Our Check In/Out Log (Site Access -> Check In/Out Logs) within the OfficerReports app is designed to allow you and your clients to see items or people that are checked in and then checked out. The Check In/Out Log can be used for a variety of things, such as Checking In employees at a Site when they arrive, then Checking them Out when they leave for the day. The Scan Check-In & Scan Check-Out portions of our app uses our QR Codes that are generated within OfficerReports.net.  Below you will find instructions on how to get started.


To complete the setup process you will need:

  • A free PDF Reader

  • Weatherproof QR Code Labels

  • Printer


ARTICLE CONTENTS



Step-By-Step: Adding Check In/Out Codes

  1. Log in to the Main Site from OfficerReports.NET.

  2. Click on the Setup tab and choose Sites.

  3. Choose the site that you would like to set up the officer tour tracking for and click the Options button to the right.

  4. Select the Check In/Out Codes option from the popup menu.

  5. Click the + Add Check In/Out Code button, enter the Code Name into the popup window, and then click Submit.



  6. Continue adding codes as necessary.



Printing Check In/Out Code Labels

Once you have finished adding your Check In/Out Codes you will need to print out their associated QR codes onto the QR code labels.  Below you will find the steps to print out the QR codes.

  1. Depending on the size of the QR Code Labels you ordered select 1 inch "Small" or "Large" 1.5 inches from the top right-hand corner of the page.

  2. Click the Download All QR Codes button in the top right-hand corner of the Check In/.Out page. This will download a .PDF document to your computer.

  3. If the document does not open automatically, open it from the link at the bottom of your browser or from your Downloads folder.

    Note: You will want to make sure you open the PDF file in Adobe Acrobat Reader (DC or higher)

  4. Ensure that the "Fit to page" option is NOT checked on the print dialogue.

  5. If there is an option for "Scaling" please make sure that it is set to 100%. If there is an option for "Actual Size" please use that option instead.

  6. Print the .PDF  as you would any normal document. Don't forget to place the polyester sheet of labels in your printer in the correct order.  Some printers print from front to back so be aware of the order otherwise you will print the QR codes on the wrong paper.

Suggestion / Example:
Check the PDF file that downloads to see how many pages are filled with QR Codes. If, for example, the first two pages of the document are filled (or partially filled on the second page) only have the QR Code Labels in the printer and select the option to print pages with a range of 1-2.


Video: Printing Check In/Out Code Labels


Printing the Check In/Out Code labels works similarly to printing  our Tour Tracking Labels. The only difference is that you'll select Check In/Out Codes, instead of Tour Stops from the Options menu.We've included the Tour Tracking video below.



Using the example above you can then print the remaining pages (count how many directional pages after page 2) on plain paper. In the example above you would print page 3 onward on plain paper.



 Printing Single Check In/Out Code Labels

In addition to being able to print all the QR codes for a site at one time, you can also print out single or multiple QR codes and place those QR codes on a sheet of labels in a specific place. This is useful if you only need to print out a few QR Codes and you have a partially used label sheet to work with.

First, you will need:

Log in to OfficerReports with your Administrator username and password:

  1. Go to Setup -> Sites -> Options and select Check In/Out Codes for the Site you want to print out specific QR Codes.
  2. Select your first code and click the QR Code button to the far right.

  3. A popup window will show the QR Code for that location.  Click the Download link in the bottom left corner of the QR Code popup.

  4. Close the Check In/Out Code QR Code window and download and repeat steps 1 and 2  for the remaining check in/out codes.

  5. Once you have completed the downloads open the QR Code Template in MS Word.

  6. Click one cell within the table and choose Insert > Photo > Picture From File from the main MS Word Menu.

  7. Find the Download folder on your machine ( For Windows machines it will be located under My Documents in Windows Explorer; For Macs, it will be located under Favorites in Finder) and choose one of the QR codes that you downloaded.

  8. Once the QR code is inserted:

    1. Double-click the QR Code image

    2. This will change the top of the Word Ribbon where you will find height and width adjustments. Change the number in the height field to one of the following and press enter on your keyboard:

      1. 0.85 for Small QR Codes (1.0 Inch)

      2. 1.35 for Large QR Codes (1.5 Inch)

    3. This should make the height and width the same automatically.

  9. Continue inserting the remaining QR Codes into the template.

  10. Once you are done print out the template on your printer.

  11. You may receive one of the following notices when printing, depending on your version of Word:

    The margins of section 1 are set outside of the printable area of the page. Do you want to continue?

    -or-

    Your margins are pretty small. Some of your content might be cut off when you print. Do you still want to print?

    Click     Yes

 

For those using the 1.5 Inch (large) template:

The 2nd page contains a note template to use so you can easily track which QR codes you've inserted on the 1st page. Simply insert the code on the 1st page, find the same location in the table on the 2nd page and type your notes there.

When you go to print remove all plain sheets of paper and insert the used QR Code Label page into your printer. Select to print page 1. Add plain paper to your printer and print again, this time only page 2, for the notes you entered.


Printing single Check In/Out codes is very similar to printing out single Tour Tracking locations. The only difference is that you'll need to click on Check In/Out Codes from the Options menu. We've included the video for tour stops below.



Label Application


The labels we link to are perfect for surfaces that may become wet or are exposed to the elements in general. The labels have a water-fast coating as well as a permanent adhesive backing that prevents the label from being removed in one piece.

In the harshest of environments or for additional protection, a clear topcoat spray may be applied to help protect the label. We do not recommend any particular topcoat spray, but here is an example.

Prior to applying the labels, it is important to ensure that the surfaces that you are applying the labels to are clean and free of contaminants. To clean surfaces use an alcohol wipe and dry lint-free cloth. Wipe the surface several times and check to make sure that no dirt or marks are left on the wipe. Dry the alcohol with the lint-free and then affix the label. Please note that the labels are best applied to smooth solid surfaces such as glass, metal, etc.

One the label has been affixed you can utilize a rubber roller to add additional pressure to the surface to strengthen the bond. The bond will achieve its full strength within 24 hours.