup file can be used to restore the host file. When the VM-100 software is started, a message box appears. Clicking the [OK] button displays the VM-100 Database dialog box. Follow the procedure described below to restore the backup file.

1. In the VM-100 Database dialog box, click the [Browse] button.

Page 73

Administrator Mode

2. The BMB files are listed by date. Select the BMB file to be

restored, and then click the [Open] button.

 The VM-100 Database dialog box appears again, and the selected BMB file

is indicated.

1 From the drop-down list, select "Backup files (*.bmb)". 2 The BMB files are listed. The numbers in the file name indicate the date

that the information was backed up. Select the BMB file to be restored.

3 Click the [Open] button.

3. Click the [Next] button, and then click the [Finish] button in the

next dialog box that appears.

 The backup file with the selected date is restored.

Page 74

6 Reception Mode

6-1. Receptionist Procedures

The receptionist can prepare for visitors by using two different methods:

1. Receptionist enters visitor information, issues badges, and

signs in visitors as they arrive. Receptionist signs out visitors as they leave.

2. If a host provides the receptionist with visitor information prior to

their arrival, the receptionist can pre-enter the required visitor information (make a reservation). The receptionist will then have the option of either printing the badge prior to the visitor's arrival (and simply signing them in upon arrival) or waiting for the visitor to arrive to print the badge and sign them in. When the visitor leaves, the receptionist signs the visitor out.

Making a reservation and signing in a visitor

1. Enter information in a visitor information form.

2. Click the [Reserve] button.

3. When the visitor arrives, select the visitor from the "Reserved"/

"Pre-registered" list.

4. Click the [Sign In and Print Badge] button to sign the visitor in

and print the visitor badge.

NOTE

• To print badge prior to visitor's arrival, select the visitor from the "Reserved"/"Pre-registered" list and click the [Print Badge] button. When visitor arrives, select the visitor badge ID from the list and click the [Sign

In] button.

Signing out a visitor

1. Select the visitor information from the "Signed in" list and click

the [Sign Out] button.

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Reception Mode

6-2. Reception Mode Window

The following items are available in the Reception mode window.

1 Displays the current date and time and the [Emergency Report] button

(page 71).

2 Enables users to choose selections from "View Visitor List" drop down

menu. Reserved:Displays the information for visitors who have reservations, but have not yet signed in. ("Reserved" list) Signed in:Displays the information for visitors who have signed in, but not yet signed out. ("Signed in" list) Signed out:Displays the information for visitors who have signed out. ("Signed out" list)

NOTE

• By changing the filter condition, the information displayed in the list and its order can be changed. (For example: When "Signed in" is selected, the sign-in date and time is displayed. When "Signed out" is selected, the sign-out date and time is displayed.)

• If the visitor reservation function is disabled in Administrator mode (page 60), "Reserved" changes to "Pre-registered", and information is displayed for visitors whose badges have been printed, but who have not yet signed in ("Pre-registered" list).

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Reception Mode

3 Allows information in the visitor list (4) to be searched. 4 Visitor list - Displays the information for visitors registered in the database.

• The information displayed in this list can be updated by changing the "View Visitor List" condition ("Reserved" or "Pre-registered"/"Signed in"/ "Signed out") or visitor information.

• The visitor badge ID is assigned a number between 001 and 999, in order, when the badge is issued. The ID numbering returns to 001 after number 999 is assigned. "---" appears if the badge has not yet been issued.

• Clicking a column title sorts the list according to the information entered for that field.

• Dragging a borderline on either side of a column changes the width of the column.

5 Click to display an empty visitor information form, or to change, register or

delete visitor information.

6 Enter visitor information, or edit existing visitor information. In addition,

host information can be searched, and a photo can be taken of visitors.

7 Click to issue visitor badges, parking permits and to sign in or sign out

visitors.

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Reception Mode

6-3. Entering Visitor Information

Information for visitors without a reservation can be entered on location.

NOTE

• To enter information in advance for visitors with scheduled appointments, refer to page 93.

• To enter information using that of visitors who have visited in the past ("Signed out"), refer to page 80.

Entering new visitor information

1. Click the [New] button.

NOTE

• If displayed visitor information has not yet been saved, a message appears, requesting whether the visitor information should be erased. To save the information, click the [Reserve] button.

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1 2

Reception Mode

2. Type in the visitor information. Data must be entered into fields

framed in red. If data is not entered, the visitor information cannot be registered.

NOTE

• The fields that appear differ depending on the settings selected in Administrator mode.

• No more than 255 characters can be entered for the following fields. [Title], [Last Name], [First Name], [Organization], [Proof of ID], [Visitor's Destination], [Message]

1 Type the visitor's personal identification information (for example, driver's

license number or passport number).

2 Enter the expected departure date. 3 Type in any message required for the visitor (for example, "meeting room

has been changed to 7B").

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Reception Mode

5 6

3. Type in the host information. Data must be entered into fields

framed in red. If data is not entered, the visitor information cannot be registered.

NOTE

• No more than 255 characters can be entered for the following fields. [Name], [Organization], [Contact Info]

• The fields framed in red (mandatory fields) are established in Administrator mode.

4 button

If host information has already been registered, click this button to search the database in order to easily enter the host information. (page 82)

5 Type in the host's name (person being visited).

When information is entered, the database is searched for registered host names, and a list of possible matches appears. From this list, select a host name to automatically enter the host name, organization information and telephone numbers.

6 Enter the host's organization.

If a host name is found in the database search results, this appears in the format "Organization1/Organization2". If only one field was registered with the host, this appears in the format "Organization1".

7 Enter the host's telephone numbers.

If a host's name is found in the database search results, this appears in the format "Phone1/Phone2". If only one field was registered with the host, this appears in the format "Phone1".

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Reception Mode

4. If required, take a photo of the visitor (page 84), sign them in

(page 86) or issue their visitor badge (page 90).

Recalling Visitor Information from Previous Visits ("Signed Out")

Visitor information can easily be entered by using information of visitors who have visited in the past ("Signed out").

1. In the "View Visitor List", select "Signed out".

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Reception Mode

2. Select the visitor whose information is to be used.

NOTE

• A search can be performed by entering the visitor name in the search box.

3. If necessary, edit the information in the visitor information form.

4. If necessary, take a photo of the visitor (page 84), sign them in

(page 86) or issue their visitor badge (page 90).

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Reception Mode

Searching for host information

A host registered in the database can be searched for in order to easily enter the host information.

1. Click the button.

2. Type information in the "First Name", "Last Name",

"Organization 1" or "Organization 2" text box, and then click the [Search] button.

NOTE

• No more than 255 characters can be entered for each field.

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Reception Mode

3. The host information is searched.

4. Select the host whose information is to be entered into the

visitor information form.

5. Click the [OK] button.

 The information for the selected host is entered into the visitor information

form.

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Reception Mode

6-4. Including Visitor Photos on Badges

A photo can be taken and added to the visitor badges.

NOTE

• Depending on the settings specified in Administrator mode, photographing may not be available.

• A web camera (not included with the QL-570VM) must be connected in order to take photos.

• Due to many types of web cameras on the market Brother cannot guarantee all web cameras will work with the QL-570VM. For a list of recommended web cameras please visit our web site at http://www.brother.com.

1. In the visitor information form, click the button.

 In the Camera View dialog box, the image from the camera (video image)

appears.

2. Position the visitor in front of the camera so that their face is

correctly framed, and then click the [Take Photo] button.

 The visitor's photo is imported and appears on the screen. The [Take Photo]

button changes to [Retake Photo].

NOTE

• To take the photo again, click the [Retake Photo] button.

3. Click the [Save] button.

 The photo is saved in the database.

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Reception Mode

6-5. Previewing Visitor Badges

To preview visitor badges before printing, follow the steps below.

1. Click the [Preview] button.

2. Preview the badge, and then click the [Close] button to close

the dialog box.

NOTE

• To print the visitor badge without signing the visitor in, click the [Print Badge] button. To sign the visitor in, refer to page 86.

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Reception Mode

6-6. Signing In (Issuing Visitor Badges)/

Signing Out Visitors

Signing in

Visitor badges are issued at the same time that the visitor is signed in.

1. Perform one of the following operations.

• If a reservation has been made for the visitor, select the information for the visitor to be signed in from the "Reserved" list. (shown below)

• If a reservation has not been made for the visitor, but the visitor has visited in the past, select the information for the visitor to be signed in from the "Signed out" list. (page 80)

• If a reservation has not been made for the visitor, enter the information for the visitor to be signed in the visitor information form. (page 77)

NOTE

• A search can be performed by entering the visitor name in the search box.

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Reception Mode

2. Click the [Sign In and Print Badge] button.

NOTE

• If the host is not registered, a confirmation message appears. Click the

[OK] button to continue signing in. Click the [Cancel] button to return to Step 2. If multiple visitors are selected in Step 1, only the visitor information where an unregistered host was entered appears. Verify the host information.

3. If a message was entered with the visitor information, click the

[Yes] button to print the message, or click the [No] button to not print the message.

4. To cancel out of adding information for a visitor who has been

signed in, click the [OK] button. To sign in another visitor, click the [Continue] button.

NOTE

• Clicking the [Continue] button is convenient for adding information for

additional visitors since all information for the signed-in visitor remains in the visitor information form except for the last name and first name.

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Reception Mode

5. If the [Continue] button was clicked in step 4, type in the

information for the additional visitor, and then repeat steps 2 through 4 to sign in the visitor.

 The visitor information is added to the "Signed in" list.

If the visitor was selected from the "Signed out" list, the visitor information is added to the database as a newly registered visitor. If an expected departure date prior to the arrival date is specified, the departure date is set to the arrival date.

NOTE

• If the visitor badge has already been printed, the visitor is simply signed in, and the badge is not printed.

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Reception Mode

Signing out

1. From the "Signed in" list, select the information for the visitor to

be signed out.

NOTE

• A search can be performed by entering the visitor badge ID or name in the search box.

2. Click the [Sign Out] button.

3. Click the [OK] button.

 The visitor is signed out, and the visitor information is added to the "Signed

out" list.

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Reception Mode

6-7. Issuing Visitor Badges without

Signing In

A visitor badge can be issued without signing in the visitor.

1. Perform one of the following operations.

• If a reservation has been made for the visitor, select the information for the visitor whose visitor badge is to be issued from the "Reserved" list. (shown below)

NOTE

• A search can be performed by entering the visitor name in the search box.

• If a reservation has not been made for the visitor, but the visitor has visited in the past, select the information for the visitor whose visitor badge is to be issued from the "Signed out" list.

NOTE

• To select the information for multiple visitors, hold down the [Ctrl] key while clicking the visitor information.

• If a reservation has not been made for the visitor, enter the information for the visitor whose visitor badge is to be issued in the visitor information form. (page 77)

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Reception Mode

2. Click the [Print Badge] button.

 Sign-in confirmation dialog box appears.

3. Click the [No] button.

 A visitor badge is issued with the selected visitor information or with the

information entered in the form. In addition, the visitor badge ID is entered in the "Reserved" or "Pre-registered" list. The visitor is not signed in.

NOTE

• If a visitor record with a previously assigned visitor badge ID is selected and the information is edited or the badge is reprinted, the visitor information is registered as a different record.

4. Click the [OK] button.

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Reception Mode

6-8. Issuing Parking Permits

1. Open the visitor record for whom the parking permit will be

issued, and then click the [Print Parking Permit] button.

2. Type in the number.

NOTE

• If the settings in Administrator mode have been set so that it is not necessary to enter a number, the parking permit is simply printed, and steps 2 and 3 can be skipped.

3. Click the [Print] button.

 The parking permit is printed with the relevant information.

Page 93

Reception Mode

6-9. Making Visitor Reservations

Visitor information can be entered in advance, and a reservation can be made for the visitor.

1. Perform one of the following operations.

• For a new visitor, enter the visitor information. (page 77)

• For a visitor who has visited in the past, select the information for the visitor who the reservation is to be made for from the "Signed out" list. (shown below)

NOTE

• A search can be performed by entering the visitor name in the search box.

• If data has been entered in the "Message" text box, the message will also be printed when the visitor badge is printed.

• If the entered host information has not been registered in the host database, a confirmation message appears.

2. If necessary, edit the information in the visitor information form.

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Reception Mode

3. Click the [Reserve] button.

 The entered or selected visitor information is added to the "Reserved" list.  If an expected arrival date prior to the current date is specified, the arrival date

is set to the current date.

 If an expected departure date prior to the expected arrival date is specified,

the departure date is set to the arrival date.

4. To make reservations for multiple visitors, click the [Continue]

button. Continue with step 5. To finish making reservations, click the [OK] button to close the dialog box.

5. Edit the information in the visitor information form, and then click

the [Reserve] button.

6. Repeat steps 4 and 5 until the information for all selected

visitors is entered.

7. Click the [OK] button to close the dialog box.

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Reception Mode

6-10.Editing Visitor Reservations

Reservation information can only be edited for visitors who have not yet been issued a visitor badge. Reservation information cannot be edited if the visitor has already been issued a badge.

1. From the "Reserved" list, select the visitor whose information is

to be edited.

NOTE

• A search can be performed by entering the visitor badge ID or name in the search box.

• The visitor badge ID appears only for visitors who have been issued a badge.

• If a visitor record already assigned a visitor badge ID is selected and the information is edited or the badge is reprinted, the visitor information is registered as a different record.

2. Edit the visitor information.

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Reception Mode

3. Click the [Overwrite] button.

4. Click the [Yes] button.

 The edited visitor information is saved and added to the "Reserved" list.  If an expected arrival date prior to the current date is specified, the arrival date

is set to the current date.

 If an expected departure date prior to the expected arrival date is specified,

the departure date is set to the arrival date.

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Reception Mode

6-11.Deleting Visitor Information

1. From the "Reserved" or "Signed out" list, select the visitor

whose information is to be deleted.

NOTE

• A search can be performed by entering the visitor name in the search box.

2. Click the [Delete] button.

3. Click the [Yes] button.

 The selected visitor information is deleted from the "Reserved" or "Signed

out" list.

NOTE

• Information deleted from the "Signed Out" or "Reserved" lists are deleted from the window, but are not deleted from the visitor log.

Page 98

Reception Mode

6-12.Printing Emergency Reports

In an emergency, an emergency report (list of visitors who have signed in and have not yet signed out) can be displayed and printed by clicking the [Emergency Report] button. The emergency report contains the visitor's name, company name and destination as well as the host's name and organization. For details, refer to the procedure described in "Administrator mode" (page 71).

6-13. Importing Visitor List

Visitor List can be imported. When importing visitor list, the information will be added to the existing visitor database.

1. From the [File] menu, click [Import Visitor List…].

2. Specify the file name containing the information to be imported.

Select the format of the file to be imported, and then click [Open].

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Reception Mode

3. Select the delimiter character, and select whether or not the first

line of text contains the field names.

1 2

1 Select "Comma", "Tab", "Space" or "Semicolon" as the delimiter character

in the file before it is converted.

2 Displays a preview of how the file will look once converted. 3 Select this check box if the text is to be imported with the first line

containing field names and the field data starting with the second line. Clear this check box if the text is to be imported with the field data starting with the first line.

4. Click the [Next] button.

5. Specify how the fields in the file to be imported are assigned to

the fields in the Visitor List.

1 2

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Reception Mode

1 The fields in the Visitor List are shown in the first row. From the dropdown

list that appears in the second row, select the field from the file to be imported that is to be assigned to the field in the Visitor List.

2 Displays a preview of the Visitor List after the file is imported. If "(None)"

was not selected in 1, the data from the selected field is displayed.

3 Displays the data in the file to be imported. Only the columns of data from

mapped fields (where "(None)" is not selected in 1) are displayed.

6. Click the [OK] button.

The file is imported with the specified settings, and the Reception Mode window appears.

6-14.Backing Up Visitor Information

Up to ten backup files can be created to store visitor information. Backup files older than the ten most recent files are deleted.

1. On the "File" menu, click "Backup".

 A backup of the visitor information is created.

100

NOTE

• If the settings in Administrator mode have been set to back up automatically, the data is backed up each time VM-100 is exited. (page 63)

• To restore the backup file when the database file is corrupted, refer to "Restoring the backup file". (page 72)

Brother QL-570VM User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual