Managing Multiple Locations

KyberAccess is built for organizations that operate across multiple sites — whether you manage two buildings or two hundred. The multi-location framework lets you maintain centralized oversight while giving each site the autonomy it needs to run day-to-day operations independently.

This guide covers how to add new locations, understand the location hierarchy, switch between locations, assign location-level administrators, and use consolidated or per-location reporting.

Adding a New Location

When your organization expands to a new site, adding it to KyberAccess takes just a few steps.

1. Navigate to Settings → Locations from the main admin dashboard.
2. Click the Add Location button in the top-right corner.
3. Fill in the required fields:
   • Location Name — A descriptive name (e.g., "Main Office - 5th Floor" or "Warehouse B").
   • Address — The full street address for the location.
   • Time Zone — Select the correct time zone so check-in timestamps, reports, and scheduled policies align with local time.
   • Location Code — An optional short code used for internal reference (e.g., "HQ", "WH-B").
4. Click Save Location.

The new location appears in your location list immediately. You can then configure kiosks, check-in flows, watchlists, and staff assignments specific to that site.

Location Hierarchy

KyberAccess supports a parent-child location hierarchy, which is useful for organizations with campuses, regional groupings, or buildings with multiple floors.

• Parent Locations act as organizational containers. For example, "East Coast Region" might be a parent that contains "New York Office" and "Boston Office" as child locations.
• Child Locations inherit certain settings from their parent (such as watchlists and NDA templates) unless explicitly overridden.

To set up a hierarchy:

1. Go to Settings → Locations.
2. Click on the location you want to nest as a child.
3. In the Parent Location dropdown, select the parent site.
4. Click Save.

Hierarchy benefits include:

• Roll-up reporting across a region or campus.
• Inherited watchlists — a person flagged at the parent level is flagged at all child locations.
• Shared NDA templates across related sites.

Switching Between Locations

Administrators and staff members with access to multiple locations can switch between them without logging out.

1. Click the Location Selector in the top navigation bar. It displays the name of the location you are currently viewing.
2. A dropdown appears listing all locations you have access to.
3. Select the desired location.

The dashboard, visitor logs, check-in queue, and all location-specific data refresh to reflect the selected site. Any actions you take (approving visitors, editing settings) apply only to the currently selected location.

For organization-wide views, select All Locations from the top of the dropdown. This switches the dashboard to consolidated mode, showing aggregate data across every site.

Location-Level Administrators

Not every admin needs access to every location. KyberAccess lets you assign staff to specific sites so they only see and manage what is relevant to them.

Assigning a User to a Location

1. Navigate to Settings → Team Members.
2. Click on the team member you want to configure.
3. In the Location Access section, check the boxes next to the locations this person should manage.
4. Assign a Role per location if needed:
   • Location Admin — Full control over that location's settings, visitors, and reports.
   • Front Desk — Can check visitors in and out, view the visitor log, and respond to alerts.
   • View Only — Read-only access to visitor logs and reports.
5. Click Save Changes.

What Location-Level Admins Can Do

Only Organization Admins can add or remove locations and manage team members across all sites.

Consolidated vs. Per-Location Reporting

KyberAccess provides flexible reporting that works at both the individual location level and across your entire organization.

Per-Location Reports

1. Switch to the desired location using the Location Selector.
2. Navigate to Reports from the left sidebar.
3. Select the report type:
   • Visitor Volume — Total check-ins over time.
   • Check-In Duration — Average time visitors spend on-site.
   • Watchlist Hits — Flagged visitor matches at this location.
   • NDA Compliance — Percentage of visitors who signed required documents.
4. Set the Date Range and click Generate Report.
5. Use the Export button to download as CSV or PDF.

Per-location reports show only data from the selected site, making them ideal for location managers who need to track their own performance.

Consolidated Reports

1. Select All Locations from the Location Selector.
2. Navigate to Reports.
3. Choose your report type and date range.
4. The report now aggregates data across every location. Each chart and table includes a Location column so you can compare sites side by side.

Consolidated reports are essential for:

• Identifying which locations have the highest visitor traffic.
• Comparing check-in compliance rates across sites.
• Spotting watchlist matches that span multiple locations (e.g., a flagged individual visiting different offices).

Scheduled Reports

You can automate report delivery so stakeholders receive updates without logging in.

1. After generating any report, click Schedule This Report.
2. Choose the frequency: Daily, Weekly, or Monthly.
3. Add recipient email addresses.
4. Click Save Schedule.

Scheduled reports are sent as PDF attachments at the beginning of each period.

Tips for Multi-Location Success

• Standardize naming conventions — Use consistent location names (e.g., "City - Building - Floor") so reports and dropdowns are easy to scan.
• Use hierarchy for inherited settings — Set watchlists and NDA templates at the parent level so new child locations pick them up automatically.
• Audit location access quarterly — Review who has access to which locations under Settings → Team Members to ensure permissions stay current.
• Leverage consolidated dashboards — Organization admins should start their day on the "All Locations" view to catch anomalies across sites before drilling into individual locations.