Setting Up ID Scanning

ID scanning is one of KyberAccess's most powerful security features. When enabled, it uses your device's camera to capture and parse the barcode on government-issued identification cards — automatically extracting the visitor's name, date of birth, address, and ID number in seconds. This eliminates manual data entry, reduces errors, and creates a verifiable record of every visitor's identity. This guide walks you through setting up and optimizing ID scanning for your facility.

What ID Scanning Does

When a visitor presents their ID, KyberAccess performs several actions simultaneously:

1. Barcode Parsing — reads the AAMVA-standard barcode (PDF417 format) found on the back of US and Canadian driver's licenses and state-issued IDs. This extracts structured data including:

   • Full legal name (first, middle, last)
   • Date of birth
   • Address (street, city, state, ZIP)
   • ID number and expiration date
   • Gender and eye color
   • ID issuing jurisdiction

2. Photo Capture — takes a high-resolution photograph of the ID itself, stored as part of the visit record for compliance and audit purposes.

3. Auto-Fill — populates the visitor check-in form with the parsed data, eliminating the need for the front-desk operator to type anything.

4. Age Verification — if configured, automatically verifies the visitor meets a minimum age requirement.

5. Duplicate Detection — cross-references the ID data against existing visitor records to identify returning visitors and prevent duplicate entries.

6. Watchlist Screening — if background screening is enabled, the parsed name and date of birth are immediately checked against your configured watchlists.

Enabling ID Scanning

Step 1: Enable in Settings

1. Log in to app.kyberaccess.com with an Admin account.
2. Navigate to Settings → Visitor Check-In → Check-In Flow.
3. Find the ID Scanning step in the flow list.
4. Toggle it to On.
5. Drag the step to the desired position in your check-in flow (we recommend placing it early — usually first or second).
6. Click the gear icon next to ID Scanning to configure options:
   • Required vs. Optional — choose whether front-desk staff can skip the ID scan
   • Scan Mode — "Barcode Only" (back of ID) or "Full ID" (captures both front and back)
   • Photo Capture — toggle whether to store a photo of the physical ID
   • Auto-Fill Fields — choose which parsed fields auto-fill the check-in form
7. Click Save Flow.

Step 2: Configure Camera Settings

1. Navigate to Settings → Devices → Cameras.
2. If you have multiple cameras connected to the workstation, select the one to use for ID scanning.
3. Configure the resolution:
   • Recommended: 1080p or higher for reliable barcode parsing
   • Optimal: 4K (3840 × 2160) for the fastest and most accurate barcode reads
4. Set the Scanning Mode:
   • Continuous — the camera stays active during the check-in flow, ready for instant scanning
   • On-Demand — the camera activates only when the operator clicks "Scan ID"
5. Click Save.

Step 3: Test the Setup

Before going live, test with a real ID:

1. From the Dashboard, click + Check In.
2. When the ID scanning step appears, position a driver's license (barcode side) in front of the camera.
3. Hold the ID steady, approximately 6–10 inches from the camera lens.
4. KyberAccess highlights the detected barcode with a green overlay and parses the data.
5. Verify the parsed information matches the ID.
6. If the scan fails, adjust the camera position, lighting, or resolution (see Troubleshooting below).

Camera Setup and Positioning

The quality of your ID scanning experience depends heavily on camera selection and positioning.

Recommended Cameras

For the best results, use a dedicated external USB camera at each front-desk workstation:

Optimal Positioning

• Distance: 6–10 inches between the camera lens and the ID
• Angle: Camera should look straight down at the ID (perpendicular), not at an angle
• Lighting: Bright, even lighting with no glare on the barcode. Avoid fluorescent lights that create banding
• Background: Use a dark, non-reflective surface (a dark desk mat works well) to improve contrast
• Mounting: A gooseneck or articulating arm mount provides the most consistent results

Tip: Create a "scanning spot" on the front desk — a small marked area where visitors place their ID. This gives consistent distance and angle for every scan.

Supported ID Types

Fully Supported (Barcode Parsing)

KyberAccess reads AAMVA-standard PDF417 barcodes, which are present on:

• US Driver's Licenses — all 50 states, DC, and territories
• US State-Issued ID Cards — non-driver identification cards
• Canadian Driver's Licenses — all provinces and territories
• US Military ID — Common Access Cards (CAC) with PDF417 barcodes

Partially Supported (Photo Capture Only)

For IDs without AAMVA barcodes, KyberAccess captures a photo but cannot auto-fill data:

• Passports — the photo page is captured; the operator manually enters the name
• International Driver's Licenses — photo captured; manual data entry
• Student IDs, employee badges — photo captured for record

Note: For passport MRZ (Machine Readable Zone) scanning, contact your account manager about enabling the passport reading module — it can parse the two-line code at the bottom of the passport photo page.

ID Scanning in Different Check-In Scenarios

Front Desk Walk-In

1. Operator clicks + Check In → New Visitor.
2. The Scan ID step appears in the check-in flow.
3. The visitor hands their ID to the operator.
4. The operator positions the barcode in front of the camera.
5. KyberAccess parses the data and auto-fills the form.
6. The operator verifies the data, makes any corrections, and proceeds to the next step.

Front Desk Pre-Registered Visitor

1. The visitor's pre-registration data is already in the system.
2. The Scan ID step still appears for identity verification.
3. When the ID is scanned, KyberAccess compares the parsed name against the pre-registration record.
4. If they match, a green checkmark confirms the identity.
5. If they do not match, a warning is displayed for the operator to review.

Kiosk Self-Service

1. The visitor reaches the ID scanning step on the kiosk.
2. The kiosk displays instructions: "Please hold the back of your ID up to the camera."
3. On iPad kiosks, the visitor uses the rear camera to scan their ID.
4. The kiosk parses the barcode and auto-fills the form.
5. The visitor confirms the information and proceeds.

Tip: For kiosk setups, add a small mirror or instruction sticker showing visitors where to hold their ID relative to the camera.

Data Privacy and Storage

ID scanning involves sensitive personal information. KyberAccess handles this data with care:

What Is Stored

• Parsed Data — name, date of birth, address, and ID number are stored in the visit record
• ID Photo — the photograph of the physical ID is stored securely
• Selfie — if photo capture is also enabled, the visitor's selfie is stored alongside the ID photo

Data Retention

Configure how long ID data is retained:

1. Navigate to Settings → Privacy → Data Retention.
2. Set the retention period for visitor records:
   • 30 days — minimum recommended for most organizations
   • 90 days — standard for compliance-focused organizations
   • 1 year — recommended for high-security environments
   • Custom — set any duration
3. After the retention period, visit records (including ID photos) are permanently deleted.
4. Click Save.

Access Controls

• Only Admin and Front Desk users can view ID photos
• Hosts see the visitor's name and photo but not their ID data
• ID data is encrypted at rest and in transit
• Audit logs track every time an ID record is viewed

Advanced Configuration

Visitor Type-Specific Rules

Different visitor types may have different ID requirements:

1. Navigate to Settings → Visitor Types.
2. Click the visitor type to edit (e.g., "Contractor," "Guest," "Delivery").
3. Under ID Requirements, set:
   • Required — the visitor must present an ID
   • Optional — the operator can skip the ID scan
   • Not Required — ID scanning is skipped for this visitor type
4. Click Save.

Example: You might require ID scanning for all Guests and Contractors but make it optional for Deliveries.

Duplicate ID Detection

When KyberAccess scans an ID it has seen before:

1. A "Returning Visitor" notification appears with the previous visit details.
2. The operator can choose to:
   • Link the new visit to the existing visitor record
   • Create New if the visitor insists they have not been before (rare — usually a data entry difference)
3. Previously captured information auto-fills, further speeding up the process.

Age Verification

For venues with age restrictions:

1. Navigate to Settings → Visitor Check-In → ID Scanning → Age Verification.
2. Toggle Enable Age Verification.
3. Set the Minimum Age (e.g., 18 or 21).
4. Configure what happens when verification fails:
   • Display a warning to the operator
   • Block check-in entirely
   • Notify a manager
5. Click Save.

Troubleshooting

Best Practices

1. Always position early in the flow — scan the ID before other steps so the auto-filled data is available for NDA signing, badge printing, etc.
2. Train your staff — show front-desk operators the ideal distance and angle for scanning. A 5-minute training session prevents weeks of frustration.
3. Use a scanning mat — a dark, non-reflective surface with a marked "place ID here" area ensures consistency.
4. Test weekly — run a quick test scan to ensure the camera, lighting, and software are all working properly.
5. Keep the camera clean — dust and fingerprints on the lens degrade barcode reading performance.

Need help selecting a camera or optimizing your ID scanning setup? Contact us at support@kyberaccess.com — we can recommend the ideal hardware for your specific environment.