Organization Settings & Branding

Organization Settings & Branding

KyberAccess allows you to fully customize your organization's profile, appearance, and operational settings. From uploading your company logo that appears on visitor badges and kiosk screens, to configuring business hours and time zones, these settings shape how KyberAccess looks and behaves across your entire deployment.

This guide walks you through every organization setting and branding option.

Accessing Organization Settings

1. Log in to your KyberAccess dashboard at app.kyberaccess.com.
2. Click Settings in the left sidebar.
3. Select Organization under the General section.

Note: Only users with the Owner or Admin role can modify organization settings.

General Information

Company Profile

1. In the Organization settings, fill in the following fields:
   • Organization Name — Your company or facility name (displayed on badges, emails, and reports)
   • Industry — Select your industry (Corporate, Education, Healthcare, Government, Manufacturing, etc.)
   • Address — Your primary office address
   • Phone Number — Main contact number
   • Website — Your company's website URL
   • Contact Email — Primary email for visitor-related communications
2. Click Save Changes.

Time Zone & Business Hours

1. Scroll to the Business Hours section.
2. Set your Time Zone from the dropdown.
3. Configure business hours for each day of the week:
   • Toggle each day on/off (e.g., turn off Saturday and Sunday)
   • Set opening and closing times
   • Add multiple time ranges per day for split shifts (e.g., 8:00 AM–12:00 PM, 1:00 PM–5:00 PM)
4. Enable Auto Check-Out to automatically check out all visitors at closing time.
5. Click Save Changes.

Tip: Business hours affect scheduled report delivery times, auto check-out, and after-hours security alerts.

Branding & Appearance

Logo

1. Navigate to Settings → Organization → Branding.
2. Upload your organization's logo:
   • Primary Logo — Used on the dashboard, emails, and PDF reports
   • Kiosk Logo — Displayed on the kiosk welcome screen (can be different from the primary logo)
   • Badge Logo — Printed on visitor badges
3. Supported formats: PNG, JPG, SVG
4. Recommended size: 400x100 pixels (primary), 300x300 pixels (kiosk/badge)
5. Click Upload and then Save.

Color Scheme

1. In the Branding section, click Colors.
2. Customize the following:
   • Primary Color — Used for buttons, links, and accents throughout the dashboard and kiosk (enter a hex code or use the color picker)
   • Secondary Color — Used for secondary buttons and highlights
   • Header Background — Color of the top navigation bar
   • Sidebar Background — Color of the left sidebar
3. Click Preview to see your changes before saving.
4. Click Save Colors.

Tip: Use your brand's official hex colors for a consistent, professional look. Most brand guidelines specify these.

Custom CSS (Enterprise)

Enterprise plans can inject custom CSS for deeper customization:

1. In the Branding section, click Advanced → Custom CSS.
2. Enter your CSS rules.
3. Click Preview to verify.
4. Click Save.

Email Customization

Customize the emails KyberAccess sends to visitors and hosts.

Email Templates

1. Go to Settings → Organization → Email Templates.
2. Available templates:
   • Pre-Registration Invite — Sent to visitors when pre-registered
   • Host Notification — Sent to the host when their visitor arrives
   • Check-Out Confirmation — Sent to visitors after check-out
   • Feedback Survey — Survey invitation email
   • Scheduled Report — Wrapper email for scheduled reports
3. Click on a template to edit it.
4. Customize:
   • Subject Line — Modify the email subject
   • Body Content — Edit the HTML/text content (use the visual editor or switch to HTML mode)
   • Variables — Insert dynamic variables like {{visitor_name}}, {{host_name}}, {{check_in_time}}, {{location_name}}
   • Footer — Customize the email footer text
5. Click Preview to see a sample email.
6. Click Save Template.

Sender Settings

1. Go to Email Templates → Sender Settings.
2. Configure:
   • From Name — The sender name (e.g., "Acme Corp Visitor Services")
   • Reply-To Address — Where replies go (e.g., reception@company.com)
   • Custom Domain (Enterprise) — Send emails from your own domain instead of @kyberaccess.com
3. Click Save.

Badge Customization

Customize the visitor badges printed during check-in.

1. Go to Settings → Organization → Badge Design.
2. Select a badge size:
   • Standard (2.25" x 4") — Fits Dymo LabelWriter
   • Large (4" x 6") — Fits Brother QL series
   • Custom — Enter custom dimensions
3. Design your badge using the visual editor:
   • Logo — Position and resize your logo
   • Visitor Photo — Include or exclude the visitor's photo
   • Fields — Choose which fields to display: Name, Company, Host, Date, Time, Badge Number, Purpose, QR Code
   • Background — Solid color, gradient, or upload a background image
   • Expiration Indicator — Show a color band that changes when the badge expires (e.g., red after 8 hours)
   • QR Code — Include a QR code for quick check-out scanning
4. Click Preview to see a sample badge.
5. Click Save Badge Design.

Tip: Include the visitor's photo on the badge for easy visual identification by security staff.

Kiosk Appearance

Customize how the self-service kiosk looks to visitors.

1. Go to Settings → Organization → Kiosk Appearance.
2. Configure:
   • Welcome Message — The greeting displayed on the kiosk home screen (e.g., "Welcome to Acme Corp")
   • Background Image — Upload a background image or set a gradient
   • Button Style — Rounded or square buttons
   • Font Size — Standard, Large, or Extra Large (for accessibility)
   • Language — Default language and available language options
   • Idle Screen — What to show when no one is using the kiosk (logo, slideshow, or custom message)
   • Privacy Notice — Text displayed at the bottom of the kiosk (e.g., data collection notice)
3. Click Preview Kiosk to see a full-screen preview.
4. Click Save.

Location Management

For organizations with multiple facilities:

Adding a Location

1. Go to Settings → Organization → Locations.
2. Click + Add Location.
3. Enter:
   • Location Name (e.g., "New York Office", "Building A")
   • Address
   • Time Zone (if different from the organization default)
   • Business Hours (if different from default)
   • Location Manager — Assign a user as the location manager
4. Click Save.

Location-Specific Settings

Each location can have its own:

• Check-in flow
• Badge design
• Kiosk appearance
• NDA/waiver templates
• Watchlist settings
• Notification preferences

Click on a location and select Location Settings to customize.

Setting a Default Location

1. Click the star icon next to a location to make it the default.
2. The default location is pre-selected when creating pre-registrations or generating reports.

Data & Privacy Settings

1. Go to Settings → Organization → Privacy.
2. Configure:
   • Data Retention Period — How long visitor records are kept before automatic deletion (30 days, 90 days, 1 year, custom)
   • Photo Retention — Whether visitor photos are kept after check-out (and for how long)
   • ID Image Storage — Whether scanned ID images are stored or discarded after verification
   • Privacy Policy URL — Link to your privacy policy (displayed on the kiosk and in emails)
   • GDPR Compliance Mode — Enable enhanced data protection features for EU compliance
   • Right to Delete — Enable self-service data deletion requests from visitors
3. Click Save.

Important: Configure data retention policies according to your organization's legal and compliance requirements.

Notification Defaults

1. Go to Settings → Organization → Notifications.
2. Set organization-wide notification defaults:
   • Host Notification Method — Email, Push, SMS, or a combination
   • Notification Timing — Immediately on check-in, or after a brief delay
   • Daily Digest — Send hosts a daily summary of their visitors
   • Emergency Notifications — Configure who receives lockdown/evacuation alerts
3. Individual users can override these defaults in their profile settings.
4. Click Save.

Troubleshooting

Best Practices

• Use consistent branding — Upload the same logo and color scheme used on your company website and marketing materials.
• Test on the kiosk — Always preview changes on the actual kiosk device, not just in the browser preview.
• Keep badge designs simple — Include only essential information. Cluttered badges are hard to read at a glance.
• Review data retention annually — Ensure your retention policies still comply with current regulations.
• Set up location managers — Assign a responsible person at each location who can manage local settings.