Configuring Personnel

Use the Personnel module to manage personnel records. Personnel records contain information on the site's personnel, such as employees, contractors, and visitors. A personnel record may have associated credentials, such as badges, PINs, or logins.

Tip          Personnel records are unique based on the Personnel ID of the record. If a record is imported with the same ID number, then the current record is updated with the new data.

This section describes how to manage personnel, including adding an image, a badge, and an associated access policy.

Step 1   Select Personnel from the Users menu, as shown in the figure below.

Step 2            To add a personnel record, choose Add (Advanced)....

·         To modify an existing record, select the entry and click Edit.

·         To edit all records displayed in the list, click Group Edit... See Using Group Edit for more information.

·         To disable a record, select the entry and choose Disable. This is equivalent to setting the Status to Inactive.

Personnel.png

 

Tip          You can also scan a drivers license to create a new record with information on the card. See the Using a SnapShell License Scanner to Create Personnel Records.

Step 3        Specify the information on the General tab.

add_personnel_record_general.png

See the following table for field descriptions. The first name, last name, and SSN/FIN/ID fields are required.

Personnel Module: General Tab Fields

Field

Description

Title

(Optional) The person’s formal title. Select a value from the drop-down menu (such as Dr., Mr., or Ms.) or enter the text manually.

First name

(Required) The person's given name.

Middle name

(Optional) The person's middle name.

Last name

(Required) The person's surname (family name).

Suffix

(Optional) The suffix at the end of the person's name. Select a value from the drop-down menu (such as I, II, III, Jr., and Sr.) or enter the text manually.

Date of birth

(Optional) The person's birth date.

SSN/ID#/FIN

(Required) Select the type of ID number used from the drop-down menu, and enter the actual number in the field to the right.

Note:    Personnel records are unique based on the ID number of the record. If a record is imported with the same ID number, then the current record is updated with the new data.

Comments

(Optional) Any additional comments or notes about the personnel record.

Site

(Optional) The site associated with the personnel record.

Import... 

(Optional) Click Import... to add an image to the record (select a JPEG image from a local drive and click OK).

Step 4            (Optional) Add an image to the personnel record:

a.  Click the Capture... button to open an image capture device interface.

         If a picture has already been taken, click the Import... button and browse to the desired JPEG image for the person's picture and click the OK button and skip to step 8.

         If the Capture... button is grayed out, enable the capture device in the properties section (see Enabling Image Capture Devices).

Use the built-in tools to pan, tilt and zoom to the appropriate location. Once satisfied with the camera settings, click the Capture button to take a picture. After clicking the Capture button a preview of the picture will be displayed.

In case a non-TWAIN device (like a webcam) is used, click the “capture image” button to take a snapshot of the feed from the webcam. The wizard allows the user to select a maximum 4 captures from a feed (numbered 1-4).

Double click the appropriate image from the captured images to proceed to the next step. Using the mouse move the highlighted box to the appropriate location. The area within the highlighted box will be saved within the personnel record.

b.  Click the Save button to save the picture or click the Capture button again to take another picture. Once the Save button is selected, the Capture Image wizard will open. Using the mouse, move the highlighted box to the appropriate location. The area within the highlighted box will be saved within the personnel record.

c.  Click Next to preview the finalized image. Click the Finish button to close the wizard and preview the image within the new personnel record.

Step 5            (Optional) Add a signature to the personnel record. See Enabling Signature Capture Devices, for more information.

Step 6  Specify the Occupational information for the personnel record, as shown in the figure below.  

add_personnel_record_occupational.png

See the following table for field descriptions.

Personnel Module: Occupational Information Fields

Field

Description

Title in organization

The person’s title within the organization. For example, Director of Engineering.

Employee number

The employee number, if applicable. Generally, but not required to be, unique.

Personnel Type

The type of employee. Options include the following:

·         Contractor

·         Employee - Full Time

·         Employee - Part Time

·         Other

·         Visitor

Status

The status of the employee. Options include the following:

·         Active

·         Inactive

·         On Leave

·         Retired

·         Terminated

Organization

The organization name to which the person belongs. Select a pre-defined value from the drop-down menu, or type a name in the field. To edit the pre-defined options, see Editing Organization and Department Lists .

Department

The department name within the organization to which the person belongs. Select a pre-defined department name from the drop-down menu, or enter a name in the field. To edit the pre-defined options, see Editing Organization and Department Lists .

Date of hire

The date the employee was hired.

Step 7    Specify the Contact information for the personnel record, as shown below.  

add_personnel_record_contact.png

See the following table for field descriptions.

Personnel Module: Contact Information Fields

Field

Description

Address

The physical and/or mailing address(es) of the person. Each record can contain up to three different addresses:

·         Work

·         Home

·         Other

Phone numbers

The telephone number(s) for the person. Each record can contain up to five different phone numbers:

·         Work

·         Home

·         Mobile

·         Fax

·         Other

Email address

The email address(es) for the person. Each record can contain up to three different email addresses:

·         Primary

·         Secondary

·         Other

Step 8            Add a badge to the personnel record.

a.  Click the Badges tab.

b.  Click the Add... button to open the New Badge dialog box.

c.  Select a badge template from the drop-down list and click OK.

new_badge_dialog.png

To configure a badge without using a template, select None.

See Configuring Badge Templates to create or modify the templates.

d. Enter the Card # and PIN (required) in the badge properties window, as shown in the following figure.

e. Modify the other badge fields, if necessary, as described in Badge Properties.

f.  Click Save and Close to save the badge settings.

g.  (Optional) Activate the changes. Changes to credentials (badges) are downloaded to the controllers on a regular schedule. To activate the changes before the next scheduled download, do one of the following.

         To immediately download the changes to the doors, select Hardware Tree from the Doors menu, right-click on the Access GW Driver, and select Apply Credential Changes. This activates the changes on all doors. The badge is ready for use.

        To change the interval that credential changes are automatically downloaded to the doors, select System Configuration from the Admin menu, and then select ICPAM Settings. In the field Credential download frequency (mins), enter the number of minutes between downloads. To activate changes to the ICPAM Settings, you must restart the ICPAM appliance. See Advanced Settings for more information.

add_personnel_record_badges.png

 

Step 9            Click the Logins tab to edit the logins and profiles assigned to the person. Multiple login usernames can be associated with a personnel record.

a. From the main window for the Personnel record, click the Logins tab.

b. Click the Add... or Edit... button to open the Logins window, as shown in the following figure.

add_personnel_record_logins.png

 

c.  Complete the General settings. For field descriptions, see Creating User Login Accounts and Assigning Profiles.

d. Complete the Profiles fields to define the access privileges for the login. For field descriptions, see Creating User Login Accounts and Assigning Profiles.

e.  Click Save and Close.

Step 10         If required, you can also specify these attributes:

·         To designate one or more keys assigned to this employee, click the Keys tab and specify keys issued to this person.

·         To specify one or more parking passes for the employee, click the Parking Passes tab and specify parking passes for this person.

·         To include support documents required for this person, click the Support Documents tab and indicate those documents.

Step 11         When finished, click Save and Close in the Personnel Record window to make the changes permanent.

In addition to the default tabs associated with the Personnel window, the qualified administrator can define additional ones using the Custom Field Tabs feature.

 

See also:

Configuring Personnel and Badges

Configuring Badges

Downloading Credential Changes to the Controllers