The access management and accounting system is designed to manage access to premises and to account for incoming/outgoing staff. The system allows you to control access to specific premises and keep records of working time. The implemented solutions provide managers with real-time information on deviations from planned procedures.
The access management and accounting system consists of employee and workstation identifiers, mechanical access barriers and software for accounting and management. Information on work sites and employees is recorded in a server accounting software, which then collects all the information on employee registrations at the sites and allows tabulation and analysis of work records.
Employee registration options
Mobile phone app that records the employee’s geographical coordinates (GPS)
An app is installed on employees’ phones, which, when activated, estimates the geographical coordinates and sends them to the accounting server. It records all employees and their table numbers, as well as the geographical coordinates of the objects and the possible error if the object is geographically large.
NFC tags are placed at work sites, and employees check in by placing their phone against the tags
NFC tags (stickers, floppy disks, etc.) are attached to work sites and an app is installed on employees’ phones to read these NFC tags. The tag numbers are also recorded on the phones when the app is installed.
These NFC tags can also be used for marketing purposes: promotional information (a link to the company’s website, a promotional video, a contact phone number, etc.) is recorded on the NFC tag and can be read by passers-by on their own phones.
Employees are issued with a company card or branded NFC fobs, which they use to check in at NFC terminals installed on the premises
An employee’s NFC card or pendant is a plastic card with a contactless e-chip inside. The e-chip on the card can store information like a business card (name, job title, company, phone number).
NFC card readers are installed in workplaces, where employees attach their cards or fobs when they arrive and leave work. The reader transmits information to the server about which worker checked in at which facility, at what time.
Stationary card readers with access control
The input is a modern 13.56 MHz card reader (based on the latest NFC standard (analogous to bank and transport e-ticket cards)), with an online controller (connected directly to the company’s internet network). They also have a keypad for PIN entry, which can also identify the employee. The latest models can identify employees by fingerprints or face. The management software registers all employee cards and biometric data and determines which doors employees can pass through at which times.
Working time recording system with alcotester
The Alcotested Time and Attendance System is designed to record when employees come and go from work, with additional monitoring of their alcohol content.
Managers can register staff cards on site using their phone
If it is not possible or not desirable to install badges or readers at the site, employees can be registered by the responsible managers on their NFC phone with the accounting app installed. Once activated, the facility is selected, the employee’s card is scanned and the ‘In’ or ‘Out’ button is pressed.
Mechanical barriers – access control and security measures
Electromagnetic door lock
The door is opened by releasing the electromagnetic lock. The locks themselves can be of 2 types:
Electromagnet above the door
Electric door lock
Turnstiles
Electromechanical turnstile T-5
Two-way electromechanical turnstile with a throughput of up to 30 people per minute. Built-in lock allows the bars to be unlocked with a key. The turnstile can be operated by a remote control or an access control system. Card readers are mounted separately next to the turnstile
Electromechanical turnstile TTD03.2
Two-way electromechanical turnstile with LED indicator, with a throughput rate of up to 30 people per minute. Built-in lock allows the bars to be unlocked with a key, the turnstile can be operated by a remote control or by an access control system, card readers are mounted separately next to the turnstile.
Software for passage accounting
The software for access control is designed to collect employee entry/exit data from access control devices and display it in a form that is user-friendly for managers. The number of control devices can be large and spread over different cities. Copies of the main windows are attached below.
The passage register provides information on who arrived or left, where, and when. There is also sorting by departments, employees, dates, absenteeism, and data export to excel, accounting software or business management system.
The spreadsheet app counts all intermediate entrances and exits and accurately counts the time worked, and counts the lunch break. If necessary, it rounds off the hours or displays the time worked to the nearest minute. Shift and fixed start function: once an hourly rate has been selected, the software calculates the salary. Special entries can be made to the employee’s day or documents can be attached, staged acts . When calculating the salary by hours, a pay slip is printed. The spreadsheet is converted into a national form.
Software and hardware investments
Opportunities for system development
Acoris Access access control systems have the possibility to extend their functions: to use existing cards to unlock lockers, to enter the car park, to register arrivals at customers’ premises, to rent and account for inventory, to pay for services and goods, etc.
Benefits of the system
The system ensures security by restricting access to specific rooms/areas to those who are authorised. Can also be used for individual events. Saves resources: optimisation and automation of staff time-keeping, automatic completion of timesheets.
The system has been successfully used by educational establishments, construction and manufacturing companies, business centres, entertainment venues and sports clubs.