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Sync Scan FAQ + Training Materials

Sync City's Thermal Body Temperature Kiosk (Sync Scan) Frequently Asked Questions + All Sync Scan Training Documents (PDFs, Videos, + Posters)

Temperatures

Why do temperatures seem inaccurate?

PREPARING THE AREA WHERE YOU WILL USE THE TEMPERATURE KIOSK

●Room temperature should be 68-76 °F (20-24 °C) and relative humidity 10-50 percent.

● Try to control other items that could impact the temperature measurement: ○ Avoid reflective backgrounds (for example, glass, mirrors, metallic surfaces) to minimize reflected infrared radiation. ○ Use in a room with no draft (movement of air), out of direct sunlight and away from radiant heat (for example, heating/cooling vents, portable heaters, electrical sources). Avoid strong lighting (for example, incandescent, halogen and quartz tungsten halogen light bulbs). TEMPERATURE CALIBRATION/TEMPERATURE ADJUSTMENT/TEMPERATURE COMPENATION This thermal kiosk measures the surface skin temperature, which is usually lower than a temperature measured orally. Thermal imaging systems must be adjusted properly to correct for this difference in measurements. The most accurate temperature scans are taken at 1 to 1.5 feet distance from the thermal kiosk. Please note: this unit's error rate is ≤ ±0.5°C.

It is best to use the thermal kiosk at the temperatures of and between 68-76 °F (20-24 °C). However, if using the kiosk outside or in temperatures above or below 68-76 °F (20-24 °C) you can adjust the temperature under <settings> 'Temperature adjustment’ in the Sync Scan Dashboard syncscan.cloud. If it is cold outside you can reduce the ‘Temperature adjustment’ number and increase the ‘Temperature adjustment’ number if warmer outside/in the sun. As the temperature outside changes, you will need to go back into the dashboard and adjust the 'Temperature adjustment' number accordingly.</settings>

For the most accurate Temperature adjustment use a handheld noncontact thermometer on a test person to see what temperature should be read on the thermal kiosk. Change the ‘Temperature adjustment’ in the Sync Scan Kiosk accordingly. For example, if the kiosk is reading temperatures high on average test a person’s temperature with a handheld noncontact thermometer. If the handheld thermometer show the test person at a normal 98 °F while the kiosk shows 100 °F adjust the kiosk’s ‘Temperature adjustment’ to -2 (see image below).

TEMPERATURE ADJUSTMENT PER DEVICE

PREPARING THE PERSON BEING EVALUATED

The person handling the system should make sure the person being evaluated:

•Does not have any face obstructions before measurement (such as a dark mask, glasses, hat, headband, or scarf), the person's hair is pulled away from the face, and the person’s face is clean and dry.

•Does not have a higher or lower face temperature from wearing excessive clothing or head covers (for example, headbands, bandanas) or from using facial cleansing products (for example, cosmetic wipes). •Has waited at least 15 minutes in the measurement room or 30 minutes after exercising, strenuous physical activity, bathing, or using hot or cold compresses on the face.

WHY ARE TEMPERATURES HIGH?

A) Was the person recently briskly walking/exercising? • Wait in a room for 3-30 minutes. The room must be the same temperate as the room the scanner is in. Then rescan.

B) Does the person have a naturally high or low body temperature (some people are normal at 94.5°F-100.3°F)? • The person’s doctor can determine this.

C) Was the person recently drinking, eating, and/or holding hot food or beverage? • After eating or drinking hot food. Wait in a room for 3-30 minutes. The room must be the same temperate as the room the scanner is in. Then rescan.

D) Stress can also temporarily induce fever (article). Simply public speaking at work can raise body temperature. • After presenting relax and wait in a room for 3-30 minutes. The room must be the same temperate as the room the scanner is in. Then rescan.

E) It is possible that the person does have a slight fever and/or is ill. • Wait in a room for 3-30 minutes (possibly quarantine at this point) with a mask on. The room must be the same temperate as the room the scanner is in. Then rescan. If the temperature is still as high as 100.4 or higher another 30 minute of quarantine may be fine, then rescan or go home until symptoms have ceased for 24-48 hours. See full CDC guidelines.

F) Please note: this unit's error rate is ≤ ±0.5°C.



Why are scans so slow? Why is the kiosk software slow?

1) Reboot kiosk by unplugging for 30 seconds and plugging back in. 2) Check the internet connectivitiy. The software can sometimes lag if the kiosk is not consistently connected to the internet.



Why do I have to be 1-1.5 feet from the kiosk for scans?

This thermal kiosk measures the surface skin temperature, which is usually lower than a temperature measured orally. The most accurate temperature scans are taken at 1 to 1.5 feet distance from the thermal kiosk.



Can I use the thermal kiosk outside?

It is best to use the thermal kiosk at the temperatures of and between 68-76 °F (20-24 °C). However, if using the kiosk outside or in temperatures above or below 68-76 °F (20-24 °C) you can adjust the temperature under <settings> 'Temperature adjustment’ in the Sync Scan Dashboard syncscan.cloud. If it is cold outside you can reduce the ‘Temperature adjustment’ number and increase the ‘Temperature adjustment’ number if warmer outside/in the sun. As the temperature outside changes, you will need to go back into the dashboard and adjust the 'Temperature adjustment' number accordingly.</settings>

For the most accurate Temperature adjustment use a handheld noncontact thermometer on a test person to see what temperature should be read on the thermal kiosk. Change the ‘Temperature adjustment’ in the Sync Scan Kiosk accordingly. For example, if the kiosk is reading temperatures high on average test a person’s temperature with a handheld noncontact thermometer. If the handheld thermometer show the test person at a normal 98 °F while the kiosk shows 100 °F adjust the kiosk’s ‘Temperature adjustment’ to -2 (see image below).

Is Sync Scan a medical device?

PLEASE NOTE: Sync Scan is not a medical device. According to the FDA, this device is intended for initial body temperature measurements for triage use during the Covid-19 pandemic. It can not be the sole or primary method of diagnosing COVID-19 or any other condition. Indication of an elevated body temperature should be confirmed with secondary evaluation methods such as a clinical grade contact thermometer.


https://www.fda.gov/medical-devices/coronavirus-covid-19-and-medical-devices/non-contact-temperature-assessment-devices-during-covid-19-pandemic



Connectivity

Why is the kiosk not connecting to the WIFI?

Connect To/Change WIFI Network: https://www.youtube.com/watch?v=zFV5GvoOm4o&feature=youtu.be (1) Plug USB Mouse Into The Kiosk (2) Right Click To Exit (3) Settings (4) Select Wi-Fi (5) Select Wi-Fi Network (2.4 GHz) & Enter Password KIOSK CONNECTIVITY Ensure kioks is within range of a 2.4 GHz WIFI network. Network settings and other devices on the same network may interfear with Sync Scan Kiosk connectivity. Adjusting network settings and adding a WIFI extender/additional node are common remedies. Hardwiring the kiosk via ethernet is also a popular option.

NETWORK REQUIREMENTS

• The server must be able to communicate via HTTPS with core.syncscan.cloud:443 and sentry.s24.io:443. • The devices must be able to communicate with the server:

* local: HTTPS to server IP on TCP port 8770

* cloud: HTTPS to device.syncscan.cloud:443

• The devices ideally should be able to communicate with sentry.s24.io:443 or else we won’t be able to debug & repair bugs in the software. • The server and devices must be able to communicate with sgnl24.s3.amazonaws.com:443 if they wish to download software updates.



Why are scans so slow? Why is the kiosk software slow?

1) Reboot kiosk by unplugging for 30 seconds and plugging back in. 2) Check the internet connectivitiy. The software can sometimes lag if the kiosk is not consistently connected to the internet.



Facial Recognition

Why is the facial recognition misidentifying people?

PLEASE NOTE:

  • Facial recognition is most accurate when ALL ‘people’ have clear and accurate pictures uploaded to their profile. The algorithm learns faces overtime to become more accurate.
  • The facial recognition algorithm was trained to read faces wearing light colored medical masks when scanning. Various dark and dark patterned masks may throw off the algorithm resulting in an identity mismatch or no scan at all. Please do not submit profile picture selfies with masks on.
WHAT THE ALGORITHM CAN READ The Sync Scan facial recognition aglorithm was trained to read profile pictures facing the camera directly with adequate lighting (please see 'examples of great selfies' below). No masks, headwear or scarves are to be worn for the facial recognition profile picture. Clear glasses are ok. WHAT THE ALGORITHM CANNOT READ Poor lighting, headwear, masks, face shaddows, and a face angled away from camera prevent the facial recognition algothithm from properly identifiing people (please see 'not good photos' below).



Why is bulk upload not working?

Sync Scan Dashboard Bulk Upload Tutorial: https://www.youtube.com/watch?v=3nA0OCniVGc



Security

Is Sync Scan cloud secure? Is my data secure?

SYNC CLOUD PORTAL SECURITY

Sync Cloud sits on a Digital Ocean Server. We do not share customer data with any third parties, other than our infrastructure provider. We require TLS with strong ciphers for all communication, and our database and storage are encrypted at rest. Our infrastructure provider is ISO/IEC 27001:2013 certified, and the facility in which our servers are hosted is SSAE16 SOC-2 and SOC-3 compliant.



Is Sync Scan American? GSA?

Sync Scan software is American made & hosted on American servers. Sync Scan hardware is made in Hong Kong, NDAA & TAA compliant. Sync Scan is also GSA listed.



Cleaning Kiosk

How do I disinfect the kiosk using CDC guidlines?

CLEANING KIOSK SCREENS

● Gently Wipe Down Screen With a Screen Cleaner Sprayed a Few Times Onto a New Clean, Non-Abrasive Cloth (Microfiber is Great).

● CDC-Recommended Disinfectant Solutions Safe for Screens + Kiosk Frame

a.) Household Bleach Solution (1/3 Cup of Bleach Per Gallon of Water)

b.) Isopropyl Alcohol (≤ 70% Alcohol)

​

Disinfecting Your Kiosk

1. To prepare for disinfecting the touchscreen, power down the device (if possible) or ensure your on-screen software can tolerate false touches while you clean.

2. Dampen a new clean, non-abrasive cloth (microfiber is great) with a disinfectant listed above. Ensure excess liquid is squeezed from the cloth.

3. Disinfect the surfaces by wiping them with the cloth and allow the surface to dry.

Directions/Training

Where do I find Sync Scan directions and training materials?

All Sync Scan Directions (Posters & Videos) https://www.dropbox.com/sh/6s2yqmzjkkj0qz2/AACys3Ra64AgSu889VU2BL1_a?dl=0 Sync Scan Training Video 9.4 (Timestamps in Description Below) https://www.youtube.com/watch?v=dJ1iO3LUXgg&feature=youtu.be Sync Scan Training Video Library Sync Scan Wellness + Mobile ID Demo https://www.youtube.com/watch?v=emsmRjB3Szs&feature=youtu.be Soft Launch Wellness Video: https://www.youtube.com/watch?v=s6nUplU-FoE&feature=youtu.be Sync Scan Mobile Barcode Mode + Wellness https://www.youtube.com/watch?v=baspiENrAdU&feature=youtu.be No Phone? No Wellness Questionnaire Need? No Problem (Print Mobile ID/Aztec Code) https://www.youtube.com/watch?v=VP9x9qP_RFQ&feature=youtu.be Guest Mobile ID (No Phone-No Wellness Questionnaire) https://www.youtube.com/watch?v=F9XLhrJLQh8&feature=youtu.be Print Aztec: No Phone + Wellness Questionnaire + ID (Sync Scan 0.9.3) https://www.youtube.com/watch?v=Y99Gu6eeTtM&feature=youtu.be



Date & Time of Scans Issue?

Do NOT make any adjustments to date/time/timezone in the android settings on the kiosk. If your scans times/dates are incorrrect submit an issue ticket here: https://syncscan.zendesk.com/hc/en-us Sync Scan time zones coordinate with your web browser when you log into SyncScan.Cloud on your computer.



How do I do software updates?

  • Log into SyncScan.Cloud.
  • Click 'Devices' tab.
  • Look for the blue software update button (see image below). Click the blue sofware update button to download the newest Sync Scan software.
  • If there is no button there are no new updates.



Setting Up Sync Scan

Hardware Kiosk Setup: https://www.youtube.com/watch?v=Bs4JWpewHwQ&feature=youtu.be

Connect To WIFI + Register Sync Scan: https://www.youtube.com/watch?v=nEBlSF2jgbU&feature=youtu.be

Register Device: Kiosk will display a 9-digit code after Sync Scan is installed and Opened. Enter code to register the device at syncscan.cloud (Username/Password Will Be Emailed).

Adjust Screen Tilt



MIPS to Sync Scan

Hardware Kiosk Setup: https://www.youtube.com/watch?v=Bs4JWpewHwQ&feature=youtu.be

Connect To WIFI + Uninstall MIPS/DCMIPS + Install Sync Scan + Register Sync Scan: https://www.youtube.com/watch?v=KU4_J31fGRM

Register Device: Kiosk will display a 9-digit code after Sync Scan is installed and Opened. Enter code to register the device at syncscan.cloud (Username/Password Will Be Emailed).

Is Sync Scan American? GSA?

Sync Scan software is American made & hosted on American servers. Sync Scan hardware is made in Hong Kong, NDAA & TAA compliant. Sync Scan is also GSA listed.



Wellness Questions

What if Sync Scan users do not have a phone for the wellness survey or mobile barcode?

SHARED COMMUNITY DEVICE (LAPTOP/PHONE/TABLET/IPOD) No Phone? No Wellness Questionnaire Need? No Problem (Print Mobile ID/Aztec Code) https://www.youtube.com/watch?v=VP9x9qP_RFQ&feature=youtu.be PRINT AZTEC CODE Print Aztec: No Phone + Wellness Questionnaire + ID (Sync Scan 0.9.3) https://www.youtube.com/watch?v=Y99Gu6eeTtM&feature=youtu.be



How do guests check-in with a Sync Scan wellness questionnaire/mobile barcode?

OPTION 1: ADD GUEST TO PEOPLE/FACIAL RECOGNITION DATABASE Before a guest arrives send the guest a selfie request. Once the guest's profile picture and info is added to the facial recognition database send the guest a wellness questionnaire. OPTION 2: CREATE GUEST MOBILE IDs Guest Mobile ID (No Phone-No Wellness Questionnaire) https://www.youtube.com/watch?v=F9XLhrJLQh8&feature=youtu.be



How do guests check-in with just a wellness survey?

Using the Sync Scan Device Settings below just have your guest open a survey by scanning your organization's wellness questionnaire QR Code. Print out this poster with your wellness QR code for easy scanning. Email/Text your guests the link to your organization's wellness questionnaire before your guests arrive.



How do I build a wellness questionnaire?

How To Build Wellness Questionnaire: 17:50 https://youtu.be/dJ1iO3LUXgg?t=1071



How do I use a wellness questionnaire with facial recognition?

How To Use the Wellness Questionnaire + Facial Rec: 25:19 https://youtu.be/dJ1iO3LUXgg?t=1520



How do I use the wellness questionnaire + NFC/RFID + facial recognition?

How To Use the Wellness Questionnaire + NFC/RFID + Facial Rec: 26:23 https://youtu.be/dJ1iO3LUXgg?t=1584



How do I use the wellness questionnaire + mobile barcode ID + facial recogniton?

Wellness Questionnaire + Barcode ID + Facial Rec: 28:55 https://youtu.be/dJ1iO3LUXgg?t=1735



How do I review the wellness questionnaire answers?

Review Wellness Questionnaire Results: 30:44 https://youtu.be/dJ1iO3LUXgg?t=1844



Is there a Sync Scan App to quickly access Wellness Questions/Mobile ID each day?

Bookmark Wellness/Mobile ID Link: https://youtu.be/p_pLtCEZjAM Sync Scan App Like Solution: Bookmark Wellness Questionnaire/Mobile ID Link on Mobile Phone iPhone: 1) Open Wellness Questionnaire/Mobile ID (find link in email/SMS) 2) Click Send Icon at Bottom of Brower 3) Select 'Add To Home Screen' 4) Use Bookmarked Link Each Day Before Entering Work if Filling Out The Questionnaire Android: 1) Open Wellness Questionnaire/Mobile ID (find link in email/SMS) 2) Click The Three Dots (top right corner) of Firefox Browser 3) Click Star To Bookmark 4) Select 'Add To Homescreen' 5) Use Bookmarked Link Each Day Before Entering Work if Filling Out The Questionnaire



The kiosk isn't reading my wellness barcode/Aztech code/mobile ID.

1) Turn up phone's screen brightness to max for kiosk scanning, if having dificulty. 2) Turn off the kiosk for 30 seconds and power back up. 3) Make sure there are no updates in your SyncScan.Cloud dashboard. If there are updates, go ahead and update the kiosk. 4) Kiosk still will not read wellness barcode/Aztech code/mobile ID? Let us know here: https://syncscan.zendesk.com/hc/en-us



How do I make wellness questions for guests?

Strangers = Guests Select 'Strangers' for each question the guest should see. Registered People = People Select 'Registered People' for each question regular visitors/staff/people added to the Sync Scan dashboard should see. Both = People added to the dashboard + Strangers Select 'Both' for each question everyone should see.



Mobile Barcode ID

How do I use mobile barcode ID?

Mobile Barcode ID: 27:55 https://youtu.be/dJ1iO3LUXgg?t=1675



How do I use the wellness questionnaire + mobile barcode ID + facial recogniton?

Wellness Questionnaire + Barcode ID + Facial Rec: 28:55 https://youtu.be/dJ1iO3LUXgg?t=1735



How do guests check-in with a Sync Scan wellness questionnaire/mobile barcode?

OPTION 1: ADD GUEST TO PEOPLE/FACIAL RECOGNITION DATABASE Before a guest arrives send the guest a selfie request. Once the guest's profile picture and info is added to the facial recognition database send the guest a wellness questionnaire. OPTION 2: CREATE GUEST MOBILE IDs Guest Mobile ID (No Phone-No Wellness Questionnaire) https://www.youtube.com/watch?v=F9XLhrJLQh8&feature=youtu.be



What if Sync Scan users do not have a phone for the wellness survey or mobile barcode?

SHARED COMMUNITY DEVICE (LAPTOP/PHONE/TABLET/IPOD) No Phone? No Wellness Questionnaire Need? No Problem (Print Mobile ID/Aztec Code) https://www.youtube.com/watch?v=VP9x9qP_RFQ&feature=youtu.be PRINT AZTEC CODE Print Aztec: No Phone + Wellness Questionnaire + ID (Sync Scan 0.9.3) https://www.youtube.com/watch?v=Y99Gu6eeTtM&feature=youtu.be



How do guests check-in with a Sync Scan wellness questionnaire/mobile barcode?

OPTION 1: ADD GUEST TO PEOPLE/FACIAL RECOGNITION DATABASE Before a guest arrives send the guest a selfie request. Once the guest's profile picture and info is added to the facial recognition database send the guest a wellness questionnaire. OPTION 2: CREATE GUEST MOBILE IDs Guest Mobile ID (No Phone-No Wellness Questionnaire) https://www.youtube.com/watch?v=F9XLhrJLQh8&feature=youtu.be



Is there a Sync Scan App to quickly access Mobile Barcode/ID each day?

Bookmark Wellness/Mobile ID Link: https://youtu.be/p_pLtCEZjAM Sync Scan App Like Solution: Bookmark Wellness Questionnaire/Mobile ID Link on Mobile Phone iPhone: 1) Open Wellness Questionnaire/Mobile ID (find link in email/SMS) 2) Click Send Icon at Bottom of Brower 3) Select 'Add To Home Screen' 4) Use Bookmarked Link Each Day Before Entering Work if Filling Out The Questionnaire Android: 1) Open Wellness Questionnaire/Mobile ID (find link in email/SMS) 2) Click The Three Dots (top right corner) of Firefox Browser 3) Click Star To Bookmark 4) Select 'Add To Homescreen' 5) Use Bookmarked Link Each Day Before Entering Work if Filling Out The Questionnaire



The kiosk isn't reading my wellness barcode/Aztech code/mobile ID.

1) Turn up phone's screen brightness to max for kiosk scanning, if having dificulty. 2) Turn off the kiosk for 30 seconds and power back up. 3) Make sure there are no updates in your SyncScan.Cloud dashboard. If there are updates, go ahead and update the kiosk. 4) Kiosk still will not read wellness barcode/Aztech code/mobile ID? Let us know here: https://syncscan.zendesk.com/hc/en-us



Compliance

Is Sync Scan HIPPA compliant?

Yes 👍 Sync Scan is a non-medical device storing only temperatures with names and basic contact info.



Is Sync Scan TAA compliant?

Yes 👍



Is Sync Scan NDAA (National Defence Authorization Act) compliant?

Yes 👍 The technology used in the Sync Scan thermal kiosk is not sourced from any of
the companies defined in FAC number 2020-05/03-30-2020 Part 4 subpart 4.21
Section 4.2101 pertaining to subpart 4.21 Prohibition on Contracting for Certain
Telecommunications and Video Surveillance Services or Equipment.
Our products are NDAA compliant. We have no affiliation of any kind with
Huawei Technologies or ZTE Corp as well as video surveillance and
telecommunications equipment produced by Hytera Communications Corp.,
Hangzhou Hikvision Digital Tech Company, or Dahua Technology Company.



FDA approved for Covid-19?

Sync Scan is not a medical device. According to the FDA, this device is intended for initial body temperature measurements for triage use during the Covid-19 pandemic. It can not be the sole or primary method of diagnosing COVID-19 or any other condition. Indication of an elevated body temperature should be confirmed with secondary evaluation methods such as a clinical grade contact thermometer. https://www.fda.gov/medical-devices/coronavirus-covid-19-and-medical-devices/non-contact-temperature-assessment-devices-during-covid-19-pandemic



Is Sync Scan American? GSA?

Sync Scan software is American made & hosted on American servers. Sync Scan hardware is made in Hong Kong, NDAA & TAA compliant. Sync Scan is also GSA listed.



Kiosk Demonstration

Sync Scan Temp Checks + Wellness Questions + Mobile ID + Facial Rec Demo

Click The Youtube Link Below to See How Sync Scan Works! https://www.youtube.com/watch?list=TLGGdLqqwvaDD6ExOTAyMjAyMQ&v=emsmRjB3Szs&feature=emb_logo +Temperature Checks (thermal forehead scan) +Custom Wellness Questionnaire +Mobile Barcode ID +RFID/NFC +Facial Recognition



Sync Scan New American Software Demo

Click The Youtube Link Below to See How Sync Scan Works! https://www.youtube.com/watch?list=TLGGFp2NatBJHd8xOTAyMjAyMQ&v=Urn89KuNdGI&feature=emb_logo +Real-Time Dashboard +Cloud & Personal Server Software Options +Mask Required Messaging +Facial Recognition +Facial Recognition With Mask +SMS/Email Alerts For High Temps + Unauthorized



Setting Up Sync Scan

Setting Up Sync Scan

Hardware Kiosk Setup: https://www.youtube.com/watch?v=Bs4JWpewHwQ&feature=youtu.be

Connect To WIFI + Register Sync Scan: https://www.youtube.com/watch?v=nEBlSF2jgbU&feature=youtu.be

Register Device: Kiosk will display a 9-digit code after Sync Scan is installed and Opened. Enter code to register the device at syncscan.cloud (Username/Password Will Be Emailed).

Adjust Screen Tilt



MIPS to Sync Scan

Hardware Kiosk Setup: https://www.youtube.com/watch?v=Bs4JWpewHwQ&feature=youtu.be

Connect To WIFI + Uninstall MIPS/DCMIPS + Install Sync Scan + Register Sync Scan: https://www.youtube.com/watch?v=KU4_J31fGRM

Register Device: Kiosk will display a 9-digit code after Sync Scan is installed and Opened. Enter code to register the device at syncscan.cloud (Username/Password Will Be Emailed).