PCSentry App – Overview - Setup - Hardware

PCSentry is an android App designed to allow schools to track the comings and goings of  students, staff and visitors. If you are new to PCSentry please ensure you watch the webinar video below to get an understanding of the basic processes. If you wish PCSentry to update you school's attendance records as well, please read the "Updating the Absent and Roll data from PCSentry" section as further information will be required. PCSentry records student, staff and visitor entry and departure without the need for any additional scripting. It is ONLY if you wish attendance data to be massaged that a script is required.

Click here to view the PCSentry webinar

PCSentry is designed to cover the current functionality of previous Gatekeeper application, however it operates on a 10" Tablet using an Android operating system. A suitable tablet is the Lenovo M10 series device. PCSchool supports the Brother QL-820 NWB printer as this has been tested and is known to be compatible with the software. If you elect to use another tablet or printer, PCSchool is unable to guarantee its compatibility.

It is important to read the following article in conjunction to this one as we currently only support a small range of label sizes. If you wish to use alternate labels, there will be an additional cost for the extra development but this needs to be ascertained before you purchase them. Click here for further information.

The PCSentry offers your school the ability to:

1. Allow students to sign in/out of the school (late arrival/early departure), as well as to monitor students using facilities like the gymnasium which may not require a reason to be selected.
2. Monitors visitors arriving and departing from the school. Visitors are prompted with questions created by the school prior entry.
3. Allow staff to sign in/out of the school to allow other staff to know who is on premise.
4. Keep track of access to gyms, the sickbay, counsellor's office...

The benefits of the PCSentry are its portability and the initial cost of hardware. It can be used by staff to record that they are leaving the school grounds or even contractors working within the school. It is fully integrated into the PCSchool School Management Software platform.

PCSentry

Table of Contents

What is the PCSentry?

How do you purchase it?

Customisation Centre

Setting up Approval Stations

Pending Approvals

Devices

Activity Log

Reasons (Used for students and staff)

Visitor Details

Visitor Questions

Installing PCSentry on a Device

Labels

Creating a new user

Updating the Absent and Roll data from PCSentry

What is the PCSentry?

PCSentry is an App alternative to the current Windows Gatekeeper application. It can monitor the comings and goings of staff, students and visitors. Its primary advantages over Gatekeeper are the initial cost of hardware, as well as its portability. Currently it is only available as an Android app. It does not readily allow for peripherals like scanners to be added however.

How do you get started?

1. Firstly, email sales@pcschool.net with a request for activation. 
2. An email will be sent with your login details to https://apps.pcschool.net This site is used to configure and monitor PCSentry. Please immediately change your password.
3. Once logged in to the site, you can add any number of devices.

The menu choices available are based on the modules you are using. The numbered options above pertain to PCSentry.

1	The “Activity Log” will show you who has signed in through the PCSentry. It shows ALL user types and is filterable by user type, activity type and date.
2	The “Customisation Centre” if the first port of call when setting up PCSentry. It is used to enter the settings for the device, as well as set its functionality. Any number of customisations can be created however they do not take effect until they are paired with an Approval Station.
3	The “Approval Station” is a name used to allow users to monitor devices for reasons needing approval. Multiple people can monitor the same Approval Station or different users can monitor individual ones. When creating a “Device”, a Customisation is paired with an Approval Station name. Multiple devices can point to the same Approval Station.
4	“Pending Approvals” is the area users need to open in order to see Approval Requests. Users can select which Approval Station to monitor. Approvals are only required if the reason selected requires it.
5	“Devices” is the place you give a name to the purpose a tablet is going to be used for. It is a case of selecting a “Customisation” and an “Approval Station” Once saved, the Device Name will create an associated unique ID. When running PCSentry on the tablet, it will request this ID. Only one tablet can be linked to an ID at any one time. To change the ID, the PCSentry App must be uninstalled then reinstalled on the device.
6	“Reasons” is the are you create the options available for selection when a “Late”, “Early” or “Activity” are selected. A unique code for each reason must be given with each of these types meaning the same code can be given if the type is different. (E.g. LATE – B – Bus was late ACTIVITY – B – Boarder Sign Out). Once reasons are created, you need to go back to the “Customisation Centre” and associate the reasons to the relevant customisation. They do not get added automatically as customisations may require unique reason sets.
7	“Visitor Details” shows you who is onsite based on people signing in through the “Visitor” option.
8	“Visitor Questions” is where the setup of the visitor questions takes place. Two compulsory questions are initially set up but more can be added.

Steps to configuring a device.

• Log into the https://apps.pcschool.net website
• Create a customisation
• Create an approval station
• Create a set of reasons to be used with the customisation
• Return to the customisation and select the reasons that apply to it
• Create a device for each tablet

Adjusting Attendance Data based on Early and Late Records. 

IMPORTANT: If you wish to have your attendance data updated based on the early and late arrivals of students, a customised script needs to be written for your school. Every school has a different expectation of what needs to occur in respect to how the roll marking is set up and which attendance codes are being used. There is an initial cost for creating this script based on the time taken to write it. On average it takes around 4 hours to create and test a script however more complex requests can take significantly longer. If you require a script to be written, please download and complete the document attached to the bottom of this page and email it to support@pcschool.net requesting a quote.

Customisation Centre

You have the option to edit the default customisation or to [ADD] a new one. The image below shows a second customisation has been added as the school below requires 2 devices to display different options. If all devices are going to be used for the same purpose, only 1 customisation needs to be created. Reasons for creating different customisation would be if a device was going to be used for a specific purpose in one particular area (sick bay sign-in or gym sign in) in which case a single reason can be applied so users are not prompted for the purpose of the visit.

1	This option is used to rename a customisation. The name of the customisation should reflect its intended purpose
2	If a customisation is no longer required, it can be deleted.
3	If a similar customisation is needed for another area of the school, use this option to clone it, then rename the coned customisation. Multiple devices can share the same customisation so it each device is used for the same functionality, only 1 customisation is needed.
4	The “Customisation” option is used to set values to the buttons and other labels seen onscreen.
5	The “Events” options determine what the device will be used for. It also has the various printer and label settings for this customisation. It is critical to set these correctly before use as it can dramatically affect the performance of the device.
6	The “Reasons and Year Level” settings are where you determine which reason will be shown to which year levels for the attached device. In some cases, different devices may be used for senior and junior years. The reasons offered may vary. Reasons need to be set up first. If a reason is added later, you need to return here to select it for the necessary customisations.

Press [Add Customisation] Ensure you enter a descriptive name for the purpose of the devices using this customisation.

Configure the customisation.

This allows you to alter the messages and button text users see. If you wish to remove a button, clear the value box. This will stop it appearing on the device. Don't forget to [Save] the changes after making them.

Set up the “Events” for this customisation. This determines what buttons, year levels and other functionality will show when this customisation is used.

• Choose the functionality for the customisation
• Select which teacher types to be shown if using the as a staff sign-in/out
• Enter the year levels applicable to this customisation for students. Do not add spaces and comma separate each value.
• Set the name format to be displayed
• Choose how students will be grouped
• Select the field to be used if scanning students
• Select the field to be used if scanning staff.
• Enter the pre-configured IP address of the printer if printing (Critical)
• Select the printer model (Critical)
• Select the paper orientation
• Select the label size. Only certain sizes are supported as listed on the website (Critical)
• Ensure there is HTML text in the report slip fields. If not present, press the "Reset... " options for the labels.
• After making changes, press [Save] to commit changes of [Cancel] to start again.

Setting up Approval Stations

A default approval station is created although it may not be used if the reasons do not require authorisation. When a device is tied to this approval station, the monitoring approvers will be alerted on their client computer or within the App if a reason needing approval is selected. If different locations within the school are monitoring different tablets, more than one approval station may be needed so staff only monitor the applicable users.

Pending Approvals

If a “Late”, “Activity” or “Early departure” requires approval, this screen will display the request.

• Choose the approval station to monitor
• Choose to Approve or Disapprove the request

Reasons that are disapproved will not create a record.

Devices

1	Press [Add Devices] to create a new device. To create a new device choose the customisation and approval station you have previously set up then press [Save Device]. Devices can share the same customisation and approval station.
2	The “Registration ID” is entered on the tablet when you first run the PCSentry App. Each tablet requires its own unique ID. To re-use an existing ID, the PCSentry app needs to be removed from the original device.
3	Provide a meaningful name for the device.
4	Devices set to be in-active will not register comings and goings.
5	By default, most PCSentry’ s will be set to use the external ID. Disabling this will require the user to be onsite.
6	Pressing the icon under “View Details” allows you to change the active status, approval station, customisation or the URL settings.

 

 Activity Log

The Activity log gives a chronological view of when people have signed in or out of the PCSentry. It offers the ability to filter the information

Reasons (Used for students and staff)

 

Reasons are used when staff or students are entering “Late” ,leaving “Early” or going on an “Activity”. Reasons for students can be restricted to particular year levels. A device is configured to use a particular set of reasons for particular year levels. Reasons are associated to a ‘Customisation”, which is in turn associated to a device. All devices following a particular customisation will show the same reasons.

IMPORTANT: Once you have created the reason, return to the "Customisation" section and associate the reasons to the customisations that need to use them. When selecting reasons you have the option of which year level they apply to. Creating new reasons does not automatically associate them to a customisation.

It is important to understand how the various types of reason work.

LATE:          Late reasons are used when a student or staff member arrives late to school. Lates are not automatically tied to the attendance system however a customised script can be written for you school to do this. It is possible for a student to be late several times in a day (E.g. Late to school in the morning and then again late to the first period after lunch) When selecting “Late” the first time, the user is prompted for a reason. If there is only 1 reason set for this device for this type, it will automatically process the reason and depending on the reasons setting, may require authorisation and may or may not print. If there is more than 1 reason, they are shown on the screen for the user to select.

If a student arrives late for a second time, the above process is repeated. A student with a current “Late” record is considered to be at school.

EARLY:       Early reasons are used when a student is leaving early from the school grounds. It is possible for a student to leave early several times in a day (E.g. Early to a doctors appointment in the morning and then again early for an appointment after lunch) When selecting “Early” the first time, the user is prompted for a reason. If there is only 1 reason set for this device for this type, it will automatically process the reason and depending on the reasons setting, may require authorisation and may or may not print. If there is more than 1 reason, they are shown on the screen for the user to select.

If a student selects “Early” for a second time in the same day, they are prompted to see if they are in fact leaving early a second time or if they are returning form the initial early departure. If they are returning from the original early, the system records this. If they are leaving for a second time, the above process is repeated. An “Early” from a previous day is not considered.

A student with a current “Early” record is considered to be away from school.

ACTIVITY   An activity differs from the “Early” and “Late” as it can go across multiple days. An activity can also be set as “Reportable” or not. Depending on this setting, it will be either shown or be hidden from the "Student View > Absences" control. 

The reason above is created for a device to monitor students using the school gym.

1	The activity code to be recorded. This can be any digit or letter.
2	The reason to be shown when the activity button is selected. If there is only one reason of this type for the customisation/device, it will be automatically selected. If more than one activity are available, the user will be prompted to make a selection.
3	Reportable applies to "Activities" only and means "Should the reason show in the "Absences" tab under Student Information. Check the box to make it show. If the PCSentry is being used to monitor students attending a counsellor or visiting a gym, you may elect not to show these visits within the Student Information. For Late and Early reasons, if reportable is checked, the 'Days" will show as 1, if unchecked it will show as Days = 0. Lates and Earlies will always show in the "Student View > Absences" screen regardless of this setting.
4	As this reason is “Auto Authorised”, no approval will be required from m approval station.
5	This reason is set to be of type: Activity.
6	This reason is set for the user type: Student so only students will see this reason if it is selected for the customisation for their year level.

As with the “Early” reasons, if a second “Activity” is selected, the user will be prompted asking if they are closing the initial one or creating a new “Activity”. As opposed to an “Early,” the activity may have been recorded on a previous day.

Visitor Details

• Choose the “From Date” you are looking for
• Select the “To Date”
• You can download the list as a CSV if required

Visitor Questions

There are 2 compulsory visitor questions and as such they cannot be changed or deleted. From here, additional questions can be created. Visitor questions can be set to show additional questions based on the answer to the “Main” question. This allows a different set of secondary questions to show based on the type of visit.

1. Press [ADD} to enter new questions
2. Compulsory questions
3. Main Question – shows on the first screen
4. Sub Questions used based on the answer to the main question

1. Main Question
2. Shows main question it refers to, in this case “Purpose of visit”
3. The questions relating to the answer of the main question will be shown below. In this case, if the answer to “Purpose of visit” was “Contractor”, the 2 questions “Order Number” and “I have read the induction document” would be shown.

When creating questions, there are currently 4 types.

1. Question Types
   Text – Allows free form answer to be typed
   Drop-down - allows a comma separated list to be entered so the user can select 1 answer
   Checkbox – required to be check in order to continue
   Sub Question Type – Allows related questions to be shown based on selection

After creating new questions, refresh the tablet to ensure they show.

Depending on the camera setting, it will either require a photo to be taken or just show a confirmation screen. Once accepted, a label will be printed.

Installing PCSentry on a Device.

Download and Install the PCSentry App onto the device you plan to use. On running, you will be presented with the screen below.

Enter the “Registration ID” of the device you set up earlier. Once registered, you will see the below. Each device requires its own unique “Registration ID”

1. The Customisation the App is following. Each device can follow the same or a different customisation.
2. The Welcome Message you have configured.
3. The Admin option to see customisation settings for this device. (*** Replaced by Apps site ***)
4. If enabled, the Student option allows student to sign in late or depart early.
5. The “Visitor” option allows you to electronically record visitor arrivals and departures. The questions the visitor needs to answer are configured in the https://apps.pcschool.net/ You have the option to use the device’s camera to skip through to a series of questions. Visitor lists can be printed and attendance viewed online.
6. The “Staff” option has 2 roles. The first being the ability to sign in and out of the premises. This is useful for monitoring who is on/off site, as well as the days/times relief teachers worked. The second is for the staff member to log in and be able to mark their class roll.

Click here for more detailed Setup information.

A video tour

Visitor Sign In

Labels

The labels printed can be customised for your school. Below are the setting for a label we have an existing template for. The cost of customisation is based on the time it takes to develop the report so starting with an existing report reduces the overall cost. 

It is extremely important to ensure the label type you purchase matches the currently supported sizes. We strongly recommend a continuous label as the printer will cut to size based on the printed label.  This allows for changes without needing to purchase a new label size.

If you wish to use an alternative size there will be an additional cost to create this format. Feedback from schools has been that the yellow label (DK-44605) is a lot easier to spot on visitors than white. It is possible that continuous labels of the same width but a different length will work however as these are untested PCSchool cannot guarantee this. Likewise the W62RD works with both the Red/Black and Yellow/Black labels. Currently supported label sizes are...

PCSchool Label Code	Brother Label Code	Description
W62RB	DK-44605	Black on Yellow Label Printer Tape, 62 mm Width
W62	DK-22205 DK-22212	White Label Roll 62mm x 30.48m White Label Roll 62mm x 15.24m
W54	DK-N55224	White Label Roll Non-Adhesive 54mm x 30.48m
W38H90	DK-11208	White Label Roll 38mm x 90mm

If you choose to use an alternate label that works with the current setting, please email it@pcschool.net with the Brother label code so we can update the table above.

Setting up your printer.

Step 1: Initial configuration of the Brother QL-820NWB printer

1. Unbox the Brother QL-820NWB printer from the box.
2. Unbox one of the Brother labels.
3. Insert a Brother label into the Brother QL-820NWB printer.
4. Power the printer via the power adapter.
5. Use the [▲], [▼] and [OK] buttons to set language, date and time.
6. Change settings to not automatically power off:
   • Press [Menu] to enter the settings »
   • The display shows 'Settings' and press [OK] »
   • Go to option 'Auto Power Off' with the [▲][▼] buttons and press [OK] »
   • Option 'Adapter' is selected, press [OK] »
   • Choose option 'Off' with the [▲][▼] buttons and press [OK]
     
7. Change settings to turn off template mode:
   • Press [Menu] to enter the settings »
   • Go to option 'Template Settings' with the [▲][▼] buttons and press [OK] »
   • Option 'Template Mode' is selected, press [OK] »
   • Choose option 'Off' with the [▲][▼] buttons and press [OK]

Step 2: IP configuration of the Brother QL-820NWB printer

The following preparations need to be done by your network administrator:

1. It is important to have a fixed IP-address for the printer, because this is needed to be able to connect to the printer.
2. The printer will communicate via port 9100 from the display to the printer (on the local network).

Choose how you want the printer to connect to the network, and follow the steps:

Step 3: Configure the Customisation

1. Enter the settings for the customisation at https://apps.pcschool.net
   
   
2. Enter the fixed IP-address of the printer (as retrieved from the IT department, see step 2 above)
3. Choose the printer model
4. Select the correct orientation
5. Choose the correct label size

 

 

Printer Indicator Lights

If you see a coloured light either permanently on or flashing, it may indicate an issue. Visit the Brother website to get more details information

Brother Support Website - click here

Creating a new user

It is possible to create new users for the purposes of approving reasons. These users do not see all of the options when logging in to the apps.pcschool.net site.

1.  Select [Users]
2. Press [Add Users] to create a new user
3. We recommenced using your domain name when creating the user name to ensure uniqueness (Eg approver@myschool.com)
4. Set a meaningful name which describes the role of this user
5. Users can set set to "Active" or disabled by unselecting this

When a newly created user logs in they will see the options below.

Updating the Absent and Roll data from PCSentry

When a student signs in Early or Late, the information is stored in the "Late" table based on the time. When teachers mark their roll, or admin staff enter an absence, it is based on periods within the day. Every school sets up their periods to suit and roll marking differs between schools. Due to this complexity, if your school wishes to convert a late or early departure into a period based absence, a customised script must be written. As part of this process a template will be sent to you to consider things like what to do with existing marking or what to do with periods before and after the PCSentry sign in/out.

There is a cost to develop this for your school. Once created, it needs to be set up to automatically run on your PCSchool server. To start this process, email support@pcschool.net requesting the PCSentry Script template.

Common Issues

Question: Printer is not printing the labels

When we have a visitor sign in and they complete the check in it then connects to the printer but nothing is printed on the label

Answer:

Press the "Reset..." options for each of these then saving the customisation if they are empty.