Users

This guide will walk you through the updated process of adding new users and understanding the layout of their profiles.

Creating a New User

To add a user, select the "Create New User" option. This window consists of several steps:

• User Information: Begin by entering the individual's email address, first name, and last name. These fields are essential for identification and communication purposes. Ensure the 'Send welcome email' checkbox is selected if you wish the user to receive an email notification about their account creation.
• Pincode: For authentication purposes, assign a personal identification number (PIN) to the user. You can enter a custom PIN or have the system generate one automatically.
• Keycard: If the user requires a keycard, input the card number in hexadecimal and regular numerical formats. Label the keycard for easy identification.
• Vehicles: Register the license plate information and a vehicle label for users accessing the facility by vehicle.
• Accesses: Define the user's access level by selecting the appropriate options from the dropdown menu.

Roles When Adding a User

During the new user creation process, you will assign one of five roles to the user, each granting different levels of system access:

• Admin: Full system management privileges.
• Hardware Manager: Manages system hardware settings.
• Operator: Focuses on operational aspects, such as temporary access management.
• Regular: A user who can administer their credentials via the mobile app.
• Guest: Similar to a Regular user but with access intended for short-term or one-time use.

Once you have filled in all the necessary information, click 'Save' to add the user to the system.

Upon creating users, they will automatically receive an invitation email with instructions on how to set up their account, download the mobile app, and familiarize themselves with Entryfy.

Please note that adding a new user(s) to the database may take a few minutes since the system will deploy credentials to the hardware.

Scheduling User Access

To control when a user's credentials become active, utilize the 'Valid From' field to schedule the start date and time. To set a cessation point for access, use the 'Valid To' field to specify the expiration of the user's credentials. These fields are optional and can be left blank.

Please note that the 'Valid From' and 'Valid To' parameters take precedence over all other access schedules. Users cannot access doors if their validity is inactive, even if their regular schedule typically allows it. 

Users whose credentials are not currently valid will appear in red in the user listing.

Note to administrators

For organization administrators, it's prudent to maintain a Regular user account separate from administrative roles to prevent the system from logging you out of the mobile app during use.

Suspend/Delete/Edit User

To adjust a user's profile after creation:

• Edit: Choose 'Edit' to update user information such as email, name, and the 'Valid from' and 'Valid to' dates, just like during the initial setup.
• Suspend: If a user needs to be temporarily disabled, select 'Suspend.' This action revokes their access rights and prevents app usage or door access. To reactivate the user, select 'Activate' in the same menu.
• Delete: To remove a user from the system, select 'Delete.' This action erases all permissions associated with the user.

User Profile Overview

After creation, the user profile will encompass various aspects of their identity and access within the Entryfy system:

• Accesses: This tab details the doors and times a user is permitted to gain entry.
• Access Logs: Keep track of the user's entry history and patterns for security and administrative purposes.
• Vehicles: View and manage the registered vehicles associated with the user.
• Pin Codes: Review and edit the user's PIN, a critical component of their access credentials.
• Keycards: For easy tracking, manage the user's keycard details, including card numbers and labels.

The user profile is a one-stop shop for managing all user-related security credentials and access history within the Entryfy ecosystem.