From the Keyscan System VII WEB Client, you can add a new card holder record. The Card Holder Information page is divided into the following 3 tabbed pages:
General Card Holder Information - identifies the name of the card holder, card #, card batch #, door group assignment, and, if applicable, elevator group assignment
Temporary Card Options - makes a card temporary based on usage, dates or both
Optional Card Holder Information - allows specifying additional information about the card holder
Optional Card Holder Information fields can only be defined from a Keyscan Client.
The optional Photo Badging module is required to attach a photo on the card holder record.
From the Web Client, you can add a card record for either of the following 2 formats:
3 Digit Batch Code/5 Digit Card Number Format
Keyscan Large Card format
If the site you are logging on to does not use either of the above card formats, you cannot enter a card record from the Web Client.
Security levels on the General Card Holder Information page work in conjunction with the security level function on the System User Information screen in the Client. An individual assigned with a security level cannot alter a card record with a higher security level.
10 is the highest security level
1 is the lowest security level
0 indicates security levels not used
Keyscan does not recommend using security levels unless you are an advanced user with stringent security requirements. Security levels can have an impact on cardholder searches and transaction reports.
When a card is archived it cannot be used, however, the record is retained in the database. It can be re-activated at a later date. While the card is archived, access will be denied if presented at a reader.
You can make a card temporary such as for visitors or temporary staff etc. Temporary card usage can be restricted by the following parameters:
by a specified date range
limited to a specified number of uses
by a date range and a number of uses, whichever occurs first
Temporary cards expire 1 minute before midnight when assigned a date range.
If you are adding more than a single card holder record, enable the Batch Entry Mode ON function so you don't exit the Card Holder Information page each time you save a record.
Whether you are adding a card record or editing a card record on the Card Holder Information page, you can select the Show Door Group Access Levels button to review doors, door groups and access levels.
You can only view access levels and time zones on the Door Group Access Levels page. You cannot change settings.
Whether you are adding a card record or editing a card record on the Card Holder Information page, you can select the Show Elevator Group Access Levels button to review elevators, elevator groups and floor access levels.
You can only view access levels and time zones on the Elevator Group Access Levels page. You cannot change settings.
When adding a new card holder record, the following fields on the General Card Holder Information page are required entries:
First Name
Last Name
Batch Number
Card Number
Door Group Access Level A
Elevator Group Access Level A if the site has elevator controllers
If you miss any required fields a dialog box will open indicating which fields need an entry. Click on the OK button of the dialog box and complete the missing fields which are highlighted in red text.
If you do not use PIN numbers but you are prompted to enter a PIN, you can either enter five zeros (00000) or insert the cursor in the PIN text box and press the tab key.
If you are adding more than 1 card record, enable Batch Entry Mode ON. The box to the left has a check mark when it is enabled. When Batch Entry Mode ON is enabled, each time you save a card record the Card Holder Information page is refreshed and you can enter another record without having to exit and re-open the page.
Steps to Add a 3 Digit Batch Code/5
Digit Card Number Record
From the main page, select Card Holder Database > Add New Card(s).
Click in the First Name text box and enter the card holder's first name. The maximum length is 30 characters.
Click in the Last Name text box and enter the card holder's last name. The maximum is 30 characters.
Click in the Batch Number text box and enter the batch number of the card assigned to the card holder. The batch number is the three digit number. The batch number may also be referred to as the site code or the facility code.
Click in the Card Number text box and enter the card number.
Optional - Click in the PIN Number text box and enter a number. The card holder would enter this number where a keypad is in use to gain access. If a PIN is not required, leave the PIN Number on 00000.
Optional - If you are assigning security levels for system users, click on the down arrow to the right of Security Levels and select a level. Assigning security levels is not recommended unless you are an advanced user and require stringent system administration security.
If the card is to be archived, click in the box to the left of Archived Card Holder. The box has a check mark when enabled.
Optional - If a card holder has a disability, and if you have doors equipped with door operators that are connected to the access control system, click the in the box to the left of Accessibility Feature to enable it. The box has a check mark when enabled. When the Accessibility Feature is enabled the door will be governed by the Handicap Door Timer and the Handicap Door Held Open time settings in the Set Door and Reader Parameters screen in the Client module.
From Telephone Number to Bar Code, complete whichever fields are required.
Click the down arrow on the right side of the Door Group Access Levels A. Select the appropriate door group from the drop down list. Repeat for the other door / elevator groups, if applicable.
Select the Show Door Group Access Levels button if you wish to review current assignments.
If you have the optional Photo Badge module and you have an existing image of the card holder you wish to attach to the record, select the Browse button, navigate to the folder, select the image, and then select the Open button.
Select the Preview Picture button to load the image on the screen.
Do one of the following steps:
If you are making the card temporary or entering Optional Cardholder Information continue on to the next applicable set of procedures.
If you have completed the record select the Save & Exit to return to the main screen. If Batch Entry Mode was enabled, select Save, complete the remaining card records, and then after the last record has been entered and saved, select Exit to return to the main screen.
Select the Temporary Card Options tab near the top of the screen.
Click in the box to the left of Include Temporary Card Restrictions to enable this option. The box has a check mark when enabled.
If the card has a usage restriction, enter the maximum usage in the Card Limited to Number of Uses text box. If there is no usage restriction, leave the Card Limited to Number of Uses blank.
If the card is temporary based on a date range, click in the box to the left of Include Date Range Restrictions. The box has a check mark when active. If the temporary card is only valid on today's date, you do not have to set the calendar and can go to step 7 otherwise to set the date range, go to the next step.
Under Date Valid From, the current date is highlighted on the calendar. If the start date is other than the current day, select the correct start day, or click on the arrows at the top of the calendar to scroll to the desired month and year and select the day on the calendar.
Repeat the above step to complete the Date Valid To fields.
Do one of the following steps:
If you are entering Optional Cardholder Information, go to the next section
If you have completed the cardholder record, select the Save & Exit button. If Batch Entry Mode ON was enabled, select the General Cardholder Information tab, select Save. After the last record has been entered and saved, select Exit to return to the main screen.
Select the Optional Card Holder Information tab near the top of the screen.
Enter the card holder information in the applicable fields.
If you have completed the card holder record, select the Save & Exit button. If Batch Entry Mode ON was enabled, select Save. After the last record has been entered and saved, select Exit to return to the main screen.
Steps to Add a Large Card Format
(Keyscan Card Only) Record
From the main page, select the Card Holder Database quick button > Add New Card(s).
Click in the First Name text box and enter the cardholder's first name. The maximum is 30 characters.
Click in the Last Name text box and enter the cardholder's last name. The maximum is 30 characters.
Click in the Card Number (Hex Value) text box. Enter a period (.) then the 3 digit batch code, followed by a dash (-) then the five digit card number.
Example .001-23456
The batch number may also be referred to as the site code or the facility code
Press the Tab key.
The system assigns a 5 digit Personal Identification Number. The cardholder would enter this number where a keypad is in use to gain access. You can either accept the system assigned number or enter your own number. If your access control system is not equipped with keypads leave the system assigned PIN number.
If you are assigning security levels for system users, click on the down arrow to the right of Security Levels and select a level. Assigning security levels is not recommended unless you are an advanced user and require stringent system administration security.
If applicable, use the Comments text box to enter any remarks or notes about the cardholder.
From Telephone Number to Bar Code, complete whichever fields are required.
If a cardholder has a disability, and if you have doors equipped with door operators that are connected to the access control system, click the Accessibility Feature button to set it ON. If your system is not connected to door operators for handicap accessibility, bypass this step.
Ensure the Group Access Levels tab is selected and click the down arrow on the right side of the Door Group Access Levels A. Select the appropriate door group from the drop down list. Repeat for the other door / elevator groups, if applicable.
If that completes the record, click on the Save & Exit button, or complete the other options before saving and exiting the record. See the links under Related Topics.
Steps to Add a Temporary Card
Record
From the main page, select Card Holder Database > Add New Card(s).
Click in the First Name text box and enter the card holder's first name. The maximum length is 30 characters.
Click in the Last Name text box and enter the card holder's last name. The maximum is 30 characters.
Click in the Batch Number text box and enter the batch number of the card assigned to the card holder. The batch number is the three digit number. The batch number may also be referred to as the site code or the facility code.
Click in the Card Number text box and enter the card number.
Optional - Click in the PIN Number text box and enter a number. The card holder would enter this number where a keypad is in use to gain access. If your access control system is not equipped with keypads leave the PIN Number on 00000.
Optional - If you are assigning security levels for system users, click on the down arrow to the right of Security Levels and select a level. Assigning security levels is not recommended unless you are an advanced user and require stringent system administration security.
If the card is to be archived, click in the box to the left of Archived Card Holder. The box has a check mark when enabled.
Optional - If a card holder has a disability, and if you have doors equipped with door operators that are connected to the access control system, click the in the box to the left of Accessibility Feature to enable it. The box has a check mark when enabled. When the Accessibility Feature is enabled the door will be governed by the Handicap Door Timer and the Handicap Door Held Open time settings in the Set Door and Reader Parameters screen in the Client module.
From Telephone Number to Bar Code, complete whichever fields are required.
Click the down arrow on the right side of the Door Group Access Levels A. Select the appropriate door group from the drop down list. Repeat for the other door / elevator groups, if applicable.
Select the Show Door Group Access Levels button if you wish to review current assignments.
If you have the optional Photo Badge module and you have an existing image of the card holder you wish to attach to the record, select the Browse button, navigate to the folder, select the image, and then select the Open button.
Select the Preview Picture button to load the image on the screen.
Select the Temporary Card Options tab near the top of the screen.
Click in the box to the left of Include Temporary Card Restrictions to enable this option. The box has a check mark when enabled.
If the card has a usage restriction, enter the maximum usage in the Card Limited to Number of Uses text box. If there is no usage restriction, leave the Card Limited to Number of Uses blank.
If the card is temporary based on a date range, click in the box to the left of Include Date Range Restrictions. The box has a check mark when active. If the temporary card is only valid on today's date, you do not have to set the calendar and can go to step 19 otherwise to set the date range, go to the next step.
Under Date Valid From, the current date is highlighted on the calendar. If the start date is other than the current day, select the correct start day, or click on the arrows at the top of the calendar to scroll to the desired month and year and select the day on the calendar.
Repeat the above step to complete the Date Valid To fields.
If you have completed the cardholder record, select the Save & Exit button. If Batch Entry Mode ON was enabled, select the General Cardholder Information tab, select Save. After the last record has been entered and saved, select Exit to return to the main screen.
