Central Site Manager Guide

 

Thank you for selecting OneSpace Central to empower your community. We at OneSpace are more than happy to assist you in case you have any troubles with your Site Management system. This guide was made to provide a quick reference for common actions, functions, and workings that you will be using to help manage your site and all residents on the system. If this guide fails in assisting you with the website’s functionality, please do not hesitate to email us on support@one-space.co.za.


Included in this guide are some basic instructions on how to manage your ERFs (Site Units/Destinations). Connect App users, Entries and Exits for Visitors, Employees and Contractors, Pre-authentication Pins, and basic Gatebook Scanner usage.

This guide will address the following:

Central Login Page

Getting Registered and Signed In

When you first navigate to OneSpace Central you will be able to Sign up for an account or login with the credentials provided to you by OneSpace.

Authorization Requests

Site Management will have to brief the residents (OneSpace Connect App Users) that they will need to register on The OneSpace Connect App in order to be able to generate and share PINs for PreAuth entries into the site.

  1. Any resident or user that wants their Connect App or their Access Device linked to your site will need to request access. This will appear here for the Site Manager to approve under the Authorization Requests page.

  2. Selecting this button will begin the approval process for that specific request.

  1. When approving a Connect App Request, you can define if that user will be the primary user for their unit.

    Note: Primary users can see all Access and Visit events associated with their unit.

  2. If your site uses Mobile Phone Access Control, you can simultaneously create a Phone Access Device by selecting this tick box.

  3. You can define the users access rights in this section here.

  4. This field will classify their level of association with your site. It will primarily be used for announcements. For example, if you set an applicant’s Residency Record as tenant, then if you create an announcement for tenants. They will receive the announcement.

  5. If your site uses Biometric Access Control, you can simultaneously create a Biometric Access Device by selecting this tick box. If the applicant has enrolled their face to their 1iD profile, it will appear in the Photo Field.

    Note: If the user has no Face Enrolled, and your site uses Face Biometric Access, it will not work for them until they enrol their face onto their 1iD. If you approve them before they have done this, you will need to go to Biometric Approvals Page under the Access Control Menu.

  6. Accept or reject the Authorization Request here.

  7. Select Save to confirm the applicant information.

Site Homepage

In the Central Menu on the left hand side of the screen:

  1. Profile is where you can edit your account, provide alternative email addresses and contact numbers. Change your Password, and see the mobile devices your account has been linked to.

  2. Authorization Requests is where you can see OneSpace Connect App users waiting for Approval.

  3. Connect Apps is where you can see Connect app users already active on the system and manage them accordingly.

Device Health Dashboard

Should you need insight to the current status of your site. You can access the Health Dashboard Page:

  • This page will convey how many visits you had for the current day. As well as what your peak times are.

  • Details pertaining to your Gatebook Devices. Should you find your Gatebook Device is listed as offline. Please don’t hesitate to contact Support.

  • Details pertaining to your OneSpace Access Control Hardware. Should you find your users are struggling to navigate through OneSpace Access Control, you can confirm if the OneSpace Access Control Hardware is online here.

  1. To Access the Health Dashboard, select the Health Dashboard Menu Icon here.

  2. This column graph will display visits based on when your residents generated their Invites.

  3. This section will tell you the details of the latest Invite generated by your residents.

  4. This section will tell you the details of the last processed visitor into your site.

  5. This section will relay information pertaining to your Gatebook Scanners. You can quickly confirm if your Gatebook Scanners are connected to the OneSpace Cloud.

    1. Note: Your scanners will need to be Online to validate newly generated PINs.

  6. To view more details about your Gatebook Scanners, such as their serial number you can click the View Details button.

  7. This section will indicate the status of your Access Control Hardware on site.

    1. Note: The Access Control Hardware will need to be Online in the event you update the Access Control settings of your users. If they are offline, your Access Control Hardware on site, will not be aware of any changes you make.

Creating Access Devices

Requirements

  1. A fixed PC on site, that has internet access. This PC will need to have the OneSpace Distribution software installed.

  2. Each biometric readers IP Address, Username and Password.

  3. Biometric readers to be connected to a local aera network (LAN). This needs to be the same network that has the PC running OneSpace Distribution Software.

  1. Select the Access Control button.

  2. Then Select Access Devices.

  3. Select the Add Device Option.

  4. Select Biometric Access.

  1. Insert the Address name here.

  2. You can prompt central to randomly generate a serial number here.

  3. This is what you will see as the name of the tag when it is used.

  4. A biometric access device MUST be associated with a OneSpace account. A resident creates their account when they log into the Connect App for the first time. Please enter the persons first name here. The system will list suggestions based off the list of approved connect users on your site.

  5. If you require a user that can’t use OneSpace Connect (Domestic for example) to be enrolled. Then select this option. You will be prompted to enter the users details and capture their face with web cam.

  6. This will define what doors this access device will be allowed to open.

  7. This will define at what times this access device will be allowed to open doors.

  8. This will define when this access device will be valid from.

  9. This will define when this access device will be invalid.

  10. This should always be set to activate relay 1 access devices. Except for Sherlo Access Devices.

  11. Click Save when you are done.

PINs

To see a history of Generated PINs; whether or not a PIN has been used, its valid dates and times, the Unit number(ERF) or Registered App user that created the PIN:

  • Expand PINs in the Central Menu on the left hand side of the screen.

  • Select View.

You can filter viewing all PINs through their destination, and the dates that they are valid by selecting from the Destinations List and Valid On Date menu. You can also see whether or not specific PINs have been Redeemed or not, are Expired, or Still Valid by checking the icon under Status.
If a PIN has been used upon Entrance, Exit, both or neither by checking the Entries Used & Exits Used columns.

  • Expand a PIN for more info by selecting the eye icon.

  • Cancel an unused Valid PIN by selecting the Cancel icon next to the eye icon.

Employees

The Employees section on Central is for enrolling Site Employees. This is reserved for those people who are employed privately or directly by the site. i.e. Clubhouse employees, chefs, cleaners, gardeners, office workers, security etc.

An example of the Employee’s page on Central.

Note: that if a Start Date or End Date is not set. Then they will be listed as a valid employee indefinitely.

The site manager can enroll new employees as required by selecting the + New button under the Employees heading. This will open the following page:

From this screen you can enter the Employees details. The employee’s details must be filled out as accurately as possible in the supplied fields.
The Employee Number is unique to each employee and can be provided at your discretion, the rest of the information needs to be supplied by the Employee themselves. This includes their ID Number, First Name, Surname, Cellphone Number, and a photo to upload to their listing.
This photo will appear on their Employee card to be used to gain access to the site. This can be uploaded and changed at any time through the Uploaded Image field.

This can be done either while creating the employee listing, or by editing an existing employee listing by selecting the Pen icon next to their details.

Once filled out and an image has been added, ensure the Status is marked as ‘Active’, then select the button to save the new Employee listing.
Selecting the Eye icon next to each employee’s listing will take you to an overview page.

Here you can view their employee card, these cards are automatically generated by the system upon employee creation.

Employees can also be Archived if you want to disable and remove their listing on the system and block their employee card from being successfully scanned upon entrance. Select the Eye icon to view an employee, and click to Remove their listing.

Contractors

The Contractors section on Central is for enrolling Contractors from external companies that are permitted to enter and work within your site. This feature will be used by regular companies that frequent the site at various units.

Contractors are enrolled in the system under their respective companies. After creating the company, you may enroll the various employees permitted access. This is reserved for people who are employed by contractor companies and not directly by the site. i.e. Pool Cleaners, renovation companies, 3rd party cleaning services, 3rd party gardening services, delivery drivers, au pair services, etc.

On the Contractors page, click the + New button to create a new Contractor company, or click the Eye icon on any of the entries to see the company and contrator details.

When creating a new Contractor Company, you will be taken to the following page from where you can name the new Contractor Company as well as list the dates you wish the Company and its employees to be valid on the system for. Once done, you can click the Create button to save the new Contractor Company listing.

An example of a Contractor Company listing.

You can also view the Employee Cards available for any Contractor Companies from the Employee Cards tab.

On the Contractor Employees tab, you can view an expanded view of any enrolled contractor employees at anytime by selecting the eye icon on any enrolled employee under the Contractor Employee tab.

Click + New Contractor Employees on the right side of the screen. This will open a page where you can enrol a new Contractor Employee.

As the Site Manager, you can supply the new Employee with an Employee Number of your choosing.
List the basic information for the person to be enrolled, i.e. First name, Surname, ID Number, Email Address, Cell Number and upload an image of the employee to appear on their barcoded ID card.

Once the basic Employee information has been filled out, the new listing will be saved under the Company chosen from the drop-down menu Contractor ID.


Creating Contacts for Gatebook SIP Calling

The Gatebook Scanner will collect the list of who to call based on what Erf (Address) was selected on the scanner, by the Guard.

Note: That any changes to Contacts will require the Gatebook Scanner to be refreshed to pull the changes from the OneSpace Cloud. This is done every morning by the scanner itself, but can be manually done if required.

To Create a new Contact, please do the following:

  1. Select Addresses.

  2. Find the Erf that you want to create a Contact for. Select the View Icon to see more details of the Erf.

  3. Select the Contacts Tab.

  4. This section will display all the contacts that are created for that erf. Along with the order each contact will be displayed in on the Gatebook Scanner. It is suggested that the primary contact for the erf should be listed with the display order value of 1. Their contact will appear first Contact for the Guard to select.

  5. Select New Contact to create a new Contact.

You will be presented with the Erf Contact Page. Here is where you will input the Contact Details. This will be sent to the Gatebook Scanner when the Scanner refresh's its configuration.

  1. ERF ID: This field will dictate what ERF address this contact will appear under when the guard selects a destination on their Gatebook Scanner.

  2. Display Order: This field will dictate the order this contact will appear in after the guard has selected their destination. Please insert any value between 1 and 10.

  3. Name: This filed will dictate what name is displayed when the guard views the contacts listed for an Erf on the Gatebook Scanner.

  4. Phone Number: This filed will contact the phone number that the Gatebook Scanner will attempt to call when they select this contact, please insert a valid Cell or Telephone number here.

  5. Active: This field will dictate if this contact is to be seen by the guard when they select an Erf. Setting this to No will mean that this contact will NOT appear when the guard attempts to make a call via the Gatebook Scanner.

  6. Select Create to save your changes.