Admin Dashboard

Dashboard Overview

Overview The KyberAccess Dashboard is your central command center for monitoring visitor activity across all your locations in real time. From the moment you log in, the dashboard provides an at-a-glance summary of who is on-site, recent check-ins, pending approvals, security alerts, and key operational metrics. This guide walks you through every section of the dashboard, explains the data behind each widget, and shows you how to customize the view to match your workflow. Accessing the Dashboard 1. Log in to app.kyberaccess.com with your credentials 2. The Dashboard loads automatically as your home screen 3. If you have navigated elsewhere, click Dashboard in the left sidebar to return Note: What you see on the dashboard depends on your user role. Administrators see data across all locations. Location Managers see only their assigned locations. Front desk staff see a simplified view focused on today's activity. Top Bar: Location Selector and Quick Actions At the top of the dashboard you will find: - Location Selector — A dropdown that filters the entire dashboard by a specific location, or select All Locations to view combined data across every site. If you manage multiple buildings or campuses, this is how you switch context instantly. - Quick Actions — Buttons for the most common tasks: - New Check-In — Start a manual visitor check-in without using a kiosk - Pre-Register — Create a pre-registration entry for an expected visitor - Emergency Mode — Activate evacuation, lockdown, or shelter-in-place mode Real-Time Occupancy Panel The prominent occupancy panel at the top of the dashboard displays four key numbers: - Currently On-Site — The total number of visitors currently checked in and not yet checked out. This number updates in real time as visitors arrive and depart. - Checked In Today — Total check-ins since midnight. - Checked Out Today — Total check-outs since midnight. - Expected Visitors — Pre-registered visitors who have not yet arrived. Each metric is displayed as a large, easy-to-read number with a colored indicator. Click any metric to drill down into the corresponding visitor list. Activity Feed The center of the dashboard displays a chronological Activity Feed showing recent events as they happen: - Visitor check-ins with name, photo thumbnail, host, and visitor type - Visitor check-outs with visit duration - Pre-registration arrivals — when a pre-registered visitor scans their QR code - Security flags — watchlist matches and failed health screenings - Badge prints - Delivery arrivals and package logs Each activity card shows the visitor's name and selfie photo, their visitor type with a color-coded badge, the host they are visiting, a timestamp, and the current status (checked in, checked out, flagged, or pending review). The feed auto-refreshes every few seconds, but you can also click Refresh to update manually at any time. Today's Visitors Chart A visual chart below the activity feed displays check-in volume throughout the day: - Bar chart showing hourly check-in counts for the current day - Trend line overlaying the average pattern from the past 30 days for comparison - Peak indicator highlighting the busiest hour so far Hover over any bar to see exact counts for that hour. This chart helps you identify traffic patterns and plan staffing coverage accordingly. Pending Actions Panel The right side of the dashboard highlights items requiring your attention: - Pending Approvals — Visitors waiting for manual approval before access is granted. Click to review each visitor's details and approve or deny. - Watchlist Alerts — Visitors who matched against your watchlist during check-in. Each alert shows the match type (sex offender registry, custom watchlist, or BOLO alert) and the confidence level. These require immediate review. - Incomplete Check-Ins — Visitors who started the check-in process on a kiosk but did not finish, such as abandoned sessions. - Overdue Visitors — Visitors who checked in but have not checked out past their expected departure time. Each category has a count badge. Red badges indicate items requiring urgent attention (watchlist alerts). Yellow badges indicate items that should be reviewed soon (overdue visitors). Quick Stats Cards Below the main panels, a row of stat cards provides daily and weekly metrics: - Average Check-In Time — How long the average check-in process takes from start to completion. Useful for identifying workflow bottlenecks. - Busiest Hour — The peak check-in hour for the current day. - New vs. Returning Visitors — The percentage of first-time visitors compared to returning visitors. KyberAccess automatically recognizes repeat visitors. - Badge Prints — How many badges were printed today. - Delivery Count — Total packages and deliveries logged today. Emergency Mode The dashboard includes a prominent Emergency button for evacuation and lockdown scenarios: 1. Click the red Emergency button in the top bar 2. Select the emergency type: Evacuation, Lockdown, or Shelter in Place 3. Confirm activation When Emergency Mode is active: - The dashboard switches to an Emergency View with a bright red header that is unmistakable - A real-time headcount displays everyone currently on-site: visitors, staff, and students - An evacuation checklist shows each person's name, photo, check-in time, and last known location - As people are accounted for at muster points, staff can mark them Safe in the list - The Unaccounted counter updates in real time as people are marked safe - All check-in kiosks automatically display an emergency message to incoming visitors - Notifications are sent to all configured emergency contacts via email, SMS, and push To deactivate Emergency Mode after the situation is resolved, click End Emergency and confirm. A post-emergency report is automatically generated with timeline, headcount, and accountability data. Notifications Center The bell icon in the top-right corner opens the Notifications Center: - Real-time alerts for visitor arrivals, watchlist matches, and system events - Notification history with timestamps for audit purposes - Mark as read individually or in bulk - Click the gear icon to configure which events trigger notifications and how they are delivered (in-app, email, push notification, or SMS) Customizing the Dashboard Administrators can personalize the dashboard layout: 1. Click the Customize button (gear icon) in the top-right corner of the dashboard 2. Show/Hide Panels — Toggle visibility for any dashboard section you do not need 3. Rearrange Panels — Drag and drop panels to reorder them based on your priorities 4. Set Default Location — Choose which location loads by default when you open the dashboard 5. Widget Time Range — Switch some widgets from "Today" to "This Week" or "This Month" 6. Click Save Layout Each user's layout is saved to their profile and persists across sessions and devices. Multi-Location View If your organization operates multiple locations: - The All Locations view aggregates data across every site in one unified dashboard - Each location's data is color-coded for easy visual identification - A Location Breakdown panel shows side-by-side comparison of visitor counts, check-in times, and alert counts per location - Click any location name to drill down into that specific location's dashboard Tips for Effective Dashboard Use - Check the Pending Actions panel at the start of every shift to clear any overnight alerts or pending approvals - Monitor the Activity Feed to verify kiosks are functioning — you should see check-ins flowing in during busy hours - Watch the Average Check-In Time metric — if it increases significantly, your workflow may need simplification (consider removing unnecessary steps) - Enable notification sounds so you hear alerts for watchlist matches even when the dashboard tab is in the background - Review the Today's Visitors chart at end of day to identify patterns and plan for the next day - Use Emergency Mode drills periodically to ensure your team knows how the evacuation workflow operates Frequently Asked Questions Can I see historical data on the dashboard? The dashboard focuses on real-time and current-day data. For historical analysis, use Analytics > Reports, which offers full date range filtering, trend analysis, and export options. Who can see the dashboard? All authenticated users can access the dashboard, but the data shown is filtered by their assigned role and location permissions. Does the dashboard work on mobile devices? Yes. The KyberAccess web app is fully responsive and the dashboard adapts to tablet and phone screens. For the best mobile experience, use landscape orientation on tablets. Can I share the dashboard view with someone who does not have an account? You can export the current dashboard as a PDF snapshot via Customize > Export Snapshot, or schedule daily dashboard summary emails under Settings > Reports > Dashboard Digest for stakeholders who want visibility without logging in.

Analytics & Reports

Overview KyberAccess includes a comprehensive analytics and reporting suite that transforms your visitor data into actionable insights. With over 12 built-in report types, customizable filters, automated scheduling, and multiple export formats, you can track visitor trends, measure operational efficiency, ensure compliance, and make data-driven decisions about your facility's security and staffing. This guide covers how to access analytics, each available report type, filtering and customization, and how to set up automated report delivery. Accessing Analytics 1. Log in to app.kyberaccess.com 2. Click Analytics in the left sidebar 3. The Analytics overview page loads with a summary dashboard Note: The full analytics suite is available on Pro and Enterprise plans. Free plan users can access basic visitor logs but not the complete reporting and visualization features. Analytics Overview Page The overview page provides a high-level snapshot of your visitor operations: - Total Visitors — over a selectable time period (today, this week, this month, or a custom range) - Check-In Trend — a line chart showing visitor volume over time with daily or weekly granularity - Visitor Type Breakdown — a pie chart showing the distribution by visitor type (Visitor, Contractor, Delivery, Interview, and any custom types) - Peak Hours Heatmap — a grid showing your busiest times by day of week and hour - Average Check-In Duration — how long the typical check-in takes from start to badge print - New vs. Returning Visitors — the ratio of first-time to repeat visitors Click any metric to drill down into the detailed underlying report. Available Report Types Visitor Log Report The foundational report providing a complete, searchable record of every visitor interaction. Includes visitor name, company, host, visitor type, check-in and check-out timestamps, visit duration, check-in method (kiosk, manual, pre-registered, QR code), badge print status, and ID scan status. Filter by date range, location, visitor type, host, check-in method, or status. Essential for auditing, compliance reviews, and daily activity summaries. Check-In Volume Report Tracks the number of check-ins over time with flexible grouping by hour, day, week, or month. Visualize as a bar chart, line chart, or raw data table. Filter by location and visitor type. Use this report for staffing decisions, identifying seasonal trends, and capacity planning. Peak Hours Report Identifies your busiest times displayed as a heatmap grid with days of the week on one axis and hours of the day on the other. Data is based on historical averages to smooth out anomalies. Use this to schedule front desk coverage and optimize kiosk availability during high-traffic periods. Host Activity Report Shows which staff members receive the most visitors. Includes total visitor count, unique visitors, and average visits per week, ranked from highest to lowest. Filter by date range, location, and department. Useful for understanding who drives visitor traffic and planning meeting room resources. Visitor Type Distribution Report Breaks down your visitor population by type over time as a stacked bar chart. See how the mix of Visitors, Contractors, Deliveries, and other types changes week over week or month over month. Use this to adjust workflows and allocate resources for your dominant visitor types. Average Visit Duration Report Analyzes how long visitors stay on-site with average, median, minimum, and maximum duration statistics. Group by visitor type, host, location, or day of the week. Useful for identifying visitors who overstay their expected time and for setting appropriate badge expiration windows. Returning Visitor Report Tracks visitors who have visited more than once. Shows each returning visitor's total visit count, first visit date, most recent visit, and visit frequency. Sorted by frequency with the most frequent visitors at the top. Use for VIP recognition and identifying candidates for streamlined repeat check-in workflows. Pre-Registration Report Measures the effectiveness of your pre-registration program. Metrics include total pre-registrations, show rate (pre-registered vs. actually arrived), no-show rate, and average lead time between pre-registration and visit. Helps evaluate whether pre-registration is being adopted and used effectively. Watchlist and Screening Report Summarizes all security screening results including total screenings performed, matches found, match types (sex offender registry, custom watchlist, BOLO), actions taken (denied entry, approved with override), and estimated false positive rate. This report is restricted to Security and Administrator roles for privacy. Essential for security audits and compliance documentation. Health Screening Report Tracks health questionnaire results with total screenings completed, pass and fail rates, and the most common failure reasons. Filter by date range, location, and outcome. Useful for health compliance tracking and pandemic response documentation. Delivery and Package Report Tracks all deliveries and package activity including delivery timestamp, carrier name, recipient, and package status (received, picked up, or unclaimed). Metrics include total deliveries, average time to pickup, and count of unclaimed packages. Use for mailroom management and package accountability. Evacuation and Emergency Report Documents every emergency mode activation with date, time, emergency type, duration, total occupants on-site, number accounted for, number unaccounted, and time to achieve full accountability. Filter by date range, location, and emergency type. Critical for emergency preparedness audits, drill performance tracking, and regulatory compliance. Using Filters Every report supports a consistent set of filters: 1. Open any report from Analytics > Reports 2. The Filter Bar appears at the top of the report 3. Available filters: - Date Range — Preset ranges (Today, This Week, This Month, Last 30 Days, Last 90 Days, This Year) or a custom start and end date - Location — One or more locations, or all locations - Visitor Type — Specific visitor categories - Host — Individual staff members - Check-In Method — Kiosk, manual, pre-registered, or QR code 4. Click Apply Filters to update the report 5. Click Clear Filters to reset Tip: Click Save Filter Preset to save frequently used filter combinations. Your saved presets appear in the filter dropdown for one-click access in future sessions. Exporting Reports Every report can be exported: 1. Configure your desired filters and date range 2. Click the Export button in the top-right corner 3. Choose your format: - PDF — Professionally formatted document with your organization's logo, suitable for sharing and printing - CSV — Raw comma-separated data for analysis in Excel, Google Sheets, or other tools - Excel (.xlsx) — Formatted spreadsheet with headers and proper data types 4. Click Download For large reports exceeding 10,000 records, the export runs in the background. You receive a notification with a download link when the file is ready. Scheduling Automated Reports Set up reports to generate and deliver automatically without manual effort: 1. Open the report you want to schedule 2. Click the Schedule icon (clock icon near the Export button) 3. Configure the schedule: - Frequency: Daily, Weekly (choose the day), or Monthly (choose the date) - Time: When the report generates and sends - Report Period: The data window — for example, "Previous Day" for daily reports or "Previous Week" for weekly summaries - Recipients: One or more email addresses - Format: PDF or CSV attachment 4. Click Save Schedule Managing Scheduled Reports View and manage all active schedules under Analytics > Scheduled Reports. From here you can edit the schedule, recipients, or filters; pause a schedule temporarily; delete it entirely; or trigger an immediate run with Run Now. Custom Reports (Enterprise) Enterprise plan users can build custom reports: 1. Go to Analytics > Custom Reports 2. Click Create Report 3. Choose your data source (visitors, check-ins, screenings, deliveries) 4. Select the columns to include 5. Add filters, grouping rules, and sort order 6. Choose a visualization type (table, bar chart, line chart, pie chart) 7. Name your report and click Save Custom reports appear in your Analytics sidebar alongside the built-in reports and support the same export and scheduling features. Tips for Getting the Most from Analytics - Schedule a weekly summary delivered every Monday morning — start the week informed - Use the Peak Hours report to optimize staffing and kiosk placement - Monitor Average Check-In Duration — if it trends upward, simplify your check-in workflow by removing unnecessary steps - Review the Watchlist report monthly to audit screening accuracy and adjust watchlists - Compare locations using the location filter to identify best practices at your top-performing sites - Export CSV data for advanced analysis when the built-in charts are insufficient - Set up a Dashboard Digest scheduled report for stakeholders who want a daily summary without logging in Frequently Asked Questions How far back does the data go? KyberAccess retains all visitor data for the lifetime of your account. Reports can be generated for any historical period from your first check-in onward. Can I share reports with people who do not have a KyberAccess account? Yes. Scheduled reports are delivered as email attachments in PDF or CSV format. Recipients do not need a KyberAccess login to view them. Are reports updated in real time? The Analytics overview page updates in near-real-time within a few minutes. Generated reports reflect data as of the moment they are run. Can I delete visitor data from reports for privacy compliance? Yes. See the Data Security and Privacy guide for data retention configuration and individual record deletion procedures.