Facility FAQ

Below is a list of possible vendor scan violations and descriptions of each:

Reason	Description
This vendor is not associated with a company.	The vendor's account is not currently associated with a company. This can occur if the vendor changed jobs or didn't complete registration.
This zone doesn't allow check outs.	The zone where the vendor scanned doesn't allow vendors to check out, only check in.
This vendor's credentialing subscription is not active.	The vendor's credentialing subscription isn't active most likely due to an invoicing issue.
This vendor has outstanding credential requirements that need to be met.	The vendor either hasn't submitted all the credentials required at your facility or those credentials that require review have not yet been reviewed.
This vendor is locked out from this system.	The vendor is locked out at the discretion of the facility.
This vendor is locked out from this facility.	The vendor is locked out at the discretion of the facility.
This vendor isn't currently scanned in at the facility.	The vendor attempted to scan into a zone that required a previous scan in that day. This typically happens on interior zones where it's expected that a vendor first scans in at the main entrance.
This zone requires the vendor to already be checked in.
This zone doesn't allow checkins.	The zone where the vendor scanned doesn't allow checkins, only spot checks.
This vendor has not targeted this facility.	The zone where the vendor scanned is attached to a facility which the vendor has not yet targeted.
This vendor type is not allowed in this zone.	The zone where the vendor scanned doesn't allow the vendor's level of access.
This vendor doesn't have a department appointment.	The zone where the vendor scanned requires an approved department appointment and the vendor didn't have one.
This vendor doesn't have a facility appointment.	The zone where the vendor scanned requires an approved facility appointment and the vendor didn't have one.
This zone doesn't allow spot checks.	The zone where the vendor scanned doesn't allow vendors to be spot checked, only checked in.

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To access the Help Center go to https://greensecurity.zendesk.com/hc/en-us and select Facility Employee Help. Use the Search bar to find articles related to your issue. You can also submit a support request there.

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App	OS	Users	Description
Green Security for web	Web app	Vendors Facility users System users	Green Security's web app that allows vendors and facility employees to sign in and manage their accounts, access features like appointments, credentialing, and facilities, and check in.
Green Security for Vendors on the Apple App Store or Google Play Store	iOS Android	Vendors	A mobile app for iPhone that allows vendors to access their Green Security accounts and all features on mobile. Can complete a mobile check-in using the app.
Gatekeeper for Kiosks on the Apple App Store	iOS for iPad	Vendors and visitors	Green Security's check-in app that is implemented on iPads at facilities. Approved vendors and contractors can check into a facility by scanning their credentials at a Gatekeeper kiosk. Note: PC users can set up Gatekeeper on a Chromium browser using an auto-login link provided during implementation.
Green Security Gatekeeper on the Apple App Store	iOS Android	Facility users System users	A mobile app that allows facility users to spot check vendors and contractors and to quickly check in vendors in temporary locations.

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1. On your dashboard, search for and select the vendor you want to check in. They may show up on your main dashboard under Vendor Scans Today.
2. On the vendor's profile, select Check In.
3. Select the appropriate zone and select Continue.

If the scan was successful, the vendor is checked in and a badge is printed.
If the scan was not successful, you can view vendor scan error descriptions or learn how to do a vendor scan override.

Learn more about checking in a vendor.

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Green Security uses HID 125 kHz 37-bit H10304 Wiegand format with facility code 2652. The format consists of 2 parity bits, 16-bit facility code and 19-bit card number.

The bit formatting is shown below:

Bits:	1	2	3	4	5	6	7	8	9	10	11	12	13	14	15	16	17	18	19	20	21	22	23	24	25	26	27	28	29	30	31	32	33	34	35	36	37
Site code:		1	2	3	4	5	6	7	8	9	10	11	12	13	14	15	16
Card number:																		1	2	3	4	5	6	7	8	9	10	11	12	13	14	15	16	17	18	19
Even parity:	*	1	2	3	4	5	6	7	8	9	10	11	12	13	14	15	16	17	18
Odd parity:																			1	2	3	4	5	6	7	8	9	10	11	12	13	14	15	16	17	18	*

Card Layout

Card Type:	Wiegand
Number of Bits:	37
Number of bits to sum for Even Parity:	19
Even Parity start:	0
Number of bits to sum for Odd Parity:	19
Odd Parity start:	18
Number of Facility Code bits:	16
Facility Code start:	1
Number of Cardholder ID bits:	19
Cardholder ID start:	17
Number of Issue Code bits:	0
Issue Code start:	0

Integration Steps

1. Card Testing

   Green Security sends samples of the physical RFID badges to the customer so they can verify their system can read the Green Security cards.

2. Report Generation

   Green Security generates the standard facility vendor report that includes vendor RFID badge numbers. Discuss what data the customer wants on the report.

3. Import Testing

   The customer tests the generated report to verify it imports into their system correctly.

4. Report Automation

   The customer selects a method of receiving the report (email, web service, sftp, other) and their desired schedule. Test the method and schedule.

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1. On your facility dashboard, select the Visitors tab.
2. Recent visitor check-ins appear. To find a specific visitor, select Show/Hide Search Form, enter information in the form, and select Search.
3. Select a visit to view more details.

Tip: You can check in a visitor again on the Visitor Checkin Details page by scrolling down and selecting Check In Visitor or Vendor.

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A vendor's credential status determines whether they are allowed to check in at a facility.

1. On your facility dashboard, search for a vendor. Or to do an advanced search select Vendors and then Show/Hide Search Form.
2. Select a vendor. The overall status of their credentials is indicated by a green check or a red X.
3. To view specific credentials and statuses, select the Credentials tab.
4. To view a vendor’s scan history at your facility, select Vendor Scans.

   Learn more about viewing credential statuses.

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1. Sign into your Green Security account.
2. In your dashboard, select "Visitors".
3. Select the "Visit Requests" tab.
4. View your list of visit requests. To search for a particular visit request, select "Show/Hide Search Form".
5. Enter the info you want to search for and select "Search".
6. View the results. Click on the visit request you would like to review.
7. View details of the request. Scroll down to the bottom of the request. Select "Approve" or "Decline".
8. If you select "Decline", the vendor will get an email notification. If you select "Approve", you will select an option for how to send the approval badge to the vendor. Select "Print Badge Now" or "Send Email".
9. The status of the visit request will change to approved. If you selected "Send Email", the vendor will get an email with instructions for the visit. The QR code will be scanned at the time of the visit at the check in kiosk zone listed on the request. If you selected "Print Badge Now", the paper badge will be printed.

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1. Sign into your Green Security account.
2. On the Green Security facility dashboard, select "Companies".
3. To search for a company, select "Show/Hide Search Form".
4. Enter the company that you want to search for in the corresponding fields and select "Search".
5. View results. To see more information about the company, click on "View" beside the company name.

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1. Sign into your Green Security account.
2. In your dashboard, click "Manage My Profile", or your name in the top right corner.
3. On the "General" tab, enter personal and contact information.
4. If you want to be able to receive text notifications to your mobile phone number, select "Provide SMS Consent" > "I Accept".
5. Enter location and time zone information.
6. To hide your account from appearing in the directory when other users are setting up an appointment, clear the "Show in Directory" option.
7. To change your password, select "Change Password". Enter your old password, new password, and confirm your new password, and then select "Update Password".

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1. On your dashboard, go to Visitors and select the visitor you want to add to the watchlist.
2. Select Add Watchlist Entry > Yes.
3. The visitor is added to the Watchlist. To view or edit details, select View Entry.
4. If you want to allow the visitor to check in and print a badge even though they're on the Watchlist, select the Allow badges? box. If you don't want the visitor to be able to check in, keep the box clear.

Learn more about the Watchlist.

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You can view all contacts (employees) at your facility and search for specific contacts. You can also download a report if needed.

Tip: Facility contacts can be facility users or system users.

1. On your facility dashboard, select Contacts.
2. Select Show/Hide Search Form to search for a specific contact.
3. Enter the info you want to search for and select Search.
4. If you want to download a report of the results, select Download Full Report.

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1. Sign into your Green Security account.
2. On the Green Security facility dashboard, select "Credentials".
3. In the "Required Credentials" tab, credentials associated with each vendor level are displayed. Any credential marked with an "X" means that it is required.
4. Click on a credential to view it's description and any policies, documents, or forms that are associated with it.

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1. Sign into your Green Security account.
2. In your dashboard, click "Manage My Profile" or your name in the top right corner.
3. Select the "Departments" tab.
4. If you're a system user, in the dropdown list select the facility for which you want to view departments and notification settings. If you’re a facility user, there will be no dropdown list.
5. Select "Member" next to all departments, clinics, institutes, etc. that you're associated with. This allows you to appear in the department's directory when a vendor requests an appointment with that department.
6. Under "Appointment Requests", select "Text" or "Email" next to a department if you'd like to receive text or email notifications when a vendor requests an appointment with that department.
7. Under "Vendor Scans", select "Text" or "Email" next to a department if you'd like receive text or email notifications when a vendor successfully scans into that department.
8. Select "Zones" tab.
9. If you're a system user, in the dropdown list select the facility for which you want to view zones. If you’re a facility user, there will be no dropdown list.
10. Under "Show in Lists", select the zones that you would like to see show in your dashboard lists.
11. Select the "Vendor Scans", "Visitor Check-ins", "Visitor Requests" tabs to set up notifications for each category of events. (This is very specific and not needed in most cases)
12. Under "Vendor Scans", "Visitor Check-ins", "Visitor Requests", select the boxes for the notifications you would like to receive under each zone.

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1. Download the Gatekeeper Mobile App from the Apple App Store or the Google Play Store.
2. Login to the app with your email and password.
3. Once logged in, select the facility and zone you will be scanning from.
4. Once you have selected the facility and zone, select "Check In", "Check Out", or "Spot Check", and select "Scan Badge".
5. Hold the camera over the QR code on the vendor’s Green Security badge and click "Scan Badge".
6. A vendor scan screen will appear. A green checkmark means that the vendor is fully approved for the facility. A red "X" means that the vendor is not approved for the facility, and has outstanding credentialing requirements.

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Term	Definition
Company	The company that an individual vendor representative or contractor works for
Company Manager	A person responsible for managing a company's credentials, facilities, payments, and vendors. Can log in to their Company Manager Dashboard to view company information and complete tasks
Vendor/Sales Rep	A registered vendor/sales representative with facility credentials. Checks in through the vendor system
Contractor/Service Rep	A registered contractor/service rep with facility credentials. Checks in through the vendor system
Vendor Group	Used to create additional credential requirements or exceptions to credential requirements for a specific population of vendors
Visitor	An individual who is not a registered vendor and has no existing credentials. Checks in through the visitor system. Includes three subtypes: "visitor", "vendor" (vendor guest) or "contractor" (contractor guest)
Vendor Guest/Sales Rep	A vendor/sales rep who is not a registered vendor and has no facility credentials. Checks in through the visitor system
Contractor guest/Service Rep	A contractor/service rep who is not a registered vendor and has no facility credentials. Checks in through the visitor system
Pending Vendor	One or more credentials have not been completed or uploaded by vendor
Pending Approval	One or more credentials have been uploaded by vendor and are waiting to be reviewed (Approved or Declined) by the facility
Approved	One or more credentials have been reviewed by the facility and determined to meet requirements
Declined	One or more credentials have been reviewed by the facility and determined to not meet requirements
Pending Vendor Status	Account is not fully approved and is pending either credentials to be submitted by the vendor or credentials to be reviewed and approved by the facility
Approved Vendor Status	Account is fully approved and the vendor can request appointments at and check in to their target facilities
Watchlist	A list created from system-level criteria. Visitors that meet any of the criteria are flagged as "Watchlist possible match"
Public Safety Screening	Checkr Trust screening checks visitors against public safety databases for real-time risk detection. View the check in details for more information on a hit. WatchDog screening checks visitors against sex offender registries and other safety watchlists. View the check in details for more information on a hit
Facility	A health system location, like a hospital or surgery center. For example, "XYZ Medical Center"
Facility user	A facility employee who can manage only a single facility
System user	A facility employee who can manage multiple facilities
Contact	A term for a facility employee, could be a facility user or system user
Department	An individual department at a facility. For example, "Surgical Services"
Zones	The location in a facility where a check in kiosk is located. For example, "OR Entrance Desk"
Roles	Sets of permissions to perform specific tasks in your dashboard. Facility administrators can set user roles
Credential	Vendors must obtain certain credentials at a facility to have their account approved and gain access to the facility. Vendors must submit documentation that meets the acceptance criteria of the credential
Appointment	A time or standing period of time that the vendor will visit the facility
Standing Appointment	An appointment that stands for a time period set by the facility. The default time period is six weeks
Check In / Scan In	A vendor or visitor successfully checks in and is permitted access to a facility. A vendor may scan their badge at a kiosk to check in
Spot Check	A check in at a specific site within the facility. A vendor or visitor must already be checked into the facility before they can pass a spot check

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1. Go to a vendor's profile and select Check In.
2. Select the zone you want to check the vendor into, and then select Continue.
3. Select Add Override and enter a duration and any notes you want to include.
4. Select Add Override.

The vendor scan override is added. Tell the vendor to check in at the kiosk. Or if you want to do a manual check-in, select continue with checkin here.

Learn more about vendor scan overrides.

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1. On your dashboard, select Check in Visitor or Vendor.
2. Scan the visitor's ID or input their data manually.
3. If you scanned an ID, the visitor’s information will autofill on the New Visitor Checkin Form. Verify the info is accurate or enter it manually if you need to.
4. If you have a camera, select Take Picture to take a picture of the visitor's face or ID.
5. Select Continue. Green Security performs several real-time checks.
If the visitor passes all checks, they are successfully checked in and a paper badge prints if you have printing set up.
If the visitor does not pass all checks, a visitor flag appears.

Learn more about checking visitors in and possible visitor flags.

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1. On your dashboard, select Vendors.
2. In the Vendors tab, select Show/Hide Search Form.
3. Enter the data you want to search for and select Search. If you would like to download a report as an .XLS file, select Download Full Report.
Note: A report can be downloaded in any tab that contains "Show/Hide Search Form" (Scans, Companies, Vendors, Contacts, etc.).

Learn more about running and downloading reports.

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If a vendor needs to visit a facility, they can request an appointment with a person or department. The appointment must be accepted by the facility staff before the vendor can check in and enter the facility.

1. In your facility dashboard, select Calendar.
2. Select Pending Invitations. If you received an appointment request notification to your email, you can follow the link in the email.
3. On the Event Invitation, select Accept or Decline.
4. Enter any notes you want to add, and then select Accept Invite or Decline Invite.

An email with your response is sent to the vendor.

Learn more about responding to appointments.

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A vendor lockout prevents a vendor from being able to check in at a facility for a specific period of time or indefinitely. To add a lockout

1. Go to the vendor's profile and select the Lockout tab. Select New Vendor Lockout > Yes.
2. In the Lockout History a new lockout appears. Select View to configure it.
3. Select the Active checkbox.
4. To set the lockout for a specific time period, configure the Start and End dates.

Learn more about adding a vendor lockout.

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Vendors can check in at a facility by scanning their hard badge at a kiosk or using the mobile app. The mobile app has three options for checking in:

• Show Badge
• GPS Check In
• Scan Kiosk Code

The GPS Check In option is entirely on mobile, allowing vendors to find nearby facility zones and check in on their device without needing to visit a physical kiosk. Individual facilities choose which check in methods they want vendors to use.

Learn more about how vendors check in at a kiosk or on mobile.

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