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Triggering the Gate

This is going to be our dashboard. This is what you will see when you log into the portal. You are able to trigger the gate from here (push Trigger Gate button). You can do a momentary, hold open or close the gate.

 

Triggering the Camera

Okay, so in order for us to take a photo, we’re going to, from the dashboard, select “take picture, ”which will take a photo of the visitor that’s at the gate.

 

Setting Your Gate Schedule

You also have your schedules here (to the far right of the Trigger Gate Button). if you want to do a hold open schedule for the gate, you can come over here under “Actions”, then hit “Schedule.”

And we’re always going to want to begin and end on the same day. So we’ll go ahead and we’ll start on a Monday and we’ll end on a Monday.  And if we want the gate to remain open, let’s say during a busy time, 10:00 AM to, let’s say 11:00 AM for about an hour, then we will go in, we’ll hit save.

So it highlights in blue letting us know that the gate will remain open from 10:00 AM to 11:00 AM on Mondays. We hit save. And then that’s going to go ahead and take us back to the dashboard.

 

Override an Existing Schedule

So let’s say we want to override an existing hold open schedule (go to “Override” under “Actions” to the far right of “Trigger Gate”). We’re going to come here back to “alternative schedules and blackouts” and hit add.

And we’re just going to change this “Hold Open” to a blackout day.  We’ll go ahead and select a Monday,  Let’s do the 18th, then save.  So it’s going to override that existing hold open schedule.  Hit save.

 

Activity Log

The next thing we’re going to talk about is the activity logs.  So we can come here (to the far right under Actions). You have a couple of ways to get to the activity logs. If you scroll down to the bottom, you’ll have a log here (in lower right hand corner that says “View All”) or we’ll go here to logs (at the top of the header on the far right).

And this will take us to our activities log where we can actually search. We can search for things such as a code that’s been used. We can also search with a group name, which is going be the directory name.   “Virtual keys,” which will be our QR codes.  And then we can also search using the “from” and “to” for the date field.

 

Adding Users

Okay, the next thing we’re going to talk about is going to be “users.” So we’re going to go ahead and go to “users” here (at the very top of the screen in the main menu).  This will pull up our users. We’ll do “manage users.”  This will show all the users we have.

We’ll go over adding a user.  In order to add a new user we select “add user.”  We will need first name, last name, and then we’ll need a unique email address. And the phone number is not necessary here.

So we’ll hit next. The user type will be Resident/Employee.

Your user group is going to depend on what you want, what type of access you want the user to have. If we want the user to have remote access, we can either select “video call group manager with remote access,” which will give them the ability to make changes to their call group, which will be the directory information.

If we do not want them to have that access, we would do “video call group user with remote access” or “video call group user.”  If we have “with remote access”, that gives them the ability to use the app to open the gate without a visitor contacting them from the call box.

We are going to select “Video call group User with remote access.”  Select Next. (Access to all Properties/Install Locations) This will default, to “yes” here and these options will be selected, meaning that they do have access to the property.  Then select “next.”

At this point you can “add a GATE code”, an “RFID, or card clicker,” and you will “invite a call group user.”

We are going to add a gate code. The system’s going to check to make sure that that code is not in use.

So we’ll say “add Access method.” Then we’re going to go ahead and select “Invite Call Group User.”

What we’re going to do in this case is we’re going go ahead and “add a new call group,” which would mean we’re going to add a name to the directory.

So we’re going to select “add new call group,” then the display name (on the directory). We put first name, last name, however we want that to appear.  The display name needs to be between five and 15 characters. So as long as we’re within that five to 15 characters, we’re good to go.  Hit “save” and select “next.”  And that has created our user for us.

 

Deleting Users

Once you have someone that needs to be removed from the system, if they’re a part of a call group, there’s a couple of things we want to do.  If we need to delete a user and they’re listed here (in video callgroups), we want to go ahead and delete the user from the call group.

Let’s say we’re going to remove this user here (Test123), we’re going to put a check mark, select remove, and then you have a couple of options here.

If we want to take them out of the directory, but we still want them to have access to the community,

then we will select “no,” which will only delete the call group. If we want to delete them completely from the system, we’ll select “yes,” which will delete all access methods for this particular user.

 

Editing Users

The next thing we’ll discuss is editing a user. Let’s say we need to change an email address. Let’s actually go into the user we’ve created (called Test Name). We’re going to click here (at the very top menu) “users.”  We’re going to hit “manage users.” It will take us to this screen.  We’ll go ahead and select “test name.”

And if we need to make any changes, this is where we can make changes.  You can make changes to the user’s first name, last name, their email address.  when you change the email address, this is their username.  When you change the username, you hit “edit.”

It will require you to put in a password.  You can use whatever password you like, because you’ll send the resident a password reset link so they can set their own password.

If we need to make changes to their code, we can come down here to Access Method, we can delete the code.  And we can also add a new access code.

And we can also add additional items such as a R-F-I-D card clicker.  If we happen to have any card clickers on file In inventory, we can select “yes” (use an existing RFID/Card Clicker) and it’ll allow us to select from inventory.

If we do not, then this (use and existing RFID/Card Clicker) will not highlight, we will not be able to select yes and we’ll just select the type of device access card.  We’ll need its five digit code.

And the system’s going check for us, then we hit add. If for some reason we need to change the user group or role, we can do so here as well.

By selecting the dropdown here (under User Group), we can change it to an admin.  We’ll go ahead and select “admin.”

And then it gives us the option of the type of admins that we can select from here. So we’ll just say “account admin” and hit apply.

 

Users: Adding Restrictions

The next thing we are going to discuss is adding restrictions. So we will start from the users here (at the menu bar at the very top).  We’ll go ahead and select this one right here (Test123).  And we will add a restriction here.

So once we’ve gone in and we’ve selected the user’s profile, we will come down here to restrictions (near bottom of screen) and if we want the user to have access to each gate.

For this particular instance, we have only one gate, so we’re going to say yes here (access to all properties/install locations).

And then for adding restriction, it would be no, but we’ll go ahead and select yes to add the restriction.

So we will select the highlighted area here, which says add restriction (in properties/install locations list).

We will select the time that we want that code or this user to be able to access the community. So we say we want to allow access Monday, Tuesday, and Wednesday.  The timeframe, will be 12:00 PM to 11:59 PM, then we’ll hit add schedule.  So this will highlight in green for us when the particular user is able to access the community. Hit save.

It’s going to ask us if we want a preset (name).  If we plan on using this particular restriction for another user or another group, then we can set a preset name.  If we choose to not use it, it’s a onetime restriction for this user.  Then we’ll go ahead and hit Skip and that will create the restriction for that user.  If we need to go in and delete a restriction, we’ll come back to the user and we will just click on the trashcan icon here (under Access to all properties/install locations).

We will say, okay, and that’s going to remove the restriction for us.

 

Users: Adding Codes

Next thing we’re going over is adding codes. If we want to add a vendor code, we start from users (at the very top in the menu bar).  We select add a code.  And we’ll label this vendor (in the first name field). And then we will add a four to five digit code here (in Access Code).  The system will check to make sure the code is good.

And then we already have property access selected here (under Access to all Properties/Install Locations),  so we say yes, we do have access to the property.  You can also add restrictions at this point if you choose to do so. And we’ll go ahead and hit save at the bottom and that will add a vendor code for us.

 

Manage Callgroups: Importing Users

We will go over the import process. We will select manage call group (at top in menu bar), import voice video Call Group.

Then select the file here. We’re going to select Choose file (next to Import File). Then select our spreadsheet.

We’ll hit open. Then select “start import” (in lower right), and select okay.  Then okay here (under Information).  We will put our email address in Here (property administrator email field) so that we can get that error log.

Next, hit “Import now” (at the bottom). And we’re going to come here (towards the bottom of the page).

As you can see, we’ve had three records imported. We have one error. We’re going to go ahead and select the blue link that says “Download Error log.”

I will open that error log here.  We’ll enable editing (at the top of the excel file). We want to type in a password here just to protect the sheet so we can make changes.  And as you can see here, the error we have is that the email address is already in use. So we’re going to say this email address is incorrect.  We’re missing a one. We’ll go ahead and put a one here. Then re-save that document.

Okay, we’re going to come back here (to Upload Callgroup section), we’re going to Choose file. I will select the last file here, select Open.

Start import. Same thing here, (hit) ok. Then okay again.  It’ll put our email address in there.  Then we select Import now and we have successfully imported that correction.

 

Manage Callgroups: Editing Callgroups

The next thing we will go over is editing call groups.  As you recall, when we go to users (at top, in menu bar), we already have some call groups set up here.

Once we add a user, it will ask us to add a call group for that user. So we will go here to manage call group, video call group. This is where we’ll make changes to the directory, such as adding phone numbers, changing who is contacted at which point.

So once we come here to Manage Call group (at top in menu bar), and then we’re in video call group.

We can actually use the display name and search whatever name we’d like to search for there.

We are going to use Smith Jones, and we will edit that call group.  This will be what we’ll show in the directory (the Display Name).

So we’ll do edit call group (to the far right of the Display Name).  We have the display name here.

If we need to make changes to that, we can do so.

We don’t need to necessarily add an address here if you’d like to do so you can.  Adding the Device, this is just in reference to the gate itself. This will tell you what gate the user will show up on.

If you have multiple devices, then you may have multiple gates that you can choose from or devices that you can have that display name show.

 

Manage Callgroups: App Calls

The next thing we’ll talk about is app calls.  So if we were to go to the gate and select Smith Jones (in the Display Name) on the call box, the call box will first attempt to access the resident via the app.

As you can see here, we have two different users here (under Cellgate app calls, first called).  So when the name Smith Jones is selected, these two users will be contacted simultaneously for 30 seconds via the Cell Gate mobile Connect app.

If they do not answer that call within 30 seconds, if there were names listed here (shows names under “Second Called”, it would roll over and contact these users.  If there are no names listed there, then it would come through as an actual phone call from (972) 231-1999. At which point you’ll be prompted to press one to connect the call.  To allow access, you’ll press star.

If there is no phone number listed here (under Telephone Entry calls), then once the app call is completed or not answered, then that will end the visitor call.  So we always want to make sure that once we add those residents to the system that we’re coming back to the call group to add the phone numbers there to make sure that that resident or user does not miss an app call or a visitor call with the phone number.  We’ll hit save all and that’ll save the changes.

 

Manage Callgroups: Sending Out Notifications

The next thing we’ll go over will be to go back to (manage) call group and learn to send out notifications.

So once we’ve completed the import and all the users are added, then we’ll want to send a notification out to those residents saying, “Hey, you got a new CellGate system, please download the app, create a password so you can access the system.”

In order to do so, we will need to come here (to Video Callgroups) and we’ll select next to the display name, which will check each user.

We’ll then select “resend notification” (on Video Callgroups header, towards the right), and we can choose to either use email, SMS or both.  If we use email, the user’s going to get an email with instructions to download the app and set up their password.

Same thing with text, or you can do both.  We also have the ability to schedule those notifications to go out at a later date.  So let’s say you need some additional time just to get everyone in the system, but you want to go ahead and set that notification to go out.  Then you can select the date here (within send/schedule notifications), hit “schedule” and notifications will go out on the scheduled date.

 

Groups: Virtual Key Features

Next, we will go over groups (at top of menu bar).  As you can see here (groups), we have our admin, resident/employee, visitor, and no Access.  We’ll go ahead and select the plus sign next to admin.

And as you can see here, we do have the ability to add, virtual keys.  And we have a settings option here (blue button on the far right).  Let’s say we want to go ahead and give account admins access to create virtual keys or QR codes.

We can go ahead and select “edit virtual key settings,” And we have two options here: we have an individual key, which is specifically used for individuals where we don’t necessarily have to have restrictions on these.  And then you have your temporary event keys, which would actually be used if you have a party or a large group that needs access and you want to provide a virtual key, you have the ability to do that.

Virtual keys can be scheduled up to seven days in advance, and you do have the option to have those virtual keys used for up to seven days. And you can also put restrictions on those virtual keys as well.

For your individual keys, you don’t necessarily have to have a restriction on those. So we’ll hit save.

Groups: Account Admin Group

These are the type of groups you have. So for example, for admin, you have an account admin. Account Admins have full access to the account. You have a billing admin, which has access to only billing on the account. A site admin will have the same access as an account admin, with the exception of being able to see and edit billing. And of course, Read Admin only has the ability to see, but cannot edit any information.

Groups: Resident Employee Group

The next group we will talk about is Resident/employee. You have a couple of different options here. Video call group manager with remote access gives you the ability to add users to your call group, so that’ll be what’s in the directory, and you can also edit the directory information. You also have the ability to open the gate remotely with the app.

Video call Group Manager. Same access with the difference being that they will not be able to use the app to open the gate if there’s not a visitor there for them. Video call group user with remote access does have the ability to use the app to open the gate without a visitor being there, but they do not have access to the portal to add any users to a call group. Video Call group users cannot use the app  to open the gate remotely, but they will get visitor calls via the app and your credential only users are going to be those roles that do not have access to the portal or the app. This would be may be a code that’s used for a housekeeper of something of that sort. So you would use that as well.

Groups: Visitor Group

You also have your visitor group here. So you have guest code, vendor code. They’re similar, they’re just just depending on the verbiage if you want to use the vendor or guest code. Both are going to be an actual numeric code assigned to them.

Groups: No Access Group

And then the last thing you have is No Access. If you do have someone that you need to remove access, you do have the ability to go in and put them at no access, rather than delete them, which will basically keep their credentials from being used.


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