Users is a section of the Entryfy system, where you can create new users and conduct the primary management of those already created.
General rule: The system may take some time (usually, no more than 3 minutes) to add a new user to the database. The more accesses you assign the user to, the more time it will take for the system to accomplish all the procedures.
After you create a user, the system automatically sends an invitation letter to the given email address. The letter contains all the links and brief onboarding information that will help the user set the password, download the app and, in general, get into Entryfy.
Create new user
To add a user, click Create New User.
The New user window opens. This window consists of several sections:
- General - For entering a user's details
- Pincode - You define a user's Pincode; if not, the system will generate one.
- Keycard - You can specify a keycard upon creation.
- Accesses - You can assign a user to accesses upon creation.
To create a user, you must fill the email address, first name, and last name fields and choose the user role(s). Users may have more than one role.
There are five roles:
- Admin - Can manage the system through the Administer view.
- Hardware Manager - Limited role. Can manage the system through the Hardware Manager view.
- Operator - Limited role. Can manage the system through the Operator view. Read more about it in the Temporary access article.
- Regular - Limited role. They can use the mobile application to administrate their credentials.
- Guest - Limited role. They can use the mobile application to administrate their credentials. Learn more about Guest users in the Temporary access article.
Note. It is recommended is that you have a separate regular user not be logged out of the mobile application or vice versa while using the system.
To postpone user activation, use the Valid From field and set up the date and time you want the user's credentials to become valid. Learn more about the calendar in the How to work with Entryfy's calendar? Article. Use the Valid To field calendar to set the date and time when the user's credentials shall expire. These are optional fields; you can leave one or both of them empty.
Note. Valid From and Valid To fields creates a rule that overruns all other access rules. For example, if the user belongs to an access with a schedule allowing the access right now, this user won't be able to open a door if they are not valid. Users that are not valid at the moment are highlighted in red.
To create a Pincode, you need to fill out the following fields under the Pincode tab in the User creation form.
- Value - four to eight digits.
- Label - the designation that the user will see in the mobile application.
In the Entryfy system, a keycard is added in two steps:
- Keycard registration - keycard gets connected to a user's profile.
- Keycard assignment - keycard gets added to the list of credentials that can open the given door(s).
You, the administrator, or the user can perform each of the two actions via the mobile application.
Note: As an administrator, you can register a keycard only while creating a user. After Save is pushed, the keycard can be added only by the user, with the help of the mobile application.
There, you'll need to enter three keycards parameters:
- Value - Card hex - standard keycard parameter.
- Number - Card number - common keycard parameter.
- Label - Card name - the designation that the user will see in the mobile application.
While card numbers may (or may not) be printed on the card itself, card hex can only be extracted via a card reader - you can connect such a device to your computer via USB.
Double-check if the Card hex and Card number are correct. If there is a mistake, the user will not be able to open a door.
Before you Save the user, you may also need to add the user to an Access. Make sure you've read the section below before you save the user because some of the actions will no longer be available once the user is saved.
With the user is created and the keycard registered, you must assign the keycard to the required doors. For that, click on the email address of the user from the list of users.
You'll see detailed information about the user, including the user's Accesses, Access logs, Audit logs, Credentials, Keycards, and Permissions. Read more on these tabs below.
Click on the Keycards tab.
You'll see the keycard you've just registered. Click the pen symbol.
Then, you'll see a list of sites in your organization. Click on the Site you need to expand the block. Read more about Sites in the Security devices article.
In the expanded block, you'll see a tree containing the Site, all the Sections that belong to the Site, all the Door controllers that belong to the Sections, and all the Doors that belong to the Door controllers.
Select what exactly you want the given keycard to open and click Save.
While creating, one more thing that you can do to add a user to the already existing accesses. You'll be able to add the user to accesses later on at the corresponding tab of the Entryfy system - Accesses.
To suspend, delete or edit a user, click the three-dot menu in the right part of the user's strip.
Select the desired action from the list.
- Edit - you'll see the same window you end up at after clicking Create New User. You're free to modify the user's email address, first name, last name, and also "Valid from" and "Valid to" fields.
- Suspend - suspended users cannot enter the mobile app or open any doors they used to have access to. Suspended user has the status Suspended, meaning that user's credentials are only temporarily revoked. To restore all user's accesses, click Activate in the same submenu,
- Delete - remove a user from the system entirely. All user's permissions get erased.
Get detailed information about the user's profile
On the homepage of the Users tab, you can check email address, first name, last name, role(s), status, keycards of the user, and dates: when a user was created and when they are supposed to be activated or deactivated.
But you can get more data by:
- Clicking on the user's strip
- Clicking on the user's email address
In the first case, you'll see the expandable block with the following information:
- User ID
- Date and time when the user was created and also the last time they were updated
- User role(s)
By clicking on the user's email address, you open the user's page, where you can go through the tabs:
- Accesses - all the accesses the user belongs to
- Access logs - when precisely the user opened a door and which door it was
- Audit logs - when the user logs in when they received permissions, etc
- Keycards - what keycards belong to the user and assign them.
- Credentials - Here, you can see the user's Pincode & QR code values.
- Permissions - all the doors the user has access to