Using the Employee Management System

Overview

The Employee Management System will be used to provide secure access to your building for your employees.

With the EMS, you can:

• Manage access records to ensure your employees can access your building.

• Create an employee record in the Employee Management System which will then create a digital pass for that employee to access the building.

• Manage access records to ensure your employees (onsite & offsite) can access the building.

• Add expiry dates for digital passes and receive weekly reports on employees with passes approaching expiry

• Digital passes may also be stored in your building app

Accessing the EMS

The Employee Management System is best used on desktop.

You will be provided a link to access from your Building Management Team or it may be accessed via your community platform.

Managing Users

Bulk Import

We recommend importing employee details in bulk. Please note, this is for permanent employees only.

To do this for the first time:

1. Click the Bulk Import button

2. Click the link to download the CSV file

3. Select the Primary Office for this group of employees

4. Select your building as the property you want this group of employees to have access to

5. Populate the CSV with employee’s details:
   a. First Name*
   b. Last Name*
   c. Email Address*
   d. Employee ID
   e. Department

6. Save and upload the file

*Required field

Open

Click here for an example CSV file.

Adding a New Employee

To add an individual employee, follow these steps:

1. Click the Add button

2. Populate the fields
   a. First Name
   b. Last Name
   c. Email Address
   d. Primary Office
   e. Employee ID
   f. Department
   g. Is Permanent
   h. End Date

3. Click Save

Open

Searching & Filtering

To search for an individual employee:

1. Select Filter

2. Enter either the name or select the Primary Office to search

3. Click Search

Viewing & Editing

To view existing employees:

1. Select Filter

2. Enter either the name or select the Primary Office to search

3. Click Search

4. Find the employee you wish to view

5. Click View for that employee

To edit existing employees:

1. Follow the above steps

2. Click Edit

3. Edit the required fields and press Save or Save and Close

Deleting Users

To delete an employee, follow these steps:

1. Select Filter

2. Enter either the name or select the Primary Office to search

3. Click Search

4. Find the employee you wish to delete

5. Click Delete for that employee

6. A pop-up box will ask you to confirm you wish to delete the user

Please check with your Building Management team if there are any additional security procedures to adhere to for terminated staff at your building.

Managing Building Passes

To manage the Building Pass for an employee, follow these steps:

1. Select Filter

2. Enter either the name or select the Primary Office to search

3. Click Search

4. Find the employee you wish to view

5. Click View for that employee

From here, you can choose to Terminate, Reissue or Resend the Building Pass.

Terminate: Terminate the building pass with immediate effect

Reissue: Reissue the building pass to the employee immediately, revoking any previous passes

Resend: Resend the existing building pass to the employee immediately

FAQs

Q: Who will be able to see my data?
A: Only Key Tenant Contacts from your company will be able to see your data.

Q: Who can access the Employee Management System?
A: Key Tenant Contacts from each company in the building. If you would like other personnel from your company granted access to manage employees, please provide their email address to the Building Management Team.

Q: How long will it take to add my users?
A: We recommend bulk uploading users to save time. Adding a user individually will take around 1 minute per user.

Q: Why can’t you add my users for me?
A: For GDPR purposes, only Key Tenant Contacts should have access to employees personal information.

Q: How long does it take from issuing a pass for it to get to the employee?
A: Access pass generation is almost instantaneous.

Q: How do I revoke access from an employee? For example, in a dismissal
A: Follow the steps to remove employees under the section Managing Users.

Q: What happens if my company changes our email address?
A: Key Tenant Contacts will need to update the Employee Management System with the new email addresses.

Q: Can I delete or edit employees in bulk?
A: No, deleting and editing employees can only be done individually.

Q: How frequently should I update my employees?
A: As soon as employees either join or leave, this is for security reasons.

Q: My company is across multiple buildings, what should I select as the Primary Office?
A: Choose the building that your employee mostly uses to enter the building. You can add additional buildings once the access pass has been issued.