Introduction
When installing your clocking devices in your facilities, it is extremely important to also set up an Administrator for them. Admins 👑 are the only people allowed to access the devices' 'User Mgt' settings ⚙️. The access to 'User Mgt' is important as it contains the full list of the employees imported from Device Manager, and it allows registration of their biometrics. This means that if an Admin does not access 'User Mgt' in the first place, no-one will be able to register their biometrics on the device.
In other words, an Administrator must always be your 'employee 0' in Device Manager in order to unlock all future data imports.
⚠️ Caution
Initially, your brand new devices have all their functions unlocked and open to anyone who could try to access them. Make sure that only the designated Admin is the first person to use the device, in order to avoid any undesired actions carried out without supervision.
Process
At this point you should have already created your Work Zones and added your Devices in the Device Manager module. Your Work Zones currently show as a 'No Admin User Allocated'.
Now you're ready to allocate your first device Admin. Keep reading 👇 to find out how. 😉
Option 1: Device Manager Admin will be an Existing Employee in Indigo
Option 1: Device Manager Admin will be an Existing Employee in Indigo
Log in to Indigo and navigate to Attendance and Device Manager.
Select My Users from the left vertical menu.
Import only the Employee you need to set as Admin for the needed device in a specific Work Zone.
Once the person is imported into Device Manager, look for them in the My Users grid in the top section of the page. You can also type their name into the search box.
Next, select the user line. Further details will be displayed in the Additional Info section below the grid. 👀 Note that the current Device Role for this person is 'User'.
Ask the person to go to the device and register their biometrics according to the device model instructions.
Once done, the Biometrics icons in the My Users grid will turn from grey to green for the newly added user.
Now go back to the My Users section into Device Manager, and scroll down again to the Additional Info for that user. Activate the 'Is Admin' toggle button.
🗒️ Note: From this moment on, ALL the devices under that Work Zone won't be in an 'unlocked' mode anymore. This means that if you have additional devices in other locations and you need to set people as Admin for those too, then:
Either they register from the same device for which you are following this procedure.
Or the very first Admin needs to go to each device, in each facility, and unlock them to allow the new admins to register their biometrics.
Another option would be to apply this procedure simultaneously for all the devices at their 'unlocked' stage. You need to have all the designated admins in front of the respective devices, and have them registering their biometrics on the devices while unlocked. Once done, you can toggle 'Is Admin' for each of them in Device Manager.
Navigate to the Work Zones you previously assigned to your Admin and they should show as 'User Admin Allocated'
Now you can import all the other employees to the Device Manager module and register their biometrics in the devices. You can also create other Admins if you need more than one Admin per device.
Option 2: Device Manager Admin is NOT an Existing Indigo Employee
Option 2: Device Manager Admin is NOT an Existing Indigo Employee
💭 Imagine that your future Admin is a new employee who starts working for your company on a day when the HR is not available, so the employee's Indigo record has not been created yet.
Log in to Indigo and navigate to Attendance > Device Manager.
Select My Users from the left vertical menu.
Click on Create User ➕.
Type in the User Name and fill in the password fields, then click on Next.
Tick the Work Zones you want the User to belong to, then click Finish on the bottom right of the modal.
Click on the newly created user and scroll to the Additional Info section. Toggle on the Is Admin button.
Once done, the Password Biometrics icon in the My Users grid will change from grey to green for the newly added user. Note that the user shows as 'Not Linked' under the Employee Code, which means that their clockings won't yet be considered for Attendance purposes.
The user is now set as Admin for the devices under the same ☂️ Work Zone umbrella. This means that those devices will not appear 'unlocked' anymore, and they will only be accessible by your newly created Admin user.
⚠️ We highly recommend creating an employee for your Admin user, and linking them as soon as possible so that they will be included in the Indigo Attendance calculations.
Option 3: The Installer Manually Created an Admin on the Device
Option 3: The Installer Manually Created an Admin on the Device
When you receive the device, it is in the unlocked mode. Our installers manually create an Admin Device User and a password directly on your device to lock it and avoid any tempering.
⚠️ Attention
The installers will share the Admin Device User ID and the password with you. Please make sure to remember it and store it securely as you'll need it to continue this procedure.
Once the device is locked, only the newly created Admin can log in to the device. If you lose the credentials, the device might need to be reset.
When a user is manually created on a device, it is not automatically synced with Device Manager. You will have to find it and link it to the employee who will officially be your first Device Admin. Find out how below. 👇
1. Retrieve the new Admin User from the device
1. Retrieve the new Admin User from the device
Login to Indigo, go to Attendance > Main > Device Manager > My Devices.
Select the device where the installer created the Device User and scroll to Additional Info.
In Additional Info, click Functions in the top right, followed by Import Users.
In the Receive User Data modal, select only the 'Password' tab and click Next in the bottom right.
Manually input the Device User ID provided by the installer in the next screen and click on ➕ to add it as an option below the text field. Select it then press Send on the bottom right of the modal.
2. Link the retrieved Device User to an Indigo Employee
2. Link the retrieved Device User to an Indigo Employee
In Device Manager, go to My Users and click on Modify Employee Links.
In the Link Device Users modal, type the newly created user ID in the Search on the top right. The User record will show in the grid (e.g. in the image below Maria Alma).
In the Employee Look-Up field, type the name of the Indigo Employee (e.g. Maria Alma) to be linked to the Admin Device User , then select it from the suggestions.
Use the 🎇 Auto Match button to speed up the process, as it automatically looks for a possible matching Employee.
Once an employee is selected, the bottom right button No User Modified will change to Link User. Click on it and decide whether to import the Device User's pending clocking activities too, to finalise the process.
3. Log in to the device and update the biometrics
3. Log in to the device and update the biometrics
The newly created and linked Admin Device User can now go to the device and log in with the Device User ID and Password that was previously provided by the installer. After logging in, they can change the password and record their remaining biometrics according to instructions given by device interface.
👀 Note
If one or more Admins are created and assigned to a specific Work Zone, even though you follow these procedures for a single device, they will be set as Admin for all the devices within that Work Zone. Their biometrics will also be synchronised.
E.g. Work Zone A has 3 devices.
Employee X (your future Admin) is imported to Device Manager and physically registers his or her biometrics in Device 1, or is created as 'Unlinked User' with an assigned password.
Data is then pushed to Device 1.
Now you set Employee X as Admin through the above-mentioned toggle.
Employee X is now Admin for the Device 1, but also for Devices 2 and 3 as they are all under the same Work Zone, which means they are synchronised in terms of settings and Biometrics.
Is this option not what you're aiming for? Read the 🧠 tip below.
🧠 Tip: If you want to assign different people and Admins to each device, you must create as many Work Zones as you have Devices. This is because Admins and Employees are assigned and 'filtered' by work zone. Having separate work zones with a single device assigned to each one (if this is an option for you) allows you to set a specific admin for each device.
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