Essentially, Groups is where you emit and revoke Regular user's credentials. You can create as many groups as you want. Any group may contain any number of users.
Whereas a User is a virtual personality of a human in the Entryfy system, Groups are what users must belong to in order to be able to open any doors. Group is a certain number of users that can open certain doors using the specified credentials over the specified periods of time.
Use Groups to manage credentials of Regular users. For Guest users, go to the Temporary access tab.
Use the Groups tab for the following:
- Emit credentials for users.
- Select the type of credentials users get (auth types).
- Set the exact door(s) the user can go through.
- Set the expiration/activation date and time for groups of users.
- Clone groups of users.
- Set up the access schedules.
If you want to give user a permission to open a door, you add him/her to the corresponding group.
To add a group, click .
In the New user group window that opens, you'll see and sheets. You'll never need Properties - it serves technical purposes only.
On the General sheet, you have the following fields:
- Group name - (must) used for administrative purposes only. Not visible to users.
- Valid from - (optional) set the time and date when the group, all the credentials of all the users in the group, becomes valid.
- Valid to - (optional) set the time and date when the group, all the credentials of all the users in the group, expire.
Note: Both "Valid from" and "Valid to" fields can be modified at any point of time. Groups that are not valid at the time are highlighted red. Learn more about calendar setup in the How to work with Entryfy Board's calendar? article.
If the user that is not valid now (read more about postponed user activation and automatic deactivation in the Users article) is in the group that is valid now, user's credentials will remain not valid until user is activated.
The general rule of thumb here is this: If at least one rule within the system prevents user from opening a door, no other rule will let him/her do it.
- Entry auth type - (must) set the type of credentials that all users in the given group will use for opening the selected doors from the outside.
- Exit auth type - (must) set the type of credentials that all users in the given group will use for opening the selected doors from the inside.
Entry and exit auth types may differ. You're free to combine auth types any way you want.
Note: Make sure the Auth types you've chosen are actually the ones the equipment at the doors supports. Read the Security devices article to learn how. If the auth types you issue don't correspond to those the door supports, users won't be able to open the door. Read the How to best choose Auth types for groups? article to learn which types of credentials exist, and how to use and combine them properly.
Unlike the name and activation/deactivation dates, Group Auth types cannot be modified after the group is saved.
After you finish defining the principal Group parameters, click. Now, you can see your group in the list. You can proceed to assigning doors, adding users and setting schedules.
In its essence, A Group is a collection of credentials. To make them valid, you need to take two extra steps:
- Select the doors that these credentials will open.
- Select the users that these credentials will be used by.
For that, click on the name of the group you want to manage.
Add doors to the group
The Group management window will open at the sheet.
Click on to open the "All security devices" submenu.
There, choose the Site, the doors of which you'd like to assign to the group. You're free to assign as many doors as you want from any sites within your organization.
Site strip is an expandable block that will show you the Site itself, its Sections, the Door controllers that belong to these sections and the Doors that belong to these door controllers. You can select the entire Site or check any number of doors moving up the tree.
Click once you've finished.
By unchecking the corresponding boxes, you can unassign the doors from the group in the same way.
Note: Door assignment procedure is a heavyweight operation that takes time. The more doors you assign/unassign and the more users the group already includes, the longer the operation takes. Normally, it's from 1 to 10 minutes - that's how much time the system may take to reflect the changes you've made. If the changes are not reflected upon the supposed completion, or any error message is shown, please contact us at firstname.lastname@example.org.
Add users to the group
While on the Group management window, go to the sheet.
Click on .
There, you'll see the list of all users in your organization. Check and uncheck the boxes next to the user's e-mail to add/remove users. You can add/remove all users at once by clicking on the Check all button. You can also search for specific users with the help of field.
Once you've finished selecting users, click on .
The users assignment procedure is in now in the progress. Note: This is a heavyweight operation that may take up to 10 minutes to be complete. It's normal for the system to not show the changes over this time. If the changes aren't reflected afterward or any error is shown while you're attempting to save the assignment, please contact us at email@example.com.
Once users are added, the group activation procedure is complete. The users you can see belonging to the group already received their credentials.
Set a schedule for the group
Scheduling permissions for a group is optional. By default, all the groups you create have the schedule Always, meaning that users from the given group can enter the selected doors at any time for as long as both the user and the group are valid.
Schedules allow you to determine when exactly the members of the given group will be able to open the doors assigned to the group. Use schedules as an additional level of protection - if you select not only who can enter the given doors, but also when, chances for unauthorized access drop drastically.
To assign a schedule to a group, go to the sheet of the Group management window and click .
From the list that opens, choose the schedule that you want to assign to the group. You can assign more than one schedule, but this is not recommended - with the help of Schedule constructor, you can create a schedule meeting all the needs.
In the list of the schedules, you see:
- Standard schedules - the automatically generated 4 default schedules.
- Custom schedules - the schedules that you created manually on the Schedules tab of the Entryfy Board. To assign a custom schedule, you need first go to the Schedules tab and create it there. Then, return - the created schedule will appear in the list.
Read Schedules article to learn more about standard schedules and also learn how to create your own custom schedules.
With the necessary schedule selected, click . In a few minutes, the update will be complete.
To edit a group, click on of the group, in the right part of the group's strip. A submenu with three buttons opens:
- Edit - use it to modify "Valid from" and "Valid to" parameters and also change the name of the group.
- Clone - use it to give the same group of users new credentials - different auth types.
Entryfy system doesn't let you change the auth types of the group already saved. If you need just that, you need to Clone the group.
To create the clone of the group, click . A window that is identical to the Create new group window opens. Set the name, new auth types and, if needed, valid from/to parameters for the new group. Click .
Now, you have a fully legitimate and independent new group that already has all the doors, users and schedule that the original group had. The original and the new group are two standalone groups now - feel free to modify any of them any way you want. Clone group feature serves your convenience only and saves your time - you can achieve the same result in the ordinary way, by creating a new group and assigning doors, users and schedule manually.
- Delete - delete the group. Group deletion doesn't delete users, doors, schedules or anything else except for the group itself. Consider it a permanent cancellation of credentials for a group of users.
Both group cloning and group deletion are the heavyweight operations that may take time to be accomplished.