Brother VM-100 User Manual [nl]

User's Guide

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

www.brother.com

Brother QL Label Printer Series

Contents......................................................... 2

1 Introduction ................................................... 5

1-1. General Information ..................................................... 5

Compilation and Publication Notice.............................................. 5

Trademarks .................................................................................. 5

Symbols Used in this Guide .........................................................6

1-2. Safety Precautions....................................................... 7

To use this package safely........................................................... 7

General Precautions..................................................................... 8

2 Getting started ............................................... 9

2-1. Unpacking the VM-100 software.................................. 9

3 Using the VM-100 Software ....................... 10

3-1. Introduction ................................................................ 10

VM-100 Modes ........................................................................... 10

3-2. Launching the VM-100 Software................................ 11

Initial startup operation (Specifying the database file path)........ 12

3-3. Logging In .................................................................. 15

3-4. Logging Out ............................................................... 16

Administrator Mode .................................................................... 16

Reception Mode ......................................................................... 16

Self Check-in Mode....................................................................16

4 Administrator Mode .................................... 17

4-1. Administrator Screen ................................................. 17

4-2. Initial Settings............................................................. 18

Editing login settings ..................................................................18

Registering host information....................................................... 23

Importing host information..........................................................25

Options .......................................................................................29

Contents

4-3. List Management ....................................................... 37

Displaying the visitor log............................................................. 37

Exporting the visitor log .............................................................. 39

Displaying host information ........................................................ 40

4-4. Important Administrator Functions ............................. 44

Printing emergency reports ........................................................44

Restoring the backup file............................................................45

5 Reception Mode .......................................... 47

5-1. Receptionist Procedures............................................ 47

Making a reservation and signing in a visitor .............................47

Signing out a visitor .................................................................... 47

5-2. Reception Mode Window ........................................... 48

5-3. Entering Visitor Information........................................ 50

Entering new visitor information .................................................50

Recalling visitor information from Previous Visits

("Signed Out") ............................................................................53

Searching for host information ...................................................55

5-4. Including Visitor Photos on Badges ........................... 57

5-5. Previewing Visitor Badges ......................................... 58

5-6. Signing In (Issuing Visitor Badges)/

Signing Out Visitors ................................................... 59

Signing in....................................................................................59

Signing out ................................................................................. 62

5-7. Issuing Visitor Badges without Signing In .................. 63

5-8. Issuing Parking Permits ............................................. 65

5-9. Making Visitor Reservations ...................................... 66

5-10. Editing Visitor Reservations ....................................... 68

5-11. Deleting Visitor Information........................................ 70

5-12. Printing Emergency Reports ...................................... 71

5-13. Importing Visitor List .................................................. 71

5-14. Backing Up Visitor Information................................... 73

Contents

6 Self Check-in Mode .................................... 74

6-1. Initial Screen of Self Check-in Mode.......................... 74

6-2. Visitor Operations ...................................................... 75

6-3. Exiting Self Check-in Mode or Printing the

Emergency Report ..................................................... 76

Unlocking....................................................................................76

7 Customizing Layouts................................... 78

8 Uninstalling VM-100 .................................. 82

9 Troubleshooting .......................................... 83

10 Error Messages ............................................ 85

11 Reference..................................................... 87

11-1. Main Specifications .................................................... 87

Operating environment...............................................................87

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 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.

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.

We strongly recommend that you read this guide carefully before using the Brother VM-100 software, and then keep it nearby for future reference.

We provide service & support for users who register their products on our website. We recommend that you take this opportunity to register with us by visiting us at:

Online User Registration

http://www.brother.com/html/registration/

Online Support Page

http://solutions.brother.com/

NOTE: It is also possible to access the above sites from the online user

registration page displayed at the end of the software installation. We look forward to your registration.

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.

CAUTION

The symbols used in this guide are as follows:

Mandatory action

To use this package safely

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 colour 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.

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

CAUTION

Introduction

General Precautions

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 Rolls use thermal paper and thermal film so that ultraviolet rays, wind, and rain may cause the colour 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 colour 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.

• If a label is removed after being applied to a surface, a 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.

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.

2 Getting started

2-1. Unpacking the VM-100 software

Check that the package contains the following before using the VM-100 software. If any item is missing or damaged, contact your Brother dealer.

CD-ROM

Software Installation Guide

DK-Roll(x2)

Two rolls of DK-N55224, containing 54 mm x 30.48 m non-adhesive tape. The VM-100 templates are designed to be used with DK-N55224 paper rolls. However, if another type of DK media is installed, the template will be automatically scaled to fit.

NOTE

• For the installation of the VM-100 software, please refer to the Software Installation Guide.

• You can also find the Software Installation Guide in the "Manual" folder of the CD-ROM.

Badge holders and clips(x12)

Using 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 in 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 in 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 in to Self Check-in Mode.

Using the VM-100 Software

3-2. 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 in to their computer with Administrator privileges in order to execute this function.

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

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

• Click the shortcut icon on the Quick Launch bar.

When the application is started, the Login dialog box (page 15) appears.

NOTE

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

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 45.

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. You can then install VM-100 on the receptionist's computer using 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 36.

Using the VM-100 Software

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

 The VM-100 Administrator dialog box appears.

NOTE

• If the current database (*.vmb) file has been corrupted, the initial startup operation dialog box appears. Select a backup file (*.bmb) to restore the database. (page 71)

3. Select the desired model, and then click [NEXT].

Using the VM-100 Software

4. 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.

5. Click the [Finish] button.

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

Once complete, the Administrator Screen (page 17) 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.

• If the administrator login details have been forgotten, you will not be able to log in to your VM-100 database. Make sure the user name and password are kept in a safe place.

• If the administrator password has been forgotten and you cannot log in to the VM-100 software, delete the VM100DB.vmb file from the database folder (by default, it is stored in C:\Documents and Settings\ All Users\Application Data\Brother\VM-100. For Windows Vista C:\ProgramData\Brother\VM-100). This will delete all your entered data and login details. Restart the VM-100 software, and the program will prompt you to reconfigure the database path and administrator login details.

Using the VM-100 Software

3-3. Logging In

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

1. From 1, click the mode to log in to.

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

receptionist will sign in visitors and issue visitor badges. (page 47)

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

visitors will log in and create badges themselves. (page 74)

Administrator: Select to enter the Administrator Mode. (page 17)

NOTE

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

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

Using the VM-100 Software

3-4. Logging Out

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

Administrator Mode

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

Reception Mode

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

NOTE

• If there is unsaved data in Reception mode, a confirmation message appears.

Self Check-in Mode

Refer to page 76.

4 Administrator Mode

4-1. Administrator Screen

When VM-100 is started in Administrator Mode, the Administrator Screen appears.

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

signed in. (page 44)

2 Lists the different tasks available.

[View Visitor Log] button (page 37) Click to display the visitor log and export its data.

[Manage Host Database] button (page 23) Click to register new hosts, to change or delete registered information, or to import a database.

[Login Settings] button (page 18) Click to register or delete users who can log in as an administrator or a receptionist.

[Options] button (page 29) 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 the Administrator Mode of VM-100.

5 Checks whether or not the current version is the most recent.

Administrator Mode

4-2. Initial Settings

The administrator should first specify the necessary settings.

Editing login settings

Users who can log in 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 Screen.

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 in to all modes (Administrator, Reception and Self Check-in Modes).

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

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.

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.

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.

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

Screen.

 The Host Information List window appears.

2. Click the [Add] button.

Administrator Mode

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 first organization entry (for example, company name). 4 Type in or select the second organization entry (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 entries appear as choices in 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 that an additional host can be added.

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

Screen.

 The Host Information List window appears.

2. Click the [Import…] button.

Administrator Mode

3. Click the [Yes] button.

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

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.

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.

2 Displays a preview of the file as it will be 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.

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