Inviting Team Members

A visitor management system is only as effective as the team behind it. KyberAccess makes it easy to invite front-desk operators, security staff, hosts, and administrators to your account — each with the right level of access for their role. This guide covers everything you need to know about adding team members, assigning roles, and managing permissions.

Understanding Roles

Before inviting anyone, it helps to understand the three core roles in KyberAccess:

Admin

Full access to every feature in the system. Admins can:

• Manage all settings (locations, visitor flows, integrations, billing)
• Add and remove team members
• View and export all reports and analytics
• Configure watchlists and background screening
• Manage kiosks and badge printing
• Access the API and developer settings

Best for: IT administrators, office managers, security directors, and account owners.

Front Desk

Operational access for the people who interact with visitors daily. Front Desk users can:

• Check visitors in and out
• Print badges
• View the visitor log for their assigned location(s)
• Pre-register visitors on behalf of hosts
• Handle walk-in registrations
• Initiate emergency evacuations

Front Desk users cannot change system settings, manage other team members, or access billing.

Best for: Receptionists, front-desk staff, lobby attendants, and security guards.

Host

Minimal access for employees who receive visitors. Hosts can:

• Receive notifications when their visitor arrives (email, push, SMS)
• View their own upcoming and past visitors
• Pre-register visitors they are expecting
• Approve or deny visitor access from their notification

Hosts cannot access the admin dashboard, view other people's visitors, or change any settings.

Best for: Any employee in the organization who receives visitors — managers, team leads, individual contributors.

How to Invite Team Members

Inviting Individually

1. Log in to KyberAccess at app.kyberaccess.com with an Admin account.
2. Navigate to Settings → Team Members.
3. Click the + Invite Member button in the top-right corner.
4. Fill in the invitation form:
   • Email Address — the team member's work email
   • First Name and Last Name — for display purposes and visitor notifications
   • Role — select Admin, Front Desk, or Host from the dropdown
   • Location(s) — assign one or more locations this person operates at or receives visitors at
5. Optionally, toggle Send Welcome Email (enabled by default) to email the invitation immediately.
6. Click Send Invitation.

The invited user receives an email with a link to set up their account. The link expires after 7 days. If it expires, you can resend the invitation from the Team Members page.

Bulk Inviting

For organizations adding many team members at once, KyberAccess supports bulk import:

1. Navigate to Settings → Team Members.
2. Click Import Members (next to the + Invite Member button).
3. Download the CSV template by clicking Download Template.
4. Fill in the CSV with one row per team member:

   email,first_name,last_name,role,locations
   john@company.com,John,Smith,host,"HQ Lobby"
   jane@company.com,Jane,Doe,frontdesk,"HQ Lobby,Building 2"
   mike@company.com,Mike,Wilson,admin,""
   

5. Upload the completed CSV file.
6. Review the preview table — KyberAccess highlights any errors (invalid emails, unknown locations) in red.
7. Click Import to send all invitations at once.

Tip: When importing hosts, leave the locations field empty to assign them to all locations by default. You can refine assignments later.

Syncing from a Directory

If your organization uses Google Workspace or Microsoft 365, you can sync team members directly from your directory:

1. Navigate to Settings → Integrations.
2. Click Google Workspace or Microsoft 365.
3. Authenticate with your organization's admin account.
4. Under Directory Sync, choose which groups or organizational units to import.
5. Set the default role for imported users (typically Host).
6. Enable Auto-Sync to automatically add new employees and deactivate departing ones.

Note: Directory sync adds users as Hosts by default. You can promote individual users to Front Desk or Admin from the Team Members page after import.

Managing Existing Team Members

Editing a Team Member

1. Go to Settings → Team Members.
2. Find the team member in the list (use the search bar or filter by role/location).
3. Click their name to open their profile.
4. Update any fields — role, locations, contact information, notification preferences.
5. Click Save Changes.

Deactivating a Team Member

When someone leaves your organization or no longer needs access:

1. Go to Settings → Team Members.
2. Click the team member's name.
3. Click Deactivate at the bottom of their profile.
4. Confirm the deactivation.

Deactivated users cannot log in, but their historical visitor data remains intact for audit purposes. You can reactivate them at any time by clicking Reactivate on their profile.

Important: Deactivating is preferred over deleting. Deleting a team member permanently removes them and may affect historical visitor records where they were listed as a host.

Resending Invitations

If a team member's invitation expired or they lost the email:

1. Go to Settings → Team Members.
2. Find the user — they will show a Pending status badge.
3. Click the ⋮ (more) menu next to their name.
4. Select Resend Invitation.

A fresh invitation email is sent with a new 7-day link.

Notification Preferences

Each team member can customize how they are notified when a visitor arrives:

1. The team member logs into their own account at app.kyberaccess.com.
2. Click their avatar in the top-right corner → My Profile.
3. Under Notification Preferences, toggle:
   • Email — receive an email when a visitor checks in
   • Push Notification — browser or mobile push notification
   • SMS — text message notification (requires a verified phone number)
4. Click Save Preferences.

Admins can also set default notification preferences for all new team members under Settings → Notifications → Default Preferences.

Tip: For hosts who receive frequent visitors, SMS notifications can be noisy. We recommend email + push as the default, with SMS reserved for VIP guests or high-security environments.

Location-Based Access

Team members can be assigned to specific locations, which controls what they see and can do:

• Front Desk users only see visitors at their assigned locations.
• Hosts only receive notifications for visitors arriving at their assigned locations.
• Admins can view all locations regardless of assignment.

To update location assignments:

1. Go to Settings → Team Members.
2. Click the team member's name.
3. Under Assigned Locations, add or remove locations.
4. Click Save Changes.

Common Questions

Can a team member have multiple roles? No. Each user has a single role. If someone needs both front-desk and host capabilities, assign them the Front Desk role, which includes all Host permissions plus check-in/out abilities.

Is there a limit to how many team members I can invite? This depends on your subscription plan. Check Settings → Billing for your current plan limits. Most plans include unlimited Host accounts.

Can hosts pre-register visitors on their own? Yes. Hosts can pre-register visitors from their dashboard. The visitor receives an email with check-in instructions and a QR code.

What happens when a host is deactivated? Visitors already pre-registered under that host are reassigned to the location's default host (configurable under Settings → Locations). Future visitors can no longer select the deactivated host.

Troubleshooting

Need help managing a large team rollout? Contact us at support@kyberaccess.com — we offer guided onboarding sessions for organizations with 50+ team members.