Enrollment Tab

The Enrollment tab provides the most important functionality. The page enables you to combine a Credential and Person (photograph optional) to create an access privilege for each user.

By default, the available columns are Last Name, First Name, Middle Name, and Updated. If needed, the columns can be changed by clicking on the gear icon

Please refer to Configure Column Headers for more details.

Person Information

To access the Person Information screen click on the person row from the person list. This is where basic details about a person are entered.

The Credential(s) associated with this person are listed in the Credentials section (top table), and their person information is listed below. You can click the "<-Person Groups…" back link in the top left to return to the main list.

ID	This is a read-only field generated by the system. Each person's record has a unique ID.
Record Last Updated	This is a read-only field generated by the system indicating the date (MM/DD/YYYY) and time when this record was last updated.
Name (First, Middle, Last)	If required, select a prefix for this person from the picklist. Options include: Mr., Mrs., Ms., and Dr. Type a first name for this person (up to 32 characters). This is a required field. If required, type a middle name or initial for this person (up to 32 characters). Type a last name for this person (up to 80 characters). This is a required field. If required, select a suffix for this person from the picklist. Options include: Jr. and Sr.
TAB1	A maximum of 10 tabs can be configured and used to place UDF 15 - 999 across the 10 tabs. This configuration needs to be done within the Velocity application. By default, only tab 1 is used with UDF 15 - 36.
Groups	This tab allows you to add the person to one or more groups. Person Groups need to be created within the Velocity application.
Additional Images	The Additional Images tab appears after the Person Information is added and saved. This enables qualified operators to include more than one image for each person. This image can show side views or additional front views of the enrolled person as well as other identifying images. Before you can access any additional images, you must first define the user placeholders in the User Defined Fields option within the Velocity application.
Additional Notes	This tab provides a free-form large text field, organized by category, that can be used for site specific purposes related to individuals. Additional Notes are similar to UDFs but are intended for larger free-formatted text that is easy to read and edit. Before you can access any additional notes, you must first define the Note Categories in the User Defined Setup - Additional Notes Tab in Velocity. If there aren't any Categories configured, the user won't be able to write notes.
Photo	The Photo field displays the photo of the person. The Edit Photo options are: Upload Photo: Allows you to select and upload an existing photo file. Capture Photo: Allows you to view a live image, capture the photo and show a preview of your photo after taking a snapshot from a webcam. Remove: Allows you to delete the current photo image.
Signature	The signature field allows you to import a signature image of file type: .jpg, .jpeg, .png or .bmp
Delete Person	Click this button to delete this person from the system, a confirmation dialogue box will appear asking you to confirm your selection.
Undo Changes	Click this button to undo the most recent change.
Update Via Smart Card	Select the Person record from the Enrollment list and click the Update Via Smart Card button, which will redirect to the PIV Enrollment window to scan and update the person information. To know more please refer to PIV Enrollment.
Apply Changes	Click this button to save changes.

Person Groups

Use the dropdown arrow to select All available groups, Everyone, or a defined person group from the list. Based on the group selection, the bottom panel will show the list of people assigned to that group.

Search in this group

The Search in this group field allows you to search for any enrolled person based on first, middle, or last name in the selected Person Group. The Search screen looks like this.

The search results, by default, will show 10 records and appear instantly as you begin to type. The results are displayed as last name, first name, middle name, as shown below.

Pressing Enter in the Search results will provide a filtered list within the Enrollment tab.

Depending on the user's role, the default option will be the first available Person Group. If we need to do a wider search we recommend using the "All AvailableGroups", where all the Person Groups available for the user's role will be merged in one person list for searching in all groups.

The search results can be configured to display between 5 - 50 within Settings | Enrollment tab.

Advanced Search

When you click Advanced Search, the below window appears.

This window includes the following fields and buttons:

Field	This picklist provides a list of field names from the Person Information which you can use to search on. For example, if you want to search for a person by their last name, you would select the Last Name option from the “Field” picklist.
Function	Supply the first and second elements of the search argument you want to use for searching the person database. (First Search Field Argument) is: The person you are searching for is the second element. is not: The person you are searching for is not the second element. The possible values for the second element appear in this picklist and vary depending on your “Field” selection: (Second Search Field Argument) equal to: The person you are searching for has a value that is identical to the selected field value. less than: The person you are searching for has a value less than that you specified in the 'Value' field. greater than: The person you are searching for has a value greater than that you specified in the 'Value' field. between: If you select a UDF that is defined as a date type, you can use this term. Two combo boxes appear into which you can enter the range of dates between which you want to search. starting with: The person you are searching for has a value that starts with that you specify in the 'Value' field. like: The person you are searching for has a value that is similar to the selected field value. For example, if you specified a value of 'Smith' in the 'Value' field, Enrollment Manager searches for a value like 'Smith' such as 'Smithon' or 'Smithers'. within: If you select a UDF that is defined as a date type, you can use this term. Three combo boxes appear: two boxes enabling you to determine the range of your search and a box specifying the period (e.g. an hour, 12 hours, a year) for which you are searching. If you select either less than or greater than as a second search argument, a check box appears to the right of the second search argument picklist. or equal to: This checkbox will appear if you select less than or greater than in the second search field argument. Check this box to indicate that the search term is actually less than or equal to, or greater than or equal to.
Search field Variable field	After you have selected an option in the 'Field' combo box and the required options in the 'Function' fields, one or more panes or combo boxes appear below the argument combo box. Click the search box to type as you begin typing, and suggested results will appear below the search box, if one of the suggested results is the item you need, simply click on it to be taken to it directly. Click the variable field box to use the drop-down list to select the component directly. Depending on the size of the database there might be a delay in retrieving and populating this list.
Value Field	Enter a value for this search in this text window. The functions you selected above apply to this. If your selected argument is “is equal to”, all values relevant to this Value Field appear. For example, if you specified Last Name in the 'Field' picklist and is equal to in the 'Function' picklist, all relevant last names appear in this field. Click to select one or more values relevant to your present search. If you have selected either between or within as your second search argument, two new text fields appear like in this example: If you specified an like condition and are trying to find a variation of the value you entered in the 'Value' field, use any of several wildcards including %, _, [ ], and [^].
Add	Click this button to add this element. If you edit the argument after it is added, the button changes to Update.
Search Results Window	All added arguments are displayed in the Search Results Window. If more than one argument appears here, then additional conditions, like AND or OR are added here.
Apply Search	Click this button to begin the search on all the groups.
Close	Click this button to close the search and return to Enrollment.

Find Credential

When you click the Find Credential, the below window appears.

The Find Credential looks for specific credential information by entering data for the following fields:

Credential ID	Selecting this radio button allows you to search on the unique Credential ID number of a particular person's credential.
Card Stamp Number	Selecting this radio button allows you to search on the Card Stamp Number field if populated within the credential. This is not a mandatory field so it might not be used. The card stamp number is the number that appears printed on the card.
Match Code	Selecting this radio button allows you to search on the MATCH field of a credential. If you are using PIN only credentials then this field will be blank.
Card Data	Selecting this radio button allows you to search on the Data field of a credential.
PIN Code	Selecting this radio button allows you to search on the PIN code of a credential. If you are using Card only credentials then this field will be blank.
Apply search	Click this button to search the database for the specified credential.
Contains criteria	This checkbox is activated while selecting Credential Stamp Number, Match Code and Card Data. It is grayed out for Credential ID and PIN Code. We can input partial information if we don't remember the full number and apply a search.

Search Results table

After doing a search with any of the previous criteria, we will see the available credentials that match the criteria. The available column information will depend on the user personal Column Configuration in Unassigned and Guest Credentials by clicking on the gear icon .

Action	This lists the associated Settings, Preview Badge, and Print Badge of the associated credentials. Refer to Credentials and Preview Badge and Print Badge for more details.
PID	This is a read-only field displaying the unique Person ID associated with this person.
CID	This is a read-only field displaying the unique Credential ID associated with this credential.
Last Name	This is a read-only field displaying the last name of the person associated with this credential.
First Name	This is a read-only field displaying the first name of the person associated with this credential.
IDF	This is a read-only field displaying the ID Format associated with this credential.
Function	This is a read-only field displaying the type of function associated with this credential.
Description	This is a read-only field displaying the description given to this credential.
Status	This is a read-only field displaying the current status of the credential.
Issue Status	This is a read-only field displaying your Current Issue Status for this credential.
Expires On	This is a read-only field displaying the date\time when the credential will expire.
Last Access	This is a read-only field displaying the date\time of the last access granted for this credential.
Last Door	This is a read-only field displaying the name of the last door where this credential had an access-granted transaction.
Tag	This is a read-only field displaying whether or not the credential is set to generate a tag alarm.
Alert	This is a read-only field displaying whether or not the credential is set to generate an alert notification.
Stamp	This is a read-only field displaying the Stamp number given to this credential.
Pagination	Click the link to know more about Pagination functions.

Add Credential

To assign a new credential to a person:

Click the Enrollment tab and select the person to whom you want to assign a credential to.

From Credentials, click the Add Credential button. Select a Default or existing Credential Template or Click the Add Credential option. The Credential Properties window appears.

General Tab in Credential Properties

General Tab

General Tab
ID	This is a read-only field. The system generates this unique ID number for each credential created. This is also known as the Credential ID.
Link to	Check this box to link this credential to a Credential Template specified in the picklist. This means that if this Credential Template is changed, the credentials associated with this template also change. A pop-up confirmation box will appear asking you to confirm your action. If this box is not checked, this credential is independent of any Credential Template.
Badge Template	From the drop-down list, select the Badge Template you want to associate to this credential. Only those Badge Templates already defined and associated with your Role are displayed in this drop-down list. Badge Templates are created from the Velocity application using Badge Designer. A Badge Template must be selected in order to Preview and/or Print a Badge using this icon .
Description	Enter a brief description for this credential (up to 50 characters).
IDF	Select one of the available IDFs from the drop-down list. The default is, 1 - Keypad. The options are: 0 - Badge Only 1 - Keypad 2 - Card 3 - Dual 4 - Card+Dual 5 - Keypad+Dual 6 - Keypad+Card 7 - Keypad/Card/Dual
Card	If you select any card IDF option (card, dual, card+dual, keypad+dual, keypad+card, or keypad/card/dual) from the IDF field, this section is activated.
Type	Select from the drop-down list the type\format of card this is. The default is, Std 26-Bit Wiegand. The options are: Std 26-Bit Wiegand Std 27-Bit Wiegand Std 28-Bit Wiegand Std 29-Bit Wiegand One-Field ABA Special 1 - 30 Passthrough Special 32 - 37 Octal passthru Special 39 200-bit FASCN 200-bit 37-Bit Wiegand hex 37-Bit Wiegand NP hex Octal to Hex
Stamp #	This optional field is most often used for record-keeping. This is the number that is printed on the card (normally on the backside).
Data	Type the data appearing on this card. This is for manual registration only, use an enrollment station if one is connected. This number is often the same as the hot stamp number. If you are not swiping this card to generate a MATCH number, this field must be filled in order to generate a MATCH number. Please refer to your card provider for these details.
MATCH	Do one of the following: Enter numbers in the 'Data' field (hit Enter key), and Velocity automatically generates a MATCH number for this field. Type in the MATCH number from the cross-reference list. Swipe the new card through the attached enrollment station. The field is automatically populated. This is usually an 8 - 16 digit number, but it is a 32 digit number for a 200-bit card.
Activation /Expiration Date
Activate	The date and time when the credential will become active.
Expire	The date and time when the credential will no longer be active. If the person possessing the credential attempts to use this credential after the expiration date, the system will deny the attempt. If you want to activate this feature and change the date that appears in this field: Check the 'Expire' box to the left of the field Click the button, the Set Expiration Dialog appears Specify the date and time; either a specific date or a UDF date Click OK If a credential is linked to a Credential Template then setting the linked Credential Template’s expiration date to a future date will override and re-enable linked credentials that are currently disabled.
On Expiration	This field is activated when the 'Expire' checkbox is selected. Three options are available: Disable - click this radio button to indicate that this card/code is disabled on expiration. The card/code is stored in the database and cannot be reused. Delete from Controllers - click this radio button to indicate that this card/code is deleted from all controllers. The card/code is stored in the database and cannot be reused. Disable and Unassign - click this radio button to indicate that this card/code is disabled and unassigned at expiration. The card/code is stored in the database and can be reused by selecting the credential from unassigned, assigning the unassigned credential to a person, then re-activating it. This feature will not work unless the Activate/Deactivate Credentials schedule is enabled in the Scheduling Agent. This is done from Velocity.
Code	If you select any keypad option -- including keypad, dual, card+dual, keypad+dual, keypad+card or keypad/card/dual -- from the IDF field, this section is activated.
Length	Use the drop-down to specify how many digits this code must be. The range is 3 - 15 digits. The default is 4 digits.
PIN/Confirm	Either type in a new PIN in the field or click Auto to automatically generate a PIN. Confirm PIN field will be displayed when the Display PIN option is unchecked in the Velocity application. In this mode pins entered cannot be viewed or auto generated.
Auto	Click this button to automatically generate a new pin code.
Duress Digit	Use the drop-down to specify a duress digit for the credential. The available duress digits are 1 - 9. The default is 0, indicating that no duress digit is required for this code.
Apply Changes	Click this button to save changes.
Cancel	Click this button to discard changes and exit this window.

Set Expiration Date

The expiration date in the General tab of the Credential Properties determines when the credentials become disabled.

Expire	Click to check this box if you want this credential to expire on a specific date and time. The date\time field to the right is activated.
	At the date field, use the down arrow, to the right of this combo box to display a calendar. Select the month and day on which this card/code is expired. You can use the arrow keys to go side to side or up and down for values. The current time is automatically supplied. To change this, click in the time fields and enter new values as required.
Expire on UDF Date	Click to select this radio button if you want this credential to expire on a date specified by a value in a UDF field. The time when the expiration takes place is always the end of the last minute before midnight (11:59 PM) on the date designated by the UDF.
OK	Clicking OK returns to the Credential Properties General page. The expiration date you specified now appears in the 'Expire' field.

Functions Tab in Credential Properties

Function Category	From this drop-down list, select the function category for this credential. The categories include: Access Relay Alarm Password Special Function Group The fields below will change depending on the function category selected.
Function	From this drop-down list, select the function. The options will vary depending on the Function Category selected above.
Door Group	If you select Access or Password from the 'Function Category' drop-down list, this combo box appears. Select a Door Group from the list based on your Role permissions.
Controller