Individual file
Contents
In an employee's file, you will find information that is identical to HR management and some information that is specific to access control.
Create a new employee in your system
1.From the ADMINISTRATE > Employees > Individual file menu, click on the 
icon or right-click on the employee list and Add.
2.Select the creation mode.
Duplicating an employee
When you wish to create a new employee in the Kelio system, it may seem tedious to complete again all the fields in his/her file. In this case, if an existing employee has approximately the same characteristics, it is possible to copy the data from the latter.
3.Select the employee from the list if duplicating.
From an empty form
All the fields can be completed later on, only the Surname and First name fields must be filled. The system pre-configures the assignments using the registration dates. By default, this is the first element in your system in alphabetical order.
4.Enter the Registered period via the calendars.
5.Enter Surname and First name. These fields are compulsory.
6.Next.
7.Fill in the other fields to meet your requirements.
8.Finish or Finish and restart to continue creating employees.
9.The employee appears in the list in the bottom of the screen.
10.If necessary, designate him/her as an Default employee by right-clicking on the list of the employees: In this case, the employees will become a template employee for the administrator connected to Kelio. When he/she creates a new employee, some fields of his/her file will be pre-filled exactly like the template employee.
contains the employee's access clocking information, such as his/her badge number, access profile, etc.
Registration 1.Specify the employee’s Taken into account start and end dates. They can be synchronised from Staff administration. 2.Select the Public Holiday calendar. Access methods 3.Indicate the Badge code of the employee or click on the button Last read to use the last badge number read by the terminals. It is possible to assign another badge number to the employee by proceeding in the same way. For example, this can allow you to assign two distinct badges to an employee concurrently holding two positions, each one on a part-time basis. 4.Automatically generate a Personnel code using the Generate button. This allows you to immediately define an unused code for another employee. 5.If necessary, activate the Biometric user check box. In this case, the user will be authorised to clock in or out using biometrics. If a USB biometric reader is connected to your PC, you can run a finger enrolment directly by clicking on Enrolment. Access profiles 6.In the Profiles area, click on the a.Select the authorised Sites, the Profiles and the start and end dates for this employee from the corresponding dropdown menus. b.Click the
Access rights 7.Enable the Extended timeout on access points check box if the employee has impaired mobility or when dealing with a delivery person who is back and forth several times. This function is used to automatically switch to extended opening durations (longer) set up for each access. 8.Activate the Concerned with anti pass-backs box if you want the anti pass-back rules to apply to this employee. 9.Activate the Activation of specific schedules box if you want this employee to control the switching of some crossing schedules on specific schedules. With this application, the employee controls the switching of a crossing on a specific schedule (and vice versa) by swiping a badge. This allows a team leader, for example, to change an access to free mode only when he/she is present on the site. To set up this function, specific schedules must have been defined beforehand and you must then select the accesses managed by this employee by clicking on a.To activate the control of special schedules over all accesses managed by Kelio, activate the box Master Super Pass everywhere. b.To authorise the control of special schedules for some accesses only, toggle them in the List of selected locations using the 10.Enable the Super pass check box if you want this user to be able to access certain 24/7 access points regardless of access crossing schedules and access profiles. In this case you will have to enter the information required by clicking a.To enable the Super pass across all access points managed by Kelio, enable the Master Super Pass check box. b.To activate the Super pass for some accesses only, toggle them in the List of selected locations using the 11.If necessary, check the Activate alarm stations manually box: in this case, the access employee will be authorised to clock in to activate or deactivate the alarm units manually. Select the station in the dropdown menu. 12.Activate the Receive visitors check box if the employee is receiving visitors from outside. Click on the Employee visits button to display a list of visits for the employee. The system displays the current week by default - by changing the dates in the calendars, you can adjust the display to the required period When receiving a visitor, the person responsible for greeting visitors can send an email or SMS to the person receiving this visitor or to another person to inform them. In this case, fill in the required fields. 13.Enable the Visitors on other sites check box if an employee from one site is considered to be a potential visitor on another site. Accordingly, when employees are required to move between different sites, they are automatically managed and monitored in the same way as a visitor. |
contains employee information such as contact information, photo, date of birth, etc.
contains employee information such as business contact information, the department he/she belongs to, etc.
1.If the employee’s Title and Date of birth have not been entered in the Personal datatab, you can enter them here. 2.Enter, if necessary, the ID number used for this employee in the payroll software. 3.In the Line management frame, you will find the section to which this employee belongs and any relevant higher levels (department, sub-department, etc.).If necessary, modify the section using the 4.Indicate the Business phone number and, if necessary, another mobile phone number, pager number or short code (for instance). 5.Enter the employee’s Business email address. 6.Enter a Comment, if necessary. |
contains some additional information about the employee, as corresponds to the free and predefined fields.
This tab contains free and predefined fields configured in the setup. If no fields have been defined, the tab is hidden. 1.Enter the desired information in the fields which correspond to the free fields previously defined 2.For predefined fields, click on the scrolling menu, then on the item corresponding to the employee in the list. |
contains the badge number for opening the gates
You can enter the vehicle registration plates for the employee’s business and personal vehicles. The plate number thus acts as a badge, enabling the employee to enter through the camera-monitored access points. |
Add a photo
Modification is only possible from the screens in the Administration > Employee section and does not concern the grouped entry screens. The photo is limited to 10 MB and may be in GIF, PNG, JPG or JPEG format. The 
and 
icons appear when you hover over the employee's photo:
•To modify the photo: click on , choose the photo you want, Open and then Save.
•To delete the photo, click on and on Save.