Access Management

Persons

The Persons menu item allows you to manage the personnel in your system. Here you can create new persons or change details of existing persons.

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List of persons

The list contains the persons that have already been created. Select a person to view details. 

The list offers the following options:

Button New

Press New to create a new person. Enter the required information about the person on the tab General Data and press Save.

Tab General Data

This is where you store and edit personal data. You can individually define which fields and areas are available here via Settings > tab General.

Personal data that is transferred from external systems (e.g. SAP) cannot be changed here. They must be edited in the respective source system.

Tab Permissions

Here you can grant (Add Device Group / Add Device) or revoke (Remove Group / Remove Device) permissions for a person.

The lists on the tabs Add Group / Add Device provide an overview of all permissions linked to the person. The column Origin indicates where the permission comes from. For example, it could have been passed on to the person via a person group or transferred from the Janitor system.

If the tabs Delete Device or Delete Group contain a device or device group, access via this device or device group is not possible. This also applies if a permission for the device or device group has been granted on the tab Add Device or Add Device Group.

A tick after the title of a tab indicates that there is data within the tab.

Workflow Permissions

This feature is optional and not available in every installation.

If assigning a device or device group is associated with a workflow, the permission becomes active only after the decision-maker approves the workflow request.

If you select a device or device group that has a workflow, a dialog box appears. This prompts you to enter values for the time model and the validity of the permission. You also have the option of leaving a comment for the decision-maker.

You can create multiple workflow requests at once. To send them, press Save.

Workflow requests are indicated by different colors:

  • Yellow: The request has not yet been approved.
  • Green: The request has been approved.
  • Red: The request has been rejected.

You can extend the validity of approved permissions. To do this, press Extend. Then select new validity dates and create another workflow request.

Tab Replacement Badges

Here you can issue up to three replacement IDs for one person. Only one ID can be active at a time.

You can define the number range for replacement IDs individually for each location via the menu item Settings.

Tab Badge Printing

This feature is optional and not available in every installation. Depending on the version, it may also be available in the main menu.

This tab allows you to print badges with the person’s information. You can define the layouts for printing badges via the menu item Badge Printing > Settings.

Tab Documents

Here you can link documents to the personnel master record. To upload new documents, drag the file(s) into the area provided. Or press Upload Documents and select the desired files on your computer.

Tab Person Groups

Here you can see to which person groups the selected person is assigned. You can manually add or exclude person groups. Manual adjustments overwrite the automatic assignment based on the person’s criteria.

Manual adjustments are marked accordingly:

You can remove manual adjustments at any time using the trash can icon.

Tab Qualifications

Qualifications enable you to unlock permissions for the selected person. Use the menu item Qualifications to specify which qualifications can be selected here.

Tab Identification

Here you can manage the various media that a person can use to identify themselves on a device. To add a new identification medium, press Add.

Press Save to save the entries.

TIPS

Press Copy at the top to create a copy of the selected person, including their properties and permissions.


Person Groups

You can use the menu item Person Groups to group staff according to departments or other criteria.

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List of person groups

The list contains all person groups already created, grouped by their status. Select a person group to view details.

The list offers the following options:

Button New

Press New to create a new person group. Enter a description, a validity period, and a client, and press Save.

Tab Definition

Area Person Group Details

Define the details of the person group, such as the label and validity period.

Area Criteria Values

Specify the criteria according to which the person group is formed. To add a new criterion:

  1. Press Add criteria.
  2. Select the required criterion from the list field.
  3. Enter a single value (From) or a range of values (From–To).
  4. To set additional values for the same criterion, press Add value.

Logic of criteria and values

Tab Persons

The list displayed here contains all persons who belong to the selected person group. Persons in this list have either been assigned automatically based on criteria or added manually.

Furthermore, the list offers the following options:

TIPS

Press Copy at the top to create a copy of the selected persons group, including their properties.

Lock Persons

The menu item Lock Persons allows you to block and unblock badges en masse based on certain criteria.

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Locking persons

  1. Select a criterion from the list field (e.g. badge number or PDC group).
  2. Select a value from the Criteria Values drop-down list.
  3. (Optional) Enter a reason for the ban in the field Reason for the lock.
  4. Press Lock to lock the person(s).

Unlocking persons

Follow steps 1 and 2 above and press Unlock.

Block List

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Permissions

Use the menu item Permissions to grant individual persons or entire groups of persons permissions for certain devices or device groups.

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List of persons and groups of persons

Select a person or group of persons from the list on the corresponding tab page to display the existing permissions.

Tabs Add Group / Add Device

Here you can grant the selected person/group of persons permissions to use certain device groups or devices. To add another device group or device to the list:

  1. Press Add.
  2. Select a Device Group or a Device.
  3. Select the desired Time Model.
  4. Set a validity period.
  5. Press Save.

A tick after the title of a tab indicates that there is data within the tab.

Tabs Remove Device / Remove Group

These lists are used to remove permissions for certain device groups or devices.

Example: Anna B. belongs to the group of persons called “laboratory technicians”. This group of persons has permission for the device group “laboratory”. However, Anna is not allowed to enter a particular laboratory. Add the access device for this laboratory to the Remove Device list.

To add further device groups or devices to the list, follow the steps in the previous section. However, a time model cannot be selected here.

If the tabs Remove Device or Remove Group contain a device or device group, access via this device or device group is not possible. This also applies if a permission for the device or device group has been granted on the tabs Add Device or Add Group.

A tick after the title of a tab indicates that there is data within the tab.

Workflow Permissions

This feature is optional and not available in every installation.

If assigning a device or device group is associated with a workflow, the permission becomes active only after the decision-maker approves the workflow request.

If you select a device or device group that has a workflow, a dialog box appears. This prompts you to enter values for the time model and the validity of the permission. You also have the option of leaving a comment for the decision-maker.

You can create multiple workflow requests at once. To send them, press Save.

Workflow requests are indicated by different colors:

  • Yellow: The request has not yet been approved.
  • Green: The request has been approved.
  • Red: The request has been rejected.

You can extend the validity of approved permissions. To do this, press Extend. Then select a new validity period and create another workflow request.


TIPS

The column Origin indicates where the permission comes from. For example, the permission might have been inherited by the person, or it might have been granted by the system Janitor.


Time Models

Use this menu item to manage time models for access permissions. By linking a time model to a device group or a single device, you determine the times at which they may be used.

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List of time models

The list contains the time models that have already been created. Select a time model to display its properties.

Button New

Press New to create a new time model.

  1. Entering basic data: Enter a description, select the client and define the validity period.

  2. Editing the weekly overview: To define the periods during the week when access should be allowed, proceed as follows:

    • Right-click on the desired day and select New time period. A green marker appears.

    • Drag the marker with the mouse or enter the start and end times in the From time and To time fields.

    • Repeat the steps for all other periods and days that should be included in this time model.

  3. Specify access options:
    • Holiday Classes: This is where you determine the bank holidays on which access should be allowed.
    • PIN required: Select whether access should only be possible with a PIN.
    • PIN in master record: Select whether the PIN should be transmitted together with the master record.
  4. Save: Press Save to save your entries.

Button Copy

You can copy an existing time model to use as a basis for a new time model. Click Copy at the top to make the desired changes. Then click Save.

Option Offline

If the Offline option is set, the ID must be selected from the list. Offline time models can only be assigned to offline components or offline device groups.

TIPS

It is possible to create multiple time periods per day.

Devices

This menu item allows you to manage the devices for access control and time tracking and to query their status.

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List of devices

The list contains the devices that have already been created, sorted by device type. Select a device to view details.

The list offers the following options:

Button New

Press New to create a new device. Enter the required information and press Save.

Area General

Button Clients Definition

Area Status

In the Connection status field, you can see the connection status of the device. This can have the following statuses:

The time at which a status was last transmitted is shown in the Last status field.

The Device status field shows the mode the device is in. The following modes are possible:

The Last master record download field indicates the time at which the device was last supplied with master data. (only available for devices from the manufacturer Dormakaba)

The Master record log button can be used to check which master data has been sent to the device. (only available for devices from the manufacturer Dormakaba)

Area Device

Enter the basic information about the device.

Area Validity

Define the period during which the device should be active.

Area Network

Specify the network settings required for the device.

Area Options

Area Offline Component Details

Select the Offline Site to which the component belongs. (You can create offline sites under Settings > Tab Offline Components.)

Parameters for offline components (manufacturer Dormakaba)

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Attention: After changing the parameters, the offline component must be rewritten with the programmer.

Parameter offline components
Switch Meaning Values
/B/ Summer
  • 0 - off
  • 1 - on (default)
/L/ Light ring
  • 0 - off
  • 1 - on (default)
/E/ Save events
  • 0 - off
  • 1 - on (default)
/Y/ Sync time
  • 0 - off
  • 1 - on (default)
/M/ EM_MSG  
/V/ Period
  • 0 - always
  • 1 - 24 hours
  • 2 - until 12:00
  • 3 - 1 hour
  • 4 - 12 hours
  • 5 - 2 days
  • 6 - 4 days
  • 7 - 8 days
/D/ Type

0=198, Kaba Elolegic digital cylinder U-Line
1=199, Kaba Elolegic C-Lever U-Line
2=181, Kaba Elolegic reader U-Line
3=239, Kaba Elolegic C-Lever T-Line
4=30, Kaba Elolegic digital cylinder L-Line
5=218, Kaba Elolegic digital cylinder N-Line
6=238, Kaba Elolegic digital cylinder T-Line
7=201, Kaba Elolegic reader N-Line
8=221, Kaba Elolegic reader T-Line
9=183, Kaba Elolegic locker lock U-Line
10=222, Kaba Elolegic lock T-Line
11=182, Kaba Elolegic lock U-Line
12=31, Kaba Elolegic cylinder compact L-Line
13=210, Kaba Elolegic cylinder compact N-Line
14=230, Kaba Elolegic cylinder compact T-Line
15=190, Kaba Elolegic cylinder compact U-Line
16=214, Kaba Elolegic cylinder Stulp N-Line
17=234, Kaba Elolegic cylinder Stulp T-Line
18=194, Kaba Elolegic cylinder Stulp U-Line
19=181, Kaba IT lock
20=1064, Digital Cylinder Mifare evolo V4
21=1048, C-Lever Mifare evolo V4
22=1816, C-Lever TouchGo Mifare evolo V4
23=1128, C-Lever Mifare compact evolo V4
24=1144, Reader Mifare compact evolo V4
25=1080,Reader Mifare remote evolo V4
26=1320, Digital Cylinder Legic Advant evolo V4
27=1304, C-Lever Legic Advant evolo V4
28=1384, C-Lever compact Legic Advant evolo V4
29=2072, C-Lever TouchGo Legic Advant evolo V4
30=1400, Reader Legic Advant compact evolo V4
31=1336, Reader Legic Advant remote evolo V4
/O/ Mode
  • 0 - off (default)
  • 1 - Office mode
  • 2 - Day/Night Mode
/Z/ OMZPS  
/W/ Offline site
  • 0 - (default)
/P/ Program master number
  • 0 - (default)

Area Device Group Assignment

The device groups to which the device is assigned are displayed in this area.

TIPS

Device Groups

Use this menu item to create device groups. Device groups make it easier to manage devices and assign permissions. We recommend always grouping devices, especially for larger installations.

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List of device groups

The list contains the groups that have already been created. Select a group to view details.

The list offers the following options:

Adding/removing devices

To add or remove devices from a group, select the group from the list.

You can also select several devices and move them at the same time. As an alternative to using the mouse, use the arrows between the windows.

Devices can belong to multiple groups at the same time.

Attention: If you change the assignment of an offline component to an offline device group, the affected component must be rewritten with the programmer.

Button New

  1. Press New to create a new device group.
  2. Enter a Description, select a Client and define a validity period (Valid from – Valid to).
  3. Select whether it is an Offline Group (a group of offline components). As soon as this option is selected, only offline devices appear in the Available list.
  4. Add devices to the group as described above.

TIPS

Press Copy at the top to create a copy of the selected group and use it as a template for a new group.

Control Profiles

Use the menu item Control Profiles to link time models to devices to determine when access through the respective door should be possible.

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List of control profiles

The list contains the control profiles that have already been created. You have the following options here:

When a control profile has been created for a device, the doors associated with it will remain open during the time period specified in the assigned time model.

It is possible to create multiple control profiles for a device.

TIPS

Control profiles can also only be effective for a certain period of time. Use the Valid from and Valid to columns for this purpose.

Companies

Use the menu item Companies to manage companies. Companies created here can be assigned to persons or visitors via the menu items Persons or Visitors.

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List of companies

The list contains the companies already created, sorted by their current status (Active, Active in future, Incorrect, Inactive). Select a company to view details.

The list offers the following options:

Button Save

You can change the details of the selected company. Press Save to save the changes.

Button New

Press New to create a new company. Enter the required information for the company on the tab Details and press Save.

Tab Persons

The tab Persons provides an overview of which persons are assigned to the respective company.

TIPS

Mass Change

You can edit or delete multiple persons at the same time using the Mass Change menu item.

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Radio buttons Change/Delete

Select whether you want to use the mass change to Change or Delete.

Area Select Persons

Enter the criteria for selecting the persons to be changed or deleted.

  1. Press Add criteria.
  2. Select the required criterion from the list field.
  3. Press Add value.
  4. In the From field, select a single value or use both fields to specify a range. You can also specify multiple values for the same criterion (Add value).
  5. (Optional) Add another criterion with value(s).

Press Show Records to display the master records selected for change or deletion.

Logic of criteria and values

Area Select a field to change

This area appears if you have selected Change at the top.

  1. Select the field whose value you want to change.
  2. Enter the new value.
  3. Press Save to execute the mass change. A confirmation dialog appears.

Area Delete permissions/master records

This area appears if you have selected Delete at the top.

  1. Select what you want to delete:
    • Access permissions of the selected persons that have expired by a certain date:
      Select Access permissions expired before.
    • Master records of the selected persons that have expired by a certain date (the master records are completely removed from the system):
      Select Master records expired before.
  2. Enter an expiration date.
  3. Press Save to remove the selected data.


Qualifications

The Qualifications menu item allows you to create profiles to which certain permissions are linked. By assigning such a qualification to persons, the persons automatically inherit the permissions of the qualification.

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List of qualifications

The list contains the qualifications that have already been created. Select an entry to view details.

The list offers the following options:

Button New

Press New to create a new qualification. Enter a description and additional information, and press Save.

Area Details

Define the general properties of the qualification here.

Press Save to apply your changes.

Tabs Add Device Group / Add Device

Here you can link permissions for the use of certain device groups or devices to the selected qualification. To add another device group or device to the list:

  1. Press Add.
  2. Select a Device Group or a Device.
  3. Select the desired Time Model.
  4. Set a validity period.
  5. Press Save.

To remove a device group or device from the list, press the corresponding trash icon.

A tick after the title of a tab indicates that there is data within the tab.

Add person group tabs

Here you have the option of assigning a qualification to all persons in the added person groups at once.

To remove a person group from the list, press the corresponding trash can icon.

A tick after the title of a tab indicates that there is data within the tab.

TIPS

To assign a qualification to a person, select the person via the Persons menu item. Then select the desired skill on the Qualifications tab.

till Version 1.32.X - Permissions for devices / device groups that are assigned to a qualification can only be changed via the qualification. It is then no longer possible to create permissions for these devices or device groups in the usual way.

Settings

You can use the Settings menu option to make various settings (number ranges for replacement badges, fields for persons) for access management.

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Button Save

Press Save to apply your changes.

Tab General

Here you determine whether personnel numbers should be created manually or automatically assigned by the system.

Area Number Range for Replacement Badges

Here you define number ranges for issuing replacement badges. Create a separate definition for each site. You can either specify a range (From badge number / To badge number) for all replacement badges or create individual numbers under badges.

Area Areas

Here you determine which areas appear in the Persons menu item. When you select the visible fields for persons (Fields for Persons), you determine where the corresponding field is displayed by selecting one of the areas defined here.

To create a new area, perform the following steps:

  1. Press the plus icon (Add) to add a new entry.
  2. Press Translate.
  3. Enter the area description for the respective languages.
  4. Press Save.

Enter a number in the Order column to determine the order in which the areas are displayed.

When creating a new area, you must first save it before you can assign a field to it.

Area Fields for Persons

This is where you manage the fields for the Persons menu item.

List field Site

You can define the visibility and positioning of the fields separately for each site. Select the site for which the settings in this area should apply.

The fields displayed to the user depend on the site assigned to the user. If no site is assigned to a user, the settings for the Default site are used. To assign sites to a user, use the Settings in the main menu, menu item Users.

Tabs General Data / Additional Data / Balances

Specify which fields are visible (check box in the second column) and where they are positioned (Row, Column, Width).

To define the name for a field, press Translate. Enter the names for the respective languages and press Save.

In the Filter column, you can determine whether this field should be searchable in the list of persons.

Tab Dynamic Fields

Here you can define up to 20 dynamic fields. For each dynamic field, specify whether it should be a list field (drop-down), a date field, a checkbox or a free text field.

To define the name for a field, press Translate. Enter the names for the respective languages and press Save.

Button Copy Field Configuration

You can use this button to copy the field configuration from the currently selected site to another site. To do this, click the button and then select the site for which you want to copy the field configuration from the site drop-down menu. Confirm your selection with the Ok button.

Area Disable Editing XML Fields

Use the Disabled option to prevent users from changing field contents when printing badges, for example. When selected, the information from the master record is always used.

Tab Automail Access

Here you can define combinations of persons/person groups and devices/device groups that you want to be informed about by E-Mail as soon as they are assigned as permission by a user.

  1. Press Add to create a new entry.
  2. Select a person group or person.
  3. Select a device group or device.
  4. Enter the E-Mail address for the notification.
  5. Press Save.

Tab Offline Devices

This is where you define all settings for offline sites and their components (Cardlink, Pegasys and OSS).

Tab Offline Sites

Create the offline sites required for your offline components here. To assign components to sites, use the menu item Devices.

List of offline sites

The list contains all the offline sites that have already been created. Select an entry to view details. 

Button New

Press New to create a new offline site. Enter the required information and press Save to confirm. You can now assign offline components to the offline site using the menu item Devices.

Button Delete

Click Delete to delete the selected offline site. A confirmation dialog will appear.

Tab General Data

Enter the required information for the selected offline site.

Area Cardlink, Area OSS

Specify the data for the relevant offline type.

Area Update Devices (OSS components only)

Add devices that should serve as update devices for the OSS offline site. People can use these devices to load their current permissions for OSS components on their badges.

Area Master Media (Cardlink components only)

Master media are used to configure Cardlink components so that they read badges correctly.

Use the numbered fields to define different validation periods for Cardlink components. Use one of the following formats:

The validation duration 0 is set to forever and cannot be changed.

Other fields: