Host Alert Preferences

KyberAccess gives you granular control over how and when each host in your organization receives alerts. From choosing notification channels to configuring VIP arrival notifications and watchlist match alerts, this guide covers everything you need to set up a tailored alerting experience for every host at your facility.

Overview

A "host" in KyberAccess is any employee or staff member who receives visitors. Each host can have their own alert preferences that determine what they are notified about, how they are notified, and when. This ensures that a front-desk receptionist, a department manager, and an executive each receive only the alerts that are relevant to them, through the channels they prefer.

Alert preferences can be configured by the host themselves or by an administrator on their behalf.

Accessing Host Alert Settings

As a Host (Self-Service)

1. Log in to the KyberAccess Dashboard at app.kyberaccess.com.
2. Click your profile avatar in the top-right corner.
3. Select My Profile from the dropdown.
4. Click the Alert Preferences tab.

As an Administrator (Managing Other Hosts)

1. Log in to the KyberAccess Admin Dashboard at admin.kyberaccess.com.
2. Navigate to Settings → Users in the left sidebar.
3. Click on the host whose alerts you want to configure.
4. Select the Alert Preferences tab in their user profile.
5. Make changes and click Save — the host will see updated preferences immediately.

Choosing Notification Channels

KyberAccess supports three notification channels. Each host can enable one, two, or all three depending on their needs.

Email Notifications

Email alerts are sent to the email address associated with the host account.

1. In the Alert Preferences tab, locate the Notification Channels section.
2. Toggle Email to on.
3. Optionally, click Configure Email to set an alternate email address for alerts (useful if a host wants alerts sent to a shared inbox or a different address than their login email).
4. Click Save.

Email notifications include full event details, visitor photos (when available), and direct links back to the KyberAccess dashboard.

Push Notifications

Push notifications deliver instant alerts to the host browser or mobile device. See the Push Notification Configuration guide for detailed setup.

1. Toggle Push Notifications to on in the Notification Channels section.
2. Ensure the host has granted browser or mobile notification permissions.
3. Click Save.

SMS Notifications

SMS alerts send a text message to the host mobile phone number.

1. Toggle SMS to on.
2. If no phone number is on file, you will be prompted to enter one. Click Add Phone Number, enter the mobile number with country code, and click Verify.
3. A verification code will be sent via SMS. Enter the code in the confirmation field and click Confirm.
4. Once verified, the phone number will show a green Verified badge.
5. Click Save.

Note: SMS notifications may incur messaging charges depending on your KyberAccess plan. Check your account billing settings or contact your account manager for details.

Visitor Arrival Alerts

Visitor arrival alerts notify a host the moment their visitor checks in at the kiosk or front desk.

Enabling Arrival Alerts

1. In the Alert Preferences tab, scroll to the Alert Types section.
2. Toggle Visitor Arrival to on.
3. Select which channels should deliver arrival alerts by checking the boxes next to Email, Push, and/or SMS.
4. Click Save.

What the Alert Includes

When a visitor checks in and names a specific host, that host receives an alert containing:

• Visitor full name
• Visitor photo (captured at check-in)
• Company or organization name
• Purpose of visit
• Check-in timestamp
• A View Visitor button that links directly to the visitor record in the dashboard

Pre-Registration Alerts

Hosts can also receive a notification when a visitor is pre-registered for them, before the visitor even arrives:

1. Toggle Pre-Registration Notification to on under the Visitor Arrival section.
2. This sends an alert immediately when a visitor is pre-registered with that host, giving them advance notice.

VIP Visitor Notifications

VIP visitors are high-priority guests who warrant special attention — executives, board members, key clients, or other important contacts. KyberAccess allows you to flag visitors as VIP and configure enhanced notifications when they arrive.

Flagging a Visitor as VIP

1. Navigate to Visitors → Visitor Directory.
2. Search for the visitor or click Add New Visitor.
3. In the visitor profile, toggle the VIP badge to on.
4. Click Save.

Alternatively, when pre-registering a visitor, check the Mark as VIP checkbox in the pre-registration form.

Configuring VIP Alerts

1. In the Alert Preferences tab, locate the VIP Notifications section.
2. Toggle VIP Arrival Alerts to on.
3. Select notification channels for VIP alerts — these can differ from standard visitor alerts. For example, you might want standard visitors to trigger only a push notification, but VIP visitors to trigger push, email, and SMS.
4. Optionally, enable VIP Alert Escalation — if the host does not acknowledge the VIP arrival within a configurable time window (default: 5 minutes), the alert escalates to the host manager or a designated backup contact.
5. Set the escalation timeout and select the backup contact from the dropdown.
6. Click Save.

VIP Alert Content

VIP arrival alerts are visually distinguished from standard alerts:

• A gold VIP badge appears prominently in the notification.
• The alert includes all standard visitor details plus any custom notes attached to the VIP profile.
• Email alerts use a distinct VIP template with highlighted formatting.

Watchlist Match Alerts

Watchlist alerts fire when a visitor checking in matches an entry on one of your watchlists (denied visitors, flagged individuals, or custom watchlists).

Configuring Watchlist Alerts

1. In the Alert Preferences tab, scroll to the Security Alerts section.
2. Toggle Watchlist Match to on.
3. Select notification channels. For security events, we recommend enabling all three channels (email, push, and SMS) to ensure no match goes unnoticed.
4. Choose which watchlists trigger alerts:
   • Denied Visitors — individuals previously denied entry.
   • Global Watchlist — organization-wide flagged individuals.
   • Custom Watchlists — any custom lists your organization has created (e.g., "Former Employees," "Legal Hold").
5. Click Save.

Watchlist Alert Content

Watchlist match alerts include:

• A red Watchlist Match banner for immediate visual recognition.
• Visitor name and photo.
• Which watchlist was matched.
• The reason the individual was added to the watchlist.
• Action Buttons: Approve Entry, Deny Entry, or Contact Security — allowing the host to take immediate action directly from the notification.

Important: Watchlist match alerts are classified as critical and will bypass quiet hours and Do Not Disturb settings. They cannot be disabled by non-admin users.

Delivery Notifications

When a delivery is logged at the front desk, hosts can be notified so they can arrange for pickup.

Enabling Delivery Alerts

1. In the Alert Preferences tab, find the Delivery Notifications section.
2. Toggle Delivery Arrival to on.
3. Select your preferred notification channels.
4. Click Save.

How Delivery Logging Works

1. A front-desk operator logs a delivery by navigating to Deliveries → Log New Delivery.
2. They enter the recipient (host), carrier (FedEx, UPS, etc.), tracking number (optional), and description.
3. The recipient host immediately receives an alert with the delivery details.
4. The host can click Mark as Picked Up in the notification or dashboard to clear the delivery from their active queue.

Delivery Reminders

If a delivery has not been picked up within a configurable time window, KyberAccess sends a reminder:

1. Toggle Delivery Reminders to on.
2. Set the reminder interval (e.g., every 2 hours, once daily).
3. Reminders stop automatically once the delivery is marked as picked up.

Customizing Alert Templates

Administrators can customize the content and appearance of alert notifications sent via email.

Accessing Template Settings

1. Navigate to Settings → Notifications → Alert Templates in the Admin Dashboard.
2. You will see a list of all alert template types: Visitor Arrival, VIP Arrival, Watchlist Match, Delivery, and Emergency.

Editing a Template

1. Click on the template you want to customize (e.g., Visitor Arrival).
2. The template editor opens with the following editable sections:
   • Subject Line — customize the email subject. Use dynamic variables like {{visitor_name}}, {{host_name}}, {{company}}, and {{check_in_time}}.
   • Header — add your organization logo and branding colors.
   • Body — edit the main content. Drag and drop content blocks or edit the HTML directly.
   • Footer — add custom footer text, links, or legal disclaimers.
3. Click Preview to see a rendered preview of the email with sample data.
4. Click Send Test Email to send a test to your own inbox.
5. When satisfied, click Save Template.

Restoring Defaults

If a customized template needs to be reverted:

1. Open the template in the editor.
2. Click Restore Default in the top-right corner.
3. Confirm the action. The template will revert to the KyberAccess standard design.

Push and SMS Templates

Push notification and SMS alert content uses a simplified format due to character and display limitations. You can customize:

• Push title — the bold heading shown in the notification (e.g., "Visitor Arrived" → "Your Guest Has Arrived").
• Push body — the message text, with support for dynamic variables.
• SMS body — the text message content, limited to 160 characters for single-segment messages.

Edit these under Settings → Notifications → Alert Templates → Push/SMS tab.

Best Practices

• Start with fewer alerts and add more as needed. It is better to add notifications gradually than to overwhelm hosts with alerts they will learn to ignore.
• Use SMS sparingly. Reserve SMS for critical alerts like watchlist matches, VIP arrivals, and emergencies. Over-notification via SMS leads to alert fatigue.
• Leverage VIP escalation. For your most important visitors, always configure an escalation path so someone is guaranteed to respond.
• Review alert templates quarterly. Ensure branding is current, dynamic variables are correct, and content is concise.
• Audit notification logs. Administrators should periodically review the notification log under Settings → Notifications → Notification Log to ensure alerts are being delivered successfully.

Troubleshooting

For additional assistance, contact your KyberAccess administrator or email support@kyberaccess.com.