unixpass Helpdesk Manual

1 · Overview

unixpass is a visitor management system. With unixpass, visitors register with Stryker before their appointment or event and fulfil important compliance requirements in advance – for example completing safety briefings or signing non-disclosure agreements (NDAs).

unixpass is a web-based application that runs entirely in the browser and is accessed via the Stryker Microsoft account. Stryker employees use it to invite short-term or long-term visitors. Depending on the visitor group, different requirements apply. A central element is assigning a specific reason for the visit, which can vary by visitor group.

A unixpass terminal (an iPad) is available at every site to verify QR codes and handle check-in. During check-in, not only are the QR codes scanned, but the relevant compliance requirements are also verified (e. g. whether safety briefings have been completed or NDAs are still valid). In addition, the terminal automatically notifies the stored contact persons about the successful check-in – and physical badges are issued via connected card or label printers where applicable.

2 · Preliminary notes Tuttlingen only

Gate Ludwigstaler Straße

The gate on Ludwigstaler Straße is open on working days from 07:00 to 16:00. Please make sure the gate is properly closed again after use outside these hours.

Access to buildings 2, 4 and 6

For security reasons, all gates and doors to buildings 2, 4 and 6 must be kept closed at all times to prevent unauthorised access by external persons.

Access to building 6

The entrance doors to the vestibule of building 6 and the sliding door from the vestibule to the foyer are locked from the outside. Visitors enter the vestibule exclusively via the entrance on the Ludwigstaler Straße side. Access is granted via an access code provided as part of the registration process before the appointment.

3 · Login

Access to unixpass: https://app.de.i3g.io/extranet

You sign in with your Stryker Microsoft login:

4 · Dashboard

After successfully signing in, you are redirected to the unixpass dashboard. The following views are available:

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• 1Current contacts – All my contacts currently in the building.
• 2Contacts today – All my contacts holding an access permission valid today.
• 3Appointments today – All my appointments taking place today.
• 4Profile – View your own profile and adjust your data (e. g. language).

5 · My profile

All user data is taken over automatically from the Stryker systems (Office 365) and should not – and largely cannot – be overwritten.

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• 1In Edit profile you can adjust the user language in particular.
• 2Please verify that your profile is assigned to the correct site.

6 · Appointment module

All appointments with visitors invited via unixpass can be found in the unixpass appointment module (1). Visitors are invited via the unixpass invitation wizard “Add appointment” (2).

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Existing appointments can be edited individually from the overview, in particular:

• Reschedule appointment
• Cancel appointment
• Add further persons to an existing appointment
• Publish appointment

These functions are covered in more detail in chapter 8 “Editing an appointment”.

7 · Creating an appointment

7.1 · Select visit type

First, choose whether it is a short-term or a long-term visit. Different requirements apply in each case.

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• 1Short-term visitor: Maximum validity 1 day, paper label as visitor badge.
• 2Long-term visitor: Maximum validity 3 months. Visitor badge: plastic card Freiburg Visitor badge: paper label Stetten / Tuttlingen

In both cases, the safety briefing and the non-disclosure agreement are mandatory. Visitors must also upload or take a valid photo, which is used on the visitor badge.

For the Freiburg site, a parking permit can additionally be requested. Freiburg only

7.2 · Entering the appointment details

• The title is pre-filled but should be overwritten individually.
• The description serves as an internal note only, e. g. to store a remark about the appointment.
• From – To defines the period during which the visitor badge will be valid. Check-in at the terminal is possible one hour before the appointment starts.
• Activate expiry date: Can be used to ensure registration by a certain date. After that, the registration link is no longer valid.

Attention: Within the From–To period, the opening hours applicable at the site also apply and further restrict the validity.

7.3 · Adding visitors

Visitors can be added to an appointment in several ways:

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• 1Select an existing contact already stored in the system. This also applies to Stryker employees – they are imported automatically via an O365 connection and made available as contacts.
• 2Use the quick filters to filter by site or visitor group.
• 3Add a single contact (see 7.4).
• 4Import contacts via Excel file (see 7.5).

7.4 · Adding a single contact

When creating a new contact, please pay attention to the following:

• A correct visitor group must always be specified, as it controls important functions such as the reason for the visit and, ultimately, the non-disclosure agreement.
• The language setting controls the invitation notification and all processes in the visitor’s language.
• The mobile number is useful if your visitor should additionally receive the invitation, access passes and information via SMS.

7.5 · Importing contacts (larger visitor groups)

Contacts can be imported “en bloc”. Please use the Excel template available for download in the system. The import file must match the structure of the template exactly. Specifying the visitor group per contact is mandatory and MUST be in English.

Note: Please observe the help text in the import dialog – in particular regarding the correct phone number format and the available visitor groups.

After uploading the import file, the column mapping must be set correctly:

The contacts have then been added successfully and are pre-selected:

7.6 · Specifying the reason for the visit

A reason for the visit including a description MUST be specified per visitor group. As this information is used in the non-disclosure agreement, it should be linguistically and orthographically correct.

7.7 · Specifying the contact person

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• 1The contact person is always the person who creates the appointment. This person is also entered as the on-site contact person.
• 2The on-site contact person can – in contrast to the contact person – be adjusted individually.

7.8 · Hint / note

An individual note can be stored for the reception staff or for internal reference.

7.9 · Summary

After entering all information for an appointment, a summary is displayed. You can now choose between the following options:

• Cancel: Abort the process.
• Back: Go back in the process to adjust any settings.
• Save: The appointment is ONLY saved – NO invitations are sent yet. Invitations can also be sent later (e. g. after further participants have been added).
• Save & Send: The appointment is saved AND invitations are sent to all participants.

8 · Editing an appointment

Details

The details (1) can be displayed for every appointment. Certain settings can only be changed as long as no invitation(s) have been sent.

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Several actions (2) are available:

• Reschedule appointment: Move the appointment to a new date / time. A notification is sent to all participants.
• Cancel appointment: The appointment is cancelled and a notification is sent to all participants.

Participants & invitations

The Invitations area (1) shows all participants including their registration status. Further participants can be added via Add invitation (2) – the process is identical to the “Create appointment” process described above.

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Invitations can also be sent in bulk (3) here. Sending can be filtered by the various invitation statuses:

9 · Invitation & registration

An e-mail invitation is always sent by default. If a mobile number is stored for a participant, an SMS invitation is additionally sent.

Both e-mail and SMS contain an invitation link leading to the registration start page. The registration process then follows.

10 · Appointment module – miscellaneous

The appointment module offers further functions:

• Registration waiting list: If invitations with approval are used (indicated accordingly), new registrations appear here and can be approved or rejected.
• My visits: Complete list of all visitors registered for the signed-in user or for whom the signed-in user is stored as contact person. This can ALSO include visitors who registered at the terminal and selected the Stryker contact as their contact person.

11 · On-site registration at the terminal (iPad)

Visitors without prior registration can register directly at the unixpass terminal. The process consists of the following steps:

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Start of the process

The process starts at the terminal via the Registration option.

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Select visitor group

The visitor selects the visitor group that best describes them.

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Contact person & reason for visit

Selecting the contact person and specifying the reason for the visit.

4

Personal data & photo

Entering personal data and taking a photo for the visitor badge.

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Safety briefing

Completing the safety briefing. NOTE: This step only appears if the briefing is no longer valid.

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Non-disclosure agreement

Signing the non-disclosure agreement. NOTE: This step only appears if the agreement is no longer valid or the reason for the visit has changed.

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Printing the visitor badge

Printing the visitor badge – label or plastic card, depending on configuration and site.

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Done – checked in

Check-in is complete. The contact person is informed about the visit by e-mail.

12 · Nice2Know

• Registration: After completing the registration, the visitor immediately receives a mobile pass and must accept the briefing and read and sign the non-disclosure agreement. If they fail to do so, they are reminded at check-in and can catch up. Depending on the process, a paper label or a plastic card badge is also printed.
• Contact person: The Stryker employee is stored as the contact person for appointment invitations. Admins and reception staff can thus trace which visitor belongs to which contact person.
• Registration at the terminal: The same compliance processes as for online registrations apply at the terminal: accepting the safety briefing, signing the NDA and selecting the contact person.
• Check-in at the terminal: As soon as a visitor checks in at the terminal, their compliance status is verified (validity of briefing and NDA). The stored contact person is also informed about the visit by e-mail after check-in.
• Data protection: By default, visit data is stored for 30 days – unless the visitor consents to long-term data storage (365 days).
• Mobile pass: The pass can be added to Apple or Android Wallet.

13 · Visitor badges at a glance

In both cases, the safety briefing and the NDA are mandatory; the visitor photo appears on the badge.

14 · Troubleshooting

This chapter is in preparation and will be added in one of the next versions.

15 · Help & contact

Contact Freiburg/Stetten: Sarah Kech (sarah.kech@stryker.com) Freiburg / Stetten

Contact Tuttlingen: Anja Falter (anja.falter@stryker.com) Tuttlingen

16 · Reception

The Reception area bundles the daily tasks of the front desk: working through open visitor tasks, printing badges, issuing codes, correcting visits and – at the Freiburg site – creating parking permits.

16.1 · Reception todos

The Reception → Todos view shows all visitors with open tasks – e. g. “Print label” or “Issue label”. Each entry shows the name, company and Stryker contact person, so reception can assign visitors directly.

16.2 · Managing visitors

Clicking a visitor opens the detail view with the access code (QR), the validity period, the reason for the visit and the badge status. The most important actions are available from here, including perform check-in, issue code, deactivate code, edit visit, resend invitation and create parking permit.

16.3 · Issuing a code

Issue code issues the visitor badge. In the dialog, select the badge type (e. g. label) and start printing.

16.4 · Editing a visit

Edit visit allows check-in and check-out times of a visit to be corrected afterwards. Quick selections such as Today, Tomorrow, Morning, Afternoon or Whole day make input easier.

16.5 · Creating a parking permit Freiburg only

For visitors to the Freiburg site, reception can create a parking permit as a PDF. In the dialog, enter the licence plate, the site/area (e. g. Freiburg visitor car park) plus optional texts for the PDF code and the parking permit PDF template.

16.6 · Awaiting approval

Registrations via processes requiring approval end up in the Awaiting approval view, where they are approved or rejected by reception or the responsible persons. If there are no open registrations, the list is empty.

17 · Contacts & Codes

In addition to the reception functions, the following tools are available: the contact and codes lists with the 360-degree view of every contact (e. g. to re-issue existing codes).

The Contacts view lists all contacts of the system and can be filtered by name, language, registration period, group and more.

The contact profile shows the master data and the activity history (e. g. sent notifications):

The Codes tab shows all access codes of a contact with period and status:

The global Codes list shows the compliance status per code at a glance – valid components (e. g. briefing, time restriction, contact person, visitor group) in green, expired ones in red:

The codes list can be filtered specifically – by code/name/e-mail, status, code type, contact person, period and contact group:

18 · Registration from the visitor’s view

This chapter shows the registration process as the invited visitor goes through it. It helps employees and reception answer visitors’ questions quickly.

18.1 · Opening the invitation and confirming the e-mail

The visitor receives an invitation link by e-mail (and SMS, if applicable). It leads to the personal welcome page; there they start with “Register now” and first confirm their e-mail address.

18.2 · Visitor group and personal data

Depending on the process, the visitor first selects their visitor group and then enters their personal data:

18.3 · Safety briefing and non-disclosure agreement

The visitor then completes the safety briefing and signs the site’s non-disclosure agreement – open items are highlighted in yellow in the status overview:

18.4 · Next steps and approval

The “Next steps” page shows the visitor their progress at any time: identity confirmed, registration completed, registration approved, document signed, parking ticket and access pass downloaded. For processes requiring approval, the item “registration approved” remains open until approval has been granted.

18.5 · Parking and access pass Parking: Freiburg only

At the Freiburg site, the visitor optionally enters their licence plate and receives a parking permit that can be downloaded as a PDF:

Finally, the visitor receives their access pass with QR code – for download or Apple/Android Wallet – as well as the details of their appointment:

Version history