V.17. RECEPTION DESK

The modernised and auto generated methods to functionalize the reception activities with efficient tools to help each significant step in the reception desk including visitors pass generation, enquiry module etc.
Edusap also provides a separate login to the reception to carry out the receptional activities without hindering the admin tasks and also help the authorities including the admin and principal to monitor these activities.

 

V. 17. a. RECEPTION MODULE  IN ADMIN LOGIN.

 

Reception module in admin carries out the  following tasks like Enquiry, Enquiry history, Visitors pass generation, visitors history, Student out pass, Out pass history, Staff and student search option and directory.

 

V. 17. a.i. ENQUIRY MODULE

 

Module helps in generating and entering enquiries that have reached the institution. The steps to mark them are as follows 

Step 1. Select the RECEPTION option from the menu bar.

Step 2. Select the ENQUIRY option from the drop down menu.

Step 3. Fill in the basic requirements including the name, place, class, number and remarks.

Step 4. Press SUBMIT.

 

V.17.a.ii. ENQUIRY HISTORY

 

The module is structured to gather the entries that are entered in the enquiry panel. Gives a brief out history that can be sorted and searched enabled with the date filters. These entries can be edited or deleted using the EDIT and DELETE icons corresponding to the entry. 

The Enquiry history also permits the ENQUIRY entry using the ADD button at the top right corner along with the entry prints using the PRINT button.

Step 1. Step 1. Select the RECEPTION option from the menu bar.

Step 2. Select the ENQUIRY HISTORY option from the drop down menu.

Step 3. List of enquiries entered are given here. 

Step 4. To add a new Entry press the ADD button at the top right side. And fill in the basic information and press SUBMIT.

Step 5. To search the entries, use the search bar at the top right corner of the window.

Step 6. To EDIT or DELETE use the corresponding icons that are given near to the specified entry and if press EDIT complete the entries in the subsequent boxes and Press SUBMIT. If the DELETE option is chosen then confirm the delete by pressing the DELETE button at the bottom corner of the pop up box of confirmation.

Step 7. Print option is available to perform the PRINT activities and document the entries.

 

 V. 17. a.iii. VISITOR PASS GENERATION. 

 

Here using the menu, the reception staff can create visitors pass live onsite.  

Step 1. Select the RECEPTION option from the menu bar.

Step 2. Select the VISITORS PASS GENERATION option. 

Step 3. Fill in the basic information requested. 

{Or field to search for the previously entered visitor information is also available}

Step 4. Use CAMERA to click a pic.

Step 5. Click on the GENERATE PASS button.

 

V. 17. a.iv. VISITORS HISTORY.

 

Date wise visitors history with the PRINT option is available.helps the institution to keep track and get to analyse the visitors entries according to their preferences and requirements.

Step 1. Select the RECEPTION option from the menu bar.

Step 2. Select the VISITORS HISTORY option.

Step 3. Date based filtering, search and print options are available to use suitably. 

 

V. 17. a.v. STUDENT OUT PASS 

 

The module is used to generate an out pass for the students along with the significant reasons and information like the person with whom the student is out with.  

Step 1. Select the RECEPTION option from the menu bar.

Step 2. Select the STUDENT OUT PASS option from the drop down menu.

Step 3. Fill in the significant information like student name, class, division , place and reason to generate outpass along with  other details.

Step 4. Press the SUBMIT button.

Step 5. Once on completion of the entry the institution is able to take the print out and provide it to the student using the PRINT button. 

Step 6. The common reasons that are eligible for the student out pass generations can be pre entered in the system using the REASON button at the top of the window.
Step 7. To enter a Reason click on the ADD REASON button.enter the reason and press CREATE button.

Step 8. The reasons can be edited and deleted using the EDIT and DELETE button corresponding to the reason listed in the Reason window.

 

V. 17. a.vi. OUT PASS HISTORY

 

The outpasses that have been generated are listed and recorded in this module which also helps the institution to search , view and take the print and document the details. 

Step 1. Select the RECEPTION option from the menu bar.

Step 2. Select the  OUT PASS HISTORY option from the drop down menu.

Step 3. From the list we can apply the date filter and search option.

Step 4 . To view the pass please click on the VIEW icon corresponding to the pass.

Step 5. The list can be printed using the PRINT button at the top right corner of the window along with the search bar. 

 

V. 17. a.vii. SEARCH OPTION

 

A complete and detailed list of students and every staff of the institution is available for the reception to make it easier for them to find the visitor requested information. 

Step 1. Select the RECEPTION option from the menu bar.

Step 2. Select the SEARCH option.

Step 3. Type in the details of the student or staff name required in the given search box. 

 

V. 17. a.viii. TELEPHONE DIRECTORY. 

 

Addition and deletion of necessary contacts to the institution directory is available for the 

reception.  

Use the ADD DIRECTORY button and input the details like name, number, mail id etc. 

Use the DELETE icon corresponding to the name to do deletion. 

 

V. 17. b. IN RECEPTIONIST LOGIN.

 

Reception module is equipped with sufficient tools to automise and modernise the reception activities like .  

The reception desk is also enriched with the dashboard that gives the overall view of the institution along with the events calendar.  The student information module and leave request option.

 

V. 17. b.i. ENQUIRY MODULE

 

Module helps in generating and entering enquiries that have reached the institution. The steps to mark them are as follows 

Step 1. Step 1. Select the RECEPTION option from the menu bar.

Step 2. Select the ENQUIRY option from the drop down menu.

Step 3. Fill in the basic requirements including the name, place, class, number and remarks.

Step 4. Press SUBMIT.

 

V. 17. b.ii. ENQUIRY HISTORY

 

The module is structured to gather the entries that are entered in the enquiry panel. Gives a brief out history that can be sorted and searched enabled with the date filters. These entries can be edited or deleted using the EDIT and DELETE icons corresponding to the entry.

 The Enquiry history also permits the ENQUIRY entry using the ADD button at the top right corner along with the entry prints using the PRINT button. 

Step 1. Step 1. Select the RECEPTION option from the menu bar.

Step 2. Select the ENQUIRY HISTORY option from the drop down menu.

Step 3. List of enquiries entered are given here. 

Step 4. To add a new Entry press the ADD button at the top right side. And fill in the basic information and press SUBMIT.

Step 5. To search the entries, use the search bar at the top right corner of the window.

Step 6. To EDIT or DELETE use the corresponding icons that are given near to the specified entry and if press EDIT complete the entries in the subsequent boxes and Press SUBMIT. If the DELETE option is chosen then confirm the delete by pressing the DELETE button at the bottom corner of the pop up box of confirmation.

Step 7. Print option is available to perform the PRINT activities and document the entries.

 

V. 17. b. iii. VISITOR PASS GENERATION. 

 

Here using the menu, the reception staff can create visitors pass live onsite.  

Step 1. Select the RECEPTION option from the menu bar.

Step 2. Select the VISITORS PASS GENERATION option. 

Step 3. Fill in the basic information requested. 

{Or field to search for the previously entered visitor information is also available}

Step 4. Use CAMERA to click a pic.

Step 5. Click on the GENERATE PASS button.

 

V. 17. b. iv. VISITORS HISTORY.

 

Date wise visitors history with the PRINT option is available.helps the institution to keep track and get to analyse the visitors entries according to their preferences and requirements. 

Step 1. Select the RECEPTION option from the menu bar.

Step 2. Select the VISITORS HISTORY option.

Step 3. Date based filtering, search and print options are available to use suitably. 

 

V. 17. b.v. STUDENT OUT PASS 

 

The module is used to generate an out pass for the students along with the significant reasons and information like the person with whom the student is out with. 

Step 1. Select the RECEPTION option from the menu bar.

Step 2. Select the STUDENT OUT PASS option from the drop down menu.

Step 3. Fill in the significant information like student name, class, division , place and reason to generate outpass along with  other details.

Step 4. Press the SUBMIT button.

Step 5. Once on completion of the entry the institution is able to take the print out and provide it to the student using the PRINT button. 

Step 6. The common reasons that are eligible for the student out pass generations can be pre entered in the system using the REASON button at the top of the window.
Step 7. To enter a Reason click on the ADD REASON button.enter the reason and press CREATE button.

Step 8. The reasons can be edited and deleted using the EDIT and DELETE button corresponding to the reason listed in the Reason window.

 

V. 17. b. vi. OUT PASS HISTORY

 

The outpasses that have been generated are listed and recorded in this module which also helps the institution to search , view and take the print and document the details. 

Step 1. Select the RECEPTION option from the menu bar.

Step 2. Select the  OUT PASS HISTORY option from the drop down menu.

Step 3. From the list we can apply the date filter and search option.

Step 4 . To view the pass please click on the VIEW icon corresponding to the pass.

Step 5. The list can be printed using the PRINT button at the top right corner of the window along with the search bar. 

 

V. 17. b.vii. SEARCH OPTION

 

A complete and detailed list of students and every staff of the institution is available for the reception to make it easier for them to find the visitor requested information. 

Step 1. Select the RECEPTION option from the menu bar.

Step 2. Select the SEARCH option.

Step 3. Type in the details of the student or staff name required in the given search box. 

 

V. 17. b.viii. TELEPHONE DIRECTORY.  

Addition and deletion of necessary contacts to the institution directory is available for the 

reception. 

Use the ADD DIRECTORY button and input the details like name, number, mail id etc. 

Use the DELETE icon corresponding to the name to do deletion. 

 

V. 17. b.ix. CERTIFICATES. 

 

A different variety of certificates that are required in an educational institution is made available in the reception module including TC , conduct certificates etc. 

Step 1. Login to the RECEPTIONIST login.

Step 2. Select the Certificate option. 

Step 3. Select the required certificate. 

Step 4. Perform the certificate generation activities and take a Print. (refer IV.20.a)

 

V. 17. b.x. LEAVE REQUEST 

 

The form helps the reception desk employee to directly apply for leaves.  

Step 1. Login to the RECEPTIONIST logins.

Step 2. Select the LEAVE REQUEST option. 

Step 3. Click on the CREATE LEAVE REQUEST button.

Step 4. Enter the leave type, from and to date and add the reason in subsequent columns or boxes provided before pressing the CREATE button.

Step 5. Can monitor the status of the application using the STATUS bar in the leave request list and they can also be edited using the EDIT icon. Which also allows the employee to use the DELETE button at the bottom of the pop up box.