After logging in under Super Administrator (Default ID: A999, password: 1), the left panel will differ from the other administrator(s), as can be seen below. All options will be available for configuration and modification of the system and user configurations.

Super Administration Guide

Overview

After logging in under Super Administrator (Default ID: A999, password: 1), the left panel will differ from the other administrator(s), as can be seen below. All options will be available for configuration and modification of the system and user configurations.

The System Administrator is usually the person that takes charge of the whole system, which includes the networking and technical side of things, as well as the HR and administration side. The Super administrator option is either a top executive who has control over the company data and knows the technical aspect too. Moreover, for small companies the roles of both the User and Network administrator(s) may be combined to one, and this is where the Super Administrator comes to play.

From the left panel, the user administrator will be able to choose from the following:

Terminal

1. Log off - To log off from the system

2. Terminal Status - To view the overall terminal status

User Administration

1. Attendance Report - To view the attendance report of users in the sys tem

2. Daily Report - To view the daily report of users in the system

3. View Event Log - To view the event log of the users in the system

4. Add Event Log - To add an event log in to the system

5. View User List - To view the list of users in the system

6. Add New User - To add a new user into the system

7. Departments - To view the list of departments or add a new de partment

8. User Messages - To send personalized messages to individual users during clock IN/OUT

Access Control

1. Access Groups - To view or modify existing access groups or add a new group

2. Triggers - To view or modify the trigger list.

3. Holidays - To setup the systems for recognizing holidays for unique settings.

Terminal Settings

1. Terminal Setup - To view modify the terminal settings, e.g. IP / Gateway.

2. Primary / Secondary Setup - To setup the units in primary / secondary mode.

3. Terminal List - To view the list of terminals connected.

4. Door Open Schedule - To view or modify the door opening schedule.

5. Bell Schedule - To view or modify the bell schedule period.

6. Connection Profile - Use for manual Agent configuration.

7. Terminal Clock - To view or modify the terminal clock settings.

8. External Devices - To connect external devices to the ACTAtek2 unit.

Tools

1. Backup System Data - To backup the system data.

2. Restore System Data - To restore the system data from a previous set ting.

3. Firmware Upgrade - To upgrade the firmware provided by Hectrix Ltd.

4. Download Report - To download access log report in Excel or Txt for mats.

5. Capture Fingerprint - To capture fingerprint images(for review purpose).

6. Remote Door Open - To open the door using the web interface.

7. Reboot - To reboot the unit remotely.

The above is a brief overview of what the features on the left panel are for, in the next session, you will be able to understand in more detail what each function does, and how to set up your ACTAtek2^TM and manage the system settings.

User Administration

Attendance Report

Under User Administration, select the option listed as “Attendance Report”, by clicking this following screen should be displayed:

This report will give you a summary of the IN/OUT of any given user (up to 10 sets of IN/OUT).

There are 4 different searching options available to view the Attendance Report which include "Name", "User ID", "Fixed Period" or "Specific Range of Date" and "Department".

The information that can be viewed as "User ID" followed by "Name", "Date", "Day of Weekday", "IN/OUT Time" and "Total Working Hours".

You get an overview of the Total Hours worked by any given employee on any day, provided the event logs haven't been deleted. This information can then be exported to Excel or text files.

View Event Log

Under User Administration, the first option listed is “View Event Log”, by clicking this following screen should be displayed:

The information listed by an event log is “User ID” followed by “Name”, “Department”, “Date & Time”, “Event”, “Terminal”, “Capture Image” and “Remark”.

The Remark column shows how the user has gotten access by PIN, Fingerprint or Smartcard. It shows the login ID for PIN, the Smartcard number by card. If the Log Unauthorized Event is enabled, you can see which method the unknown user tried to gain access whether it is smartcard, fingerprint or PIN.

To sort the list, click on the column header, for instance, to sort by Event, click on the column header “Event”, which is in blue, and the list will be sorted in alphabetical order. By default, the displayed list is sorted by Date/Time.

Deleting Event Logs

To delete event logs, click the drop-down menu at the bottom of the page, and you have an option to clear logs that are older than the available selection time. These are “this week”, “last week”, “this month” and “last month”.

Adding An Event Log

There are many times when a user forgets to clock in or clock out from their terminal. This option is especially introduced for Administrators to make the export of the data more accurate so that it can be easily handled by any payroll system without much hassle.

Only User Administrators and Super Administrators have the power to add/modify an event log, which could cause changes to the report and must be treated carefully. The following shows you how to add an event log into the system.

Select “Add Event Log” under User Administration from the left of your screen, and the above screen should be displayed.

Enter the Employee ID for whom the event is being added, and enter the Date & Time in yyyy/mm/dd & hh:mm:ss formats. Select the Event & Terminal being added from the drop down menus. Select the radio button “Enable” to add a remark to this event log entry (optional).

Click “Add” to append the event to your unit or “Reset” to cancel any changes made. Once Add is successfully completed, the confirmation message “Add Event Log Successful” should appear in red.

View User List

To view the users already enrolled in the system, either by fingerprint or smart card or PIN, click on “View User List” under User Administration from the left column.

There are 5 different searching options available to view the User List which include “Last Name”, “First Name”, “User ID”, “Department” or “Access Group”.

The information listed in a user entry is “User ID” followed by “Last Name”, “First Name”, “Other Name”, “Active, FP”, “SMC”, “PSW”, “A/M” and “IN/OUT”.

Description of Information displayed:

To sort:

To sort the list, click on the column header, for instance, to sort by Last Name, click on the column header “Last Name”, which is in blue, and the list will be sorted in alphabetical order. By default, the displayed list is sorted by ID.

To Delete/Deactivate/Activate Users:

To delete users from the system, you can select the checkboxes on the left of the ID under User List. If all the users need to be deactivated/deleted/activated, click the “Select All” to check ALL boxes. To cancel the selection, click on “Deselect All”. Once selected, click the respective buttons at the bottom of the page, as shown below.

Once deleted, the user will no longer be in the system and all their relevant information will be removed from the system, so make sure you really want to delete them before carrying out the process. Deactivation can take place if users or employees are no longer required to use the system for a period of time to prevent unauthorized access to the premises. Once you deactivate a user, the dot in the column “Active” will appear grey. To activate them again, check the box next to their ID and click “Activate”. This is a lot more flexible than deleting a user, since it will keep the user in the system but just restrict access for the specified time.

To Add New Users

There are 2 ways of adding users to the system; you can either add them directly at the web interface, or at the terminal. We have already discussed how to add a user at the terminal (in Section 5.2), now let us look at how to add a user directly from the web interface.

To Add A New User:

Click on “Add New User” from the left column under “User Administration”, the following page will be displayed:

Enter the User ID, Last Name, First Name, Other Name, Admin Level and enter the password in the following field. Check the relevant boxes for the relevant Access Group, this will limit or give them access at different times or doors, depending on the configuration made.

Assign the Department for the user accordingly. Select a desired fingerprint security level which ranges from Low – Normal – High – Highest. This selection affect only to the ID match ONLY and does not affect to Automatch feature.

Select the status of the user, whether they can use Auto Match or Password, and click “Add” to add the new user.

Departments

This option under User Administration can be used to Add new departments, modify existing departments or delete them.

To Add a New Department:

Click on “Departments” under User Administration from the left column. Enter the Department Name, and description and click “Add” to append the department to the existing list.

To Modify Existing Departments:

Click on the Department ID, which will fill in the blanks above and make any changes, after which, clicking “Modify” would confirm the modification, or “Reset” to abort the modification.

To Delete Existing Departments:

Select the check boxes of the Departments to be deleted, once selected, click “Delete” to remove them from the list of Departments, or “Clear” to abort the deletion. Please note deleting a Department will cause its underlying Access Groups to be deleted too.

User Messages

This option can be used to send personalized messages to individual users, who will be able to view them once they are authenticated at the ACTAtek2^TM unit.

To Add a New Message:

Click on “User Messages” under User Administration on the left column, the following screen should be displayed.

Enter the User ID of the user this message is for, and enter the message in the User Message text box. Click “Add” to send the message to the user or “Reset” to abort the message. Please ensure that the message does not contain more than 21 characters per line, a maximum of 3 lines are accepted per message.

Optionally, the message can either be displayed on the LCD screen of the ACTAtek2 or sent directly to their E-mail address, or both.

To Delete an existing User Message:

Check the box of the relevant message, and if all need to be checked, click “Select All”, and hit “Delete”. If the delete does not need to be made, click “Deselect All” to uncheck all boxes.

Access Control

Access Groups

An Access Group allows for users to be given standard access for the workplace. Different departments may have different access rights and some corporations have employers who are on shift duties, and may need different access levels for each shift, depending upon their time of entry and exit from the workplace. To fasten the procedure of giving access rights, it can now be done for groups, instead of individuals to simplify the process and give it more transparency. This option can only be configured by the User Administrator or the Super Administrator.

To View/Delete Existing Access Groups:

Click on “Access Groups” under “Access Control” from the left column, which will display the following page:

You can search the access groups by Department, and click “Search”.

To Delete the Access Group(s), check the relevant box and click “Delete”, or use the “Select All” option to select ALL the access groups; or use the “Deselect All” option to clear the selection.

To Add a New Access Group

Under “Add Access Group”, select the relevant Department from the drop down menu and input the name of the access group being added, and click “Add”.

To Modify an Access Group

Click on the access group number to view the Access Group. There are two parts in this page.

The top part display the Access Group Name and associate Department. This can be modified by renaming the Access Group Name and/or assigning to a different Department.

The bottom part shows a list of Access Right exist under this Access Group.

To Add a New Access Right

Click on “Add Access Right”. Select which terminal this access right is for and whether Quick Access (Smart Card Access) is enabled or disabled for it. Click on “Set Terminal” for proceed, as shown in the following page.

On the next page select the days applicable for “Day”. Check “Always” will apply to all days.

Then select the “From” and “To” time this access right is either enabled or disabled. (Disabled access means nobody is allowed access to the unit from the relevant access group. Each user is assigned an access group when they are added into the system.)

Once the timings are assigned, select whether the access is enabled / disabled in that period, and select “Set Time” to confirm.

By default all access is disabled.

You can now either add another time setting for the same access right by select “Set Time” or create another Access right by selecting “Submit & Create another Access Right” and repeat the above steps, or confirm this access group by clicking “Submit Access Group”.

To Delete/ Modify Access Right

To delete any access right, under the Modify Access Group page, check the relevant box then click “Delete”. If all access rights are to be removed, click “Select All” then click Delete to remove them from the system, or click “Deselect All” to undo the selection.

To Modify the Access Right, click on access right number under “Access Right ID”.

The information that can be modified includes:

Quick Access: -Whether smart card option can be enabled.

The Access Time: -From what day to what time this Access Group is allow to access to the terminal.

Triggers

To View or Modify Existing Trigger List

The “Triggers” option under Access Control shows you a number of different triggers preset into the system; this is for easy monitoring of attendance and other options. To view the list of triggers in the system, click on “Triggers” from the left column under Access Control.

To view or modify the details for the relevant trigger, click the “Trigger ID” on the left of the Trigger Name.

The Trigger status and description will be synchronized to all primary and secondary terminals. It may take a short while to synchronize all primary and secondary terminals status. A new secondary terminal joining a primary will initially copy the information from the primary unit's schedule. Users can then set each terminal's trigger schedule individually.

Setting a Trigger schedule will display the respective Trigger as the default Trigger on the bottom left corner of the ACTAtek2 unit, and will save the punch with that Trigger name. It has no relation with Access Groups.

This will display the following page that shows the time settings for the trigger, grey dots stand for disabled, while the black dots stand for enabled.

To modify the time settings & other information for the relevant trigger displayed,

The information to be modified includes:

Trigger Name - Display name for the Trigger.

Day - The days for the setting to be adjusted.

From (Time) - Select the onset of this trigger.

To (Time) - Select the end of this trigger.

Set - Set whether to enable or disable it.

To confirm the change, click “Modify” to set the Trigger Name and “Set Time” to update the schedule.

Holidays Settings

The Holidays Settings option is for companies that have unique access rights or options for those days. Holiday setup can be done from “Access Rights Control” by clicking on “Holidays”, which will show the following screen:

To add a new holiday, either click on the calendar to find the dates to add. Or type out the date in yyyy/mm/dd format and click “Add”.

To remove holidays, click on the holidays already in the list and they will be automatically removed from the system.

Terminal Settings

The options that can be changed include Network Settings, Fingerprint Matching Setting & Miscellaneous Setting:

Terminal Description - The Description of the terminal

IP Address - The IP Address of the terminal (Dynamic or Static)

Subnet Mask - If DHCP, it will be automatically inputted.

Default Gateway - The address for it to be connected over the internet.

DNS Server - Used to map names to IP addresses and vice versa.

Security Level (for Automatch) -The Fingerprint Security level for the system. Lower the level for higher matching rate.

No Log Event - Enable to ignore logging event.

Auto IN/OUT -this option automatically switches the users IN/OUT status without user intervention. Here you can also “Reject Repeated Event”.

Log Unauthorized Event - This option will record every denied access to the system.

Door Strike 1/2 Option - Setting for Door Strike connectors.

Relay Delay - This will keep the door open for the seconds specified.

Door Bell - To enable the door bell option on the unit.

Bell Schedule - To enable the Bell schedule option.

On Alarm When Open Door Exceed Limit - Trigger the Alarm connector when door opened more than 30 seconds

Network Camera - To enable external network camera during Remote Door Open.

Weigand Output - This option is to enable Weigand output from the unit.

Language - This option lets you select between various languages.

Webserver Port - Specify other port to use for the webserver.

Allowed IP - Restrict IP address(es) to access this web interface.

2-digit Duress Code - Numeric code use as duress code. This is used as prefix in the user password.

SMTP Server - SMTP Server for outgoing mail sent by the unit. Server with SMTP_AUTH server is not supported.

Administrator's Email Address - Email for the system message to send to.

Primary / Secondary Setup

The Primary / Secondary option under “Terminal Settings” can be used to configure the Primary / Secondary configuration for a multi unit deployment of units.

To configure, first assign all the units in the network with a specific & unique IP address, once done, assign one unit as the Primary unit, and configure the rest of them as the secondary units.

To do so, click on 'Primary / Secondary Setup', which will show you the following page:

If the unit you are assigning is a secondary unit, then select the “Secondary Unit” radio button, and input the Primary unit IP Address in the text box.

Click 'Set' to confirm. Once you have completed this step, the primary and secondary configuration should be configured successfully.

Terminal List

The “Terminal List” option under “Terminal Settings” can be used to view the list of terminals, and their respective name, type, serial number and IP Address, as shown below.

This will show all the units in connection with this unit, including all secondary and primary units connected through the network. Also, the Camera and Door can be viewed / unlocked from this page respectively. This link only allows for HTTP connection via Port 80.

Door Open Schedule

The Open Door Schedule is a feature to control the open access to the door entrance. Fill out the paramters in the page to set up the time for the open access time of the door entrance.

Bell Schedule

The Bell Schedule option needs to be enabled via Door Strike 2 Option under Terminal Setup page. Once enabled, ACTAtek2 is able to trigger a bell wired to the door strike 2 connector for the scheduled time.

Terminal Clock

The “Terminal Clock” can be modified according to the region you are in. It is extremely useful to have a correct timing for all time attendance purposes or for reporting purposes since that’s the time the system will record for any access.

If the SNTP (Time server) is enabled, then the ACTAtek2 will follow the time of the local time server, either provided by the government or other authorities in the region.

If the SNTP is disabled, the ACTAtek2 will either have to follow the time on the PC or a time can be set for the device according to the local time settings.

To let ACTAtek2 to follow the time on the PC, select “On” for Auto Adjust. To disable this auto adjust, select “Off” and the time setting will be available for users to input the “New Date” and “New Time”.

Also, time can be set according to regional Time Zones as presented here.

Click “Set” to save any modifications made.

External Devices

To add any external devices, which include External Mifare Reader, or other smart card readers, the “External Devices” option can be used.

To do so, click on “External Devices” under Terminal Settings, and the following page should be displayed.

To add an external reader, select the 'Reader Type', the reader's Address, the trigger type and click Add once all fields are completed.

Once added, the reader will appear in the 'External Reader List'. To make any modifications to the reader configuration, select the number, and the page will be displayed where changes can be made. To delete the reader, select the check box and click 'Delete'.

When you connect external devices to the ACTAtek2, Firmware 1.31.1 and above will auto-detect the the devices.

Terminal

Backup System Data

The system’s configuration files can be saved, so as to share the configuration with different devices in the network. Or it could be helpful, just in case something goes wrong with the system, to rollback to a previous setting.

Backing up is an essential part of any computer parts or Internet Appliance; it can provide the added security and flexibility that is needed for these devices.

To backup the system configuration, click on “Backup System Data” under Tools from the left column of options.

Once selected, click “Download” to download the data on to the PC. The system will then prompt to save the file in the PC, click on the specified location and save the file.

Restore System Data

Once backup is complete and the changes made to the system since the previous backup caused the system to work improperly or malfunction, you can always rollback to the previous setup by selecting the “Restore System Data” option under Tools in the left column.

Click “Browse” to locate the specified file, once located, click “Open”.

Then click “Upload” to upload the file back into the system for the previous configuration to take place.

Firmware Upgrade

Firmware releases will be carried out on a regular basis, first with a monthly release, then quarterly and then an annual release.

Hectrix will continue to add new features to its unit and have a monthly firmware upgrade to include those features for our clients.

To upgrade your unit with the latest firmware, click on “Firmware Upgrade” from the left column under “Tools”.

Click “Browse” to locate the firmware (once downloaded to your machine from our website). Click “Open” once the file has been located, and “Upload” to upload it to your system. You will then be prompted to upgrade your system, this should take a couple of minutes. Once upgraded, please do reboot the unit to take effect the new firmware.

Also from this page, the current firmware version can be seen, and the upgrade count is also available to show you how many times the system has been upgraded, for your reference purposes. Once upload is clicked, the system will install the new firmware and your system will reboot automatically to let the new changes take effect.

Download Report

The Download Report option allows for easy download of attendance reports of employees in excel or text format.

Reports can be downloaded by various different options, as shown below.

Reports can either be downloaded by:

User Name

User ID

Department

Period

From/To (Date yy/mm/dd)

Event

Format – Excel or Text

Click “Download” for the report to be downloaded to your system for payroll or other management purposes.

Capture Fingerprint

The ACTAtek2 can capture fingerprint in real time and help in analysis of why certain fingerprints are being rejected by the unit or what is causing the rejection. This option helps the technicians better understand the fingerprint issues and what they can do to improve readings.

This image is captured via the terminal menu under “User Management” --> “Capture Fingerprint”. Once the fingerprint is captured, it can be viewed via the web interface, as shown below.

These images should only be used for analysis purposes, and Hectrix is not liable for any mis-use of these images, please also note that all fingerprint data collected can only be used for scanner analysis and serve no other purposes.

Remote Door Open

Most organizations or corporations or even small business have visitors coming in and out for meetings, or to drop parcels, etc. Those visitors are not enrolled in the system since they are not part of the company’s payroll or should not have access to the office at odd hours.

For these reasons, the Remote Door Open feature comes in handy since visitors do not need to be enrolled in the unit to gain access, but the reception or someone near a computer can simply open the door using this feature, which enhances flexibility and convenience of the system.

To open the door remotely from any computer, click on “Remote Door Open” under Tools, which will display the following page:

Once selected, click “Open the Door” to open the door remotely. If successful, the message “The door is opened” will be displayed.

Reboot

To reboot the ACTAtek2 remotely, the 'Reboot' option can be selected.

Click on the 'Reboot' button to reboot the unit.