Location-Specific Settings & Policies

Every location is different. A corporate headquarters has different security needs than a warehouse, and a school operates on a completely different schedule than a medical office. KyberAccess lets you tailor check-in flows, branding, watchlists, kiosk configurations, and operating hours on a per-location basis — so each site runs exactly the way it needs to.

This guide walks through every location-level setting you can customize.

Per-Location Check-In Flows

Check-in flows define the steps a visitor goes through when they arrive at your location. You can create unique flows for each site to match local requirements.

Creating a Location-Specific Flow

1. Switch to the target location using the Location Selector in the top navigation bar.
2. Navigate to Settings → Check-In Flows.
3. Click Create New Flow or edit an existing one.
4. Configure the flow steps. Available steps include:
   • Photo Capture — Take a visitor photo at the kiosk.
   • ID Scan — Scan a government-issued ID.
   • NDA / Waiver — Present a document for signature.
   • Host Notification — Alert the person being visited.
   • Visitor Badge Printing — Print a badge with the visitor's photo and details.
   • Custom Questions — Ask location-specific questions (e.g., "Are you carrying any hazardous materials?").
   • Health Screening — Present a health questionnaire (useful for healthcare facilities).
5. Drag and drop steps to reorder them.
6. Click Save Flow.

Each location can have multiple flows for different visitor types. For example, a school might have one flow for parents (photo + host notification) and another for contractors (photo + ID scan + NDA + badge).

Assigning Flows to Visitor Types

1. Go to Settings → Visitor Types (while viewing the target location).
2. Click on a visitor type (e.g., "Contractor").
3. Under Check-In Flow, select the flow you created.
4. Click Save.

When a visitor selects that type on the kiosk, they will be guided through the assigned flow.

Location Branding

Each location can display its own branding on the kiosk, visitor badges, and notification emails.

Configuring Branding

1. Navigate to Settings → Branding while viewing the target location.
2. Upload your assets:
   • Logo — Displayed on the kiosk welcome screen and printed badges. Recommended size: 400×400px, PNG with transparent background.
   • Welcome Background — The full-screen background image on the kiosk home screen.
   • Badge Logo — A smaller logo printed on visitor badges.
3. Set your colors:
   • Primary Color — Used for buttons and headers on the kiosk.
   • Accent Color — Used for highlights and secondary elements.
4. Customize text:
   • Welcome Message — The greeting shown on the kiosk (e.g., "Welcome to Acme Corp - Downtown Office").
   • Check-In Instructions — Brief guidance displayed below the welcome message.
5. Click Save Branding.

Branding changes take effect on the kiosk within 60 seconds. No restart is required.

Location-Specific Watchlists

While organization-wide watchlists apply to all sites, you can also create watchlists that are scoped to a single location.

Creating a Location Watchlist

1. Switch to the target location.
2. Navigate to Security → Watchlists.
3. Click Create Watchlist.
4. Enter a name (e.g., "Building C - Banned Visitors").
5. Set the Scope to This Location Only.
6. Add individuals manually or import from CSV.
7. Click Save.

This watchlist will only trigger alerts when the listed individuals attempt to check in at this specific location. Other locations will not see these entries unless they have their own matching records or the entry exists in an organization-wide watchlist.

Inherited vs. Local Watchlists

• Organization-wide watchlists — Apply everywhere. Managed under Settings → Watchlists when viewing "All Locations".
• Parent-inherited watchlists — If the location is a child in a hierarchy, it inherits the parent's watchlists.
• Location-specific watchlists — Apply only at the selected location.

When a visitor checks in, KyberAccess checks all three levels simultaneously.

Different Kiosk Configurations Per Location

Each kiosk is tied to a specific location, and its behavior is configured independently.

Configuring a Kiosk

1. Navigate to Settings → Kiosks while viewing the target location.
2. Click on the kiosk you want to configure (or click Add Kiosk to register a new device).
3. Adjust the settings:
   • Default Visitor Type — Pre-select a visitor type so guests don't have to choose.
   • Camera Settings — Enable or disable the front-facing camera for photo capture.
   • ID Scanner — Toggle ID scanning on or off.
   • Badge Printer — Select the connected printer and badge template.
   • Idle Timeout — How long before the kiosk returns to the welcome screen after inactivity (default: 60 seconds).
   • Language — Set the default language, or enable multi-language mode so visitors can choose.
   • Accessibility Mode — Enable larger text and high-contrast mode.
4. Click Save Configuration.

Kiosk Placement Modes

KyberAccess supports different kiosk modes depending on where the device is placed:

• Lobby Mode — Full check-in flow with all steps. Standard for main entrances.
• Express Mode — Streamlined flow for returning visitors. Scans a QR code from a previous visit or pre-registration email and checks in instantly.
• Event Mode — Optimized for high-volume events. Shows only name lookup and badge printing.

Set the mode under Settings → Kiosks → [Kiosk Name] → Operating Mode.

Location Hours

Defining operating hours for each location lets KyberAccess enforce time-based policies and provide accurate reporting.

Setting Operating Hours

1. Navigate to Settings → Location Details while viewing the target location.
2. Scroll to the Operating Hours section.
3. For each day of the week:
   • Toggle the day On or Off (off means the location is closed).
   • Set the Open and Close times.
4. Optionally, configure Holiday Schedules:
   • Click Manage Holidays.
   • Add specific dates when the location will be closed or have modified hours.
5. Click Save Hours.

How Operating Hours Affect the System

• After-hours check-ins — You can configure the system to block check-ins outside operating hours, allow them with an alert, or allow them silently. Set this under Settings → Policies → After-Hours Check-In.
• Kiosk behavior — Kiosks can display a "Location Closed" message outside operating hours, or continue operating normally.
• Reports — Reports can filter by "during operating hours" vs. "after hours" to identify unusual activity.
• Notifications — After-hours check-ins can trigger special notifications to security staff.

Applying Policies Across Locations

If you manage many locations with similar requirements, you don't need to configure each one from scratch.

1. Configure one location as your template.
2. Navigate to Settings → Location Details.
3. Click Copy Settings To...
4. Select the target locations.
5. Choose which settings to copy: check-in flows, branding, kiosk configuration, operating hours, or all.
6. Click Apply.

Copied settings are independent after duplication — changing the source location later does not affect the copies. For settings that should stay synchronized, use the parent-child hierarchy with inheritance instead.

Best Practices

• Start with a baseline — Configure one location fully, then use Copy Settings To for similar sites. Adjust the differences afterward.
• Name flows descriptively — Use names like "School - Parent Check-In" rather than "Flow 1" so staff can easily identify them.
• Test kiosk changes on a staging kiosk — If you have a spare device, register it as a test kiosk and preview configuration changes before rolling them out to the lobby.
• Review hours seasonally — Update operating hours when daylight saving time changes or seasonal schedules shift.
• Document location-specific policies — Use the Notes field in Settings → Location Details to record why certain settings differ from the standard configuration.