Add and manage users

Create an employee's user record, assign an existing access group, and review the schedules linked to that person. You do not need a new group or schedule for every employee.

Use an administrator account with permission to manage users. Full Access, Manager, and Supervisor can manage users, but group controls also depend on your permissions. Use Full Access for the complete group-assignment procedure below.

Add an employee

1. Open the main menu and select People → Users → Add User.
2. Enter the employee's First Name, Last Name, and Email. Add their Phone Number if they need text invitations; a valid phone number is also required when Portal Access is on.
3. If wanted, select Upload Picture or Take Picture for the profile. Enroll a face credential separately if the employee will use face access.

   

4. Choose whether the employee needs Portal Access:
   • Door access only: Leave Portal Access off.
   • Portal administration: Turn Portal Access on, then select the intended Role and Access Site(s). See Permissions for user roles before choosing a role.
5. Select Create.
6. Under Group(s), select the existing group or groups that provide the employee's intended access, then select Assign. If the group is not ready, select Skip and add membership later. If no group step appears, ask a Full Access administrator to make the assignment.

Group members inherit the access schedules linked to the group. Use Set up groups and assign access only when you need to create or change that shared access.

Assign an existing user to a group

1. Open People → Users and select the employee. Open User Info.
2. In Assigned Group(s), open the section menu and select Add.
3. Select the intended Group(s), then select Add Group(s).

Choose only the groups the employee needs. The Add All action is not required for normal employee setup.

Review the employee's access

1. In User Info., review Assigned Group(s) and Assigned Schedule(s).
2. Use GROUP NAME beside a schedule to identify group-derived access. A dash means that row has no group name.
3. Open the main menu and select Schedules → User Schedule. Open each relevant schedule to review its When and Where sections for the intended hours and doors or zones. See Set up schedules and Set up holidays for changes.
4. Enroll the credential the employee will use: Enroll a face credential, Assign a card or key fob, or Issue a mobile credential.

A user record and group assignment do not replace credential enrollment. Portal permissions are separate from the schedules that grant door access.

Update user details

1. Open the employee's User Info. page.
2. In Basic Information, change the name or contact details as needed.
3. Select Update.

For an employee who is leaving, follow Remove a person's access. Removing one group membership alone is not a complete offboarding procedure.