Introduction
When installing your punching devices in your facilities, it is extremely important to set up an Administrator for your devices. Admins 👑 are the only people allowed to get into 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 to register 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 in the device.
In other words, an Administrator must always be your 'employee 0' in your device in order to unlock all the future imports.
⚠️ Caution
Initially, your brand new devices have all their functions unlocked and open to anyone will try to navigate into them. Make sure that only the designated Admin will touch the device for the first time, in order to avoid any undesired actions to be performed 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 are ready to allocate your first device Admin. Keep reading 👇 to find out how. 😉
Option 1: An Employee Record Was Created in Indigo
Option 1: An Employee Record Was Created 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 him or her in the My Users' grid in the top section of the page. You can also type the name into the search box.
Single click on the user line. Further details will be displayed into 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 his or her 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:
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 look 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 now also create other Admins as you can have more than one Admin per device.
Option 2: No Employee Record in Indigo
Option 2: No Employee Record in Indigo
💭 Imagine that your new Employee and future Admin will start working for your Company on a day when the HR is not available, and his Employee 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 the User full Name and fill in the password fields then click on Next.
Tick the Work Zones you want the User to belong to > Finish
Single click on the newly created User line, and scroll to Additional Info section where you have to toggle on the Is Admin button.
Once done, the Password Biometrics icon in the My Users grid, will turn from grey to green for the newly added user. Note that, the User results as 'Not Linked' under the Employee Code which means that his or her punches won't currently 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 result as unlocked anymore, and they will only be accessible by your newly created Admin.
⚠️ We highly recommend to have an Employees created for your Admin Users, and link 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 un unlock 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 will need it to move on with this procedure.
Besides, since the device is now locked, only that newly created Admin can login to the device. If you loose the credentials, the device might need to be reset.
Now, if a user is manually created on a device, it does not get automatically synced with Device Manager, but you have to retrieve it and link it to the employee who will officially be your first Device Admin. Below you will find out how 👇
1. Retrieve the new Admin User from the device
1. Retrieve the new Admin User from the device
Login to Indigo > select Attendance and Device Manager > My Devices
Select the device where the installer created the Device User > scroll to Additional Info
Click on Functions > Import Users > highlight only 'Password' > Next
Manually input the Device User ID provided by the installer > click on ➕ to have it showing below the text field > Send
2. Link the retrieved Device User to an Indigo Employee
2. Link the retrieved Device User to an Indigo Employee
Navigate to My Users > click on Modify Employee Links >
Look for the newly created ID >
Type the name of the Indigo Employee you have to link to the Admin Device User in the Employee Look-Up field and select it from the suggestions.
Click on Link User.
3. Login to the device and update the biometrics
3. Login to the device and update the biometrics
The newly created and linked Admin Device User can now go to the device and login with the Device User ID and Password which was previously provided by the installer. Once in, he or she can change the password and record his/her remaining biometrics according to the device interface.
👀 Note
If one or more Admins are created and are 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 be synchronised too.
E.g. Work Zone A has 3 devices under it.
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 the 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 the devices 2 and 3 as they are all under the same Work Zone which means they are synchronised in terms of settings and Biometrics.
This option is not what you are aiming for? Then read the 🧠 tip below.
🧠 Tip: If you want to assign different people and Admins to each and every device, you currently have to create as many Work Zones as your Devices. This is because Admins and Employees are assigned and 'filtered' by work zone. Having separate work zones with a single device assigned to it (if this is an option for you), would allow you to be more precise on who will be Admin and for which device.