Dashboard Statistics

The Statistics section of the Dashboard provides real-time counts of key metrics for your selected location.

Recent Activity

The Recent Activity section displays a chronological log of events in your SureEntry system, helping you monitor what's happening at your location.

Activity Filters

You can filter the activity log by type:

• All: Shows all activity types
• Check-ins: Shows only check-in events
• Check-outs: Shows only check-out events
• System: Shows system events like logins and configuration changes

Activity Types

The activity log can display various types of events, including:

• Admin logins
• User check-ins and check-outs
• Client token generation
• CSV imports
• Location additions or changes
• User additions or modifications

Quick Access Features

The Dashboard provides quick access to frequently used features to help you manage your SureEntry system efficiently.

Adding Users

You can add new users to your SureEntry system individually using the Add Family/Add User button.

Managing Users

The Parents/Users page provides several tools for managing existing users in your system.

User List Columns

The user list displays the following information:

• ID: Unique identifier for each user
• Name: User's full name
• Email: User's email address
• PIN Status: Shows whether the user has a default PIN or has changed it
• Status: Active or Inactive
• Created: Date when the user was added to the system

Action Buttons

Each user entry has several action buttons:

• Toggle Status: Switch between Active and Inactive status
• Reset PIN: Reset the user's PIN to the default
• Add Child to Parent: (Family System only) Add a child to this parent's account
• View Attendance Report: See check-in/out history for this user
• Delete Parent: Remove the user from the system

Searching for Users

You can search for specific users using the search box at the top of the page. The search function looks for matches in both names and email addresses.

Bulk Import

The Bulk Import feature allows you to add multiple users to your system at once by uploading a CSV file.

Adding Children

In the Family System, children are always associated with a parent. There are two main ways to add children to your system:

Method 1: Add Child to Existing Parent

Method 2: Bulk Import

You can also add multiple children at once using the Bulk Import feature:

• Prepare a CSV file with both parent and child information
• Use the Bulk Import feature from the Parents page
• The system will create both parent and child records and establish the relationships between them

Managing Children

The Children page provides tools for managing existing child records in your system.

Child List Columns

The child list displays the following information:

• ID: Unique identifier for each child
• First Name: Child's first name
• Last Name: Child's last name
• Parent Name: Associated parent's name
• Parent Email: Associated parent's email
• Status: Active or Inactive
• Check-in Status: Checked In or Checked Out
• Created: Date when the child was added to the system

Action Buttons

Each child entry has several action buttons:

• Toggle Status: Switch between Active and Inactive status
• Edit Child: Modify the child's information
• View Attendance Report: See check-in/out history for this child
• Delete Child: Remove the child from the system

Searching for Children

You can search for specific children using the search box at the top of the page. The search function looks for matches in child names, parent names, and parent emails.

Monitoring Check-ins

The Active Check-ins page provides a real-time view of everyone currently checked in at your location.

Check-in List Columns

The check-in list displays the following information:

• Child/Individual Name: Name of the checked-in person
• Parent Name: (Family System only) Associated parent's name
• Check-in Time: Timestamp when the check-in occurred
• Actions: Buttons for managing the check-in

Searching Active Check-ins

You can search for specific check-ins using the search box at the top of the page. This is particularly useful when you have many active check-ins and need to quickly find a specific person.

Manual Check-in/out

While most check-ins and check-outs will be performed through the kiosk interface, administrators can manually manage these processes when necessary.

Manual Check-out

To manually check out someone who is currently checked in:

1. Navigate to the Active Check-ins page
2. Find the person you want to check out
3. Click the "Check Out" action button for that person
4. Confirm the action when prompted

Manual Check-in

To manually check in someone:

1. Navigate to the Children page (Family System) or Parents/Users page (Adult System)
2. Find the person you want to check in
3. Click the "Check In" action button for that person
4. Confirm the action when prompted

Attendance Reports

Attendance reports provide detailed information about check-ins and check-outs over a specified period.

Individual Attendance Reports

You can view attendance history for a specific individual:

1. Navigate to the Parents/Users page (or Children page in Family System)
2. Find the person whose attendance you want to view
3. Click the "View Attendance Report" action button for that person
4. Set the date range for the report
5. View the detailed check-in/out history

Location Attendance Reports

You can also generate attendance reports for your entire location:

1. Navigate to the Reports section
2. Select "Attendance Report" from the available report types
3. Set the date range and any other filters
4. Generate the report

Exporting Data

SureEntry allows you to export report data for use in external systems or for record-keeping purposes.

Export Formats

Data can be exported in several formats:

• CSV: For use with spreadsheet applications like Excel
• PDF: For formal documentation and printing
• Print View: For direct printing from the browser

How to Export Data

1. Generate the report you want to export
2. Click the "Export" button at the top of the report
3. Select your desired export format
4. Save the exported file to your computer

Setting Rates

Before you can calculate invoices, you need to set up your rate structure.

Location Rate Setup

1. Navigate to the Settings section
2. Select your location
3. Find the "Invoice Settings" section
4. Enable invoice calculation
5. Set your base hourly rate
6. Save your changes

Calculating Invoices

Once your rates are set up, you can calculate invoices based on attendance data.

Generating Invoice Calculations

1. Navigate to the Invoice Calculation section
2. Select the date range for your calculation
3. Choose whether to calculate for all users or specific users
4. Click "Generate Calculation"
5. Review the calculated results

Understanding the Calculation

The invoice calculation shows:

• User name and ID
• Total attendance hours/days
• Applied rate
• Calculated amount
• Breakdown by date (if applicable)

Exporting Calculations

You can export your invoice calculations for use with external billing systems:

1. Generate the invoice calculation
2. Click the "Export" button
3. Choose your export format (CSV or PDF)
4. Save the exported file

System Configuration

System configuration settings allow you to customize how SureEntry works for your organization.

General Settings

• Organization Name/Timezone Set the Organization's name and defailt timezone (locations within the Organization can have different names and timezones)
• CSV Import Templates Download templates to populate with your actual user data.

  Reminder: SureEntry allows header mapping, so your existing CSV's will work. Templates are just for convenience.

• Regpack API Configuration Input your Regpack API ID, Regpack API User, and Regpack API Token for Regpack Sync Enterprise

Location Settings

Location settings allow you to configure the specific parameters for each of your locations.

Basic Location Settings

• Location Name: The name displayed throughout the system
• System Type: Family or Individual (set during creation, cannot be changed)
• Timezone: Local timezone for accurate time reporting
• Invoice Calculation: Hourly billing rate for this location Pro+
• Regpack Sync: Regpack connection information to directly import users Enterprise

Multiple Locations

If you have multiple locations, you can:

• Add new locations
• Switch between locations using the location selector
• Configure each location independently
• Set different system types for different locations

Adding a New Location

1. Click the "+" icon next to the location selector
2. Enter the new location's name
3. Select the system type (Family or Adult)
4. Configure other location settings
5. Save the new location

User Permissions

User permissions control what different administrators can access and modify in your SureEntry system.

Administrator Roles

SureEntry supports different administrator roles:

• Owner: Full access to all features and settings; can invite managers and set their allowed location(s)
• Manager: Full access to allowed locations, no access to settings tab

Managing Administrator Accounts

1. Navigate to the Settings section
2. Select "Admins"
3. View existing administrator accounts
4. Add new administrators or modify existing ones
5. Set appropriate permission levels

Setting Up Kiosk

Setting up the SureEntry kiosk is a straightforward process:

User Experience

The kiosk interface is designed to be simple and intuitive for users to check in and out.

Check-in Process

Family System vs. Adult System

PIN Management

PINs are used to securely authenticate users at the kiosk without requiring full password entry.

First-time PIN Setup

When a user logs in for the first time, they will be prompted to create a PIN:

1. User enters their email
2. System recognizes it's their first login
3. User is prompted to create a 4-digit PIN
4. User confirms the PIN by entering it again
5. PIN is saved and user proceeds to check-in/out

Admin PIN Management

Administrators can reset PINs if users forget them:

1. Navigate to the Parents/Users page in the admin dashboard
2. Find the user whose PIN needs to be reset
3. Click the "Reset PIN" action button
4. Confirm the reset action

After a PIN reset, the user will be prompted to create a new PIN on their next login.

Kiosk Settings Family System Only

In the Family System, users have access to settings within the kiosk interface.

Accessing Kiosk Settings

1. User logs in with their PIN
2. User taps the settings icon at the top-right of the interface

Available Settings

The settings menu provides access to:

• Notifications: Parent can opt into notification emails when their child(ren) are checked in or out
• Authorized Users: Parent can add/manage individuals authorized to check their child(ren) in or out
• Authorized User Activity: Parent can view recent check-ins/out by their authorized users

Data Protection

SureEntry employs multiple measures to protect your data from unauthorized access or exposure.

Data Encryption

• Data in Transit: All data transmitted between your browser and our servers is encrypted using industry-standard TLS (Transport Layer Security) protocols
• Data at Rest: Information stored in our databases is encrypted to prevent unauthorized access
• Secure Connections: All connections to SureEntry use HTTPS to ensure secure data transmission

Data Privacy

• Data Minimization: We only collect information that's necessary for the platform to function
• User Control: Administrators have full control over user data and can modify or delete records as needed
• Compliance: Our practices are designed to comply with relevant data protection regulations

Backup and Recovery

• Regular Backups: System data is backed up regularly to prevent loss
• Disaster Recovery: Procedures are in place to restore data in case of system failures
• Data Retention: Data is retained until you request that we delete it

Access Control

SureEntry implements multiple layers of access control to ensure only authorized users can access sensitive information.

User Authentication

• Admin Authentication: Email and password-based login for administrative access
• PIN-Based Security: Simple but secure PIN authentication for kiosk users
• Password Requirements: Enforced password strength for administrator accounts
• Session Management: Automatic timeouts for inactive sessions

Role-Based Access

• Administrator Roles: Different permission levels for different types of administrators
• Principle of Least Privilege: Users only have access to what they need
• Access Logs: System tracks who accesses what information

Kiosk Security

• Temporary Tokens: Kiosk access uses temporary tokens that expire
• PIN Authentication: Users must enter PINs to access their accounts
• Limited Access: Kiosk users can only access their own information

Security Best Practices

While SureEntry is designed with security in mind, following these best practices will help ensure the highest level of security for your organization.

Administrator Best Practices

• Strong Passwords: Use strong, unique passwords for administrator accounts
• Regular Audits: Periodically review user access and permissions
• Prompt Updates: Keep your browsers and devices updated
• Careful Permission Assignment: Only give users the access they need
• Regular Monitoring: Check activity logs for unusual patterns

Kiosk Device Security

• Physical Security: Secure kiosk devices when not in use
• Dedicated Devices: Use dedicated devices for kiosks when possible
• Kiosk Mode: Use browser kiosk mode or kiosk apps to prevent unauthorized access
• Regular Token Refresh: Periodically regenerate kiosk access tokens

User Education

• PIN Security: Encourage users to keep their PINs confidential
• Secure PIN Selection: Advise against easily guessable PINs
• Privacy Awareness: Remind users about the importance of data privacy
• Reporting Issues: Establish a process for reporting security concerns