Codeks Front Desk

Add-on
for Codeks software
version 10.2.8.13221 and newer
Codeks FrontDesk Add-on
user manual

© 2020 Jantar d.o.o.

All rights reserved. No parts of this work may be

reproduced in any form or by any means - graphic,
electronic, or mechanical, including photocopying,
recording, taping, or information storage and retrieval
systems - without the written permission of the publisher.

Products that are referred to in this document may be

either trademarks and/or registered trademarks of the
respective owners. The publisher and the author make no
claim to these trademarks.

While every precaution has been taken in the preparation

of this document, the publisher and the author assume no
responsibility for errors or omissions, or for damages
resulting from the use of information contained in this
document or from the use of programs and source code
that may accompany it. In no event shall the publisher
and the author be liable for any loss of profit or any other
commercial damage caused or alleged to have been
caused directly or indirectly by this document.

2020 in Naklo
Table of Contents

Chapter 1 Codeks FrontDesk Add-on 5

1.1 Licence Information
............................................................................................................. 6
1.2 Disclaimer and Warranty
............................................................................................................. 7
1.3 Contact Information
............................................................................................................. 7

Chapter 2 Description and installation instructions 8

2.1 System requirements
............................................................................................................. 8
2.2 Activating License Code
............................................................................................................. 9

Chapter 3 How it works 13

Chapter 4 Settings for the FrontDesk application 17
4.1 Settings for FrontDesk locations
............................................................................................................. 18
4.1.1 Additional.............................................................................................................................
settings for locations 19
4.2 Settings for users
............................................................................................................. 20
4.3 FrontDesk preferences
............................................................................................................. 23
4.4 Adding visitor and replacement cards
............................................................................................................. 24
4.5 Timetables for visitors
............................................................................................................. 26
4.5.1 Adding a .............................................................................................................................
timetable 26
.............................................................................................................................
4.5.2 Adding new time intervals 27
4.6 Access groups for visitors
............................................................................................................. 29
4.6.1 Adding a .............................................................................................................................
group 29
.............................................................................................................................
4.6.2 Adding access rights 30
4.7 Adding FrontDesk administrators
............................................................................................................. 31
4.8 * Settings for functions groups
............................................................................................................. 34
.............................................................................................................................
4.8.1 Add function group 35
.............................................................................................................................
4.8.2 Edit function group 37
.............................................................................................................................
4.8.3 Delete function group 38
4.9 Send.............................................................................................................
tables 39

Chapter 5 Using the Codeks FrontDesk Add-on 40

5.1 User's guest announcement
............................................................................................................. 44
............................................................................................................................. 44
5.1.1 Visitor announce
.............................................................................................................................
5.1.2 Show visitor announces 48
5.2 Department manager's reply
............................................................................................................. 50
.............................................................................................................................
5.2.1 Processing announcements 50
5.3 Receptor's work
............................................................................................................. 52
5.3.1 Issuing a .............................................................................................................................
card to an announced visitor 52

Codeks FrontDesk Add-on 3

5.3.2 Issuing a .............................................................................................................................
card to an unannounced visitor 56
5.3.3 Editing a .............................................................................................................................
visitor 60
5.3.4 Issuing a .............................................................................................................................
replacement card 61
.............................................................................................................................
5.3.5 Visitor's departure / Removing a replacement card 63
............................................................................................................................. 64
5.3.6 Return card

Codeks FrontDesk Add-on 4

1 Codeks FrontDesk Add-on
Codeks FrontDesk is an Add-on for the Codeks software for access control and time attendance registration.

The Codeks FrontDesk is designed for announcing and confirming planned visitors as well as to be used
at corporate frontdesks or reception desks, for issuing cards to visitors and for issuing replacement
cards for lost user cards to users.
This add-on enables you to set up a system for announcing guests who are invited to visit the company.
Employees can announce the visit of guests and send a request via the Codeks FrontDesk add-on to their
department head, who confirms the visit. This guarantees the traceability of the visitors as well as ascertains
persons responsible for the guests.
Additionally, it is designed to be used at corporate frontdesks or reception desks, for issuing cards to
visitors and for issuing replacement cards for lost user cards to users. The application simplifies and
automates the process of issuing visitor cards, provides control over issued cards and enables visitor
supervision. Advanced options for assigning access rights provide complete flexibility, yet the use of the
application remains simple.
The Front Desk add-on is suitable for large companies, such as banks, airports and hospitals, as well as for
smaller businesses that want to regulate and limit visitors' access.

NOTE
This manual contains only the description and installation instruction for the Codeks FrontDesk add-on. The
installation instructions and general settings of the main Codeks software are described in the
documentation of the main Codeks AC or Codeks TA application. Screenshots of the Codeks application
contained in this manual were made in a web browser.

Codeks FrontDesk Add-on 5

1.1 Licence Information
- Logo "Hand" is registered at EUIPO (The European Union Intellectual Property Office) and is exclusively
owned by Jantar d.o.o. You may not copy, imitate, rent, lease, sell, modify or otherwise use the "hand" logo,
except as provided in this or any other agreement with Jantar d.o.o. Any such unauthorised use will result in
immediate and direct termination of this license and may result in criminal and/or civil prosecution.

Codeks FrontDesk software is distributed together with the Jantar hardware or separately as a replacement
system for an existing access control system, which means:
· All copyrights of Codeks FrontDesk are exclusively owned by the author, Jantar d.o.o.
· You may not use, copy, emulate, clone, rent, lease, sell, modify, decompile, disassemble, otherwise
reverse engineer, or transfer the licensed program, or any subset of the licensed program, except as
stated in this agreement. Any such unauthorised use shall result in immediate and automatic termination
of this license and may result in criminal and/or civil prosecution.
· Codeks FrontDesk binary code may NOT be used or reverse engineered to re-create the Codeks access
control, time and attendance or communication algorithms which are proprietary and protected by
copyright law.
· Codeks is distributed "as is". No warranty of any kind is expressed or implied. You use the Codeks
şoftware at your own risk. Neither the author nor his authorised distributors will be liable for any data loss,
damages, loss of profits or any other kind of loss while using, misusing or being unable to use this
software.
· All rights not expressly granted here are reserved by Jantar d.o.o.
· By installing and using the Codeks FrontDesk add-on you are accepting the terms and conditions of this
license.
· If you do not agree with the terms of this license you must remove all Codeks FrontDesk files from your
storage devices and cease using the product.

Codeks FrontDesk Add-on 6

1.2 Disclaimer and Warranty
Disclaimer
The information in this document is subject to change without notice. While the information contained herein
is assumed to be accurate, Jantar d.o.o., assumes no responsibility for any errors or omissions. We also
reserve the right to discontinue or change the specifications of products without prior notice. No claim can
be made in the case of profit or loss from use or sale of any products bought or delivered by us. Errors
reported will be corrected in new software releases.

Warranty
This manual comes "as is" - no warranty of any kind, expressed or implied. Jantar d.o.o. does not give any
assurances or guarantee in connection with information in this document.

Although we strive to include accurate and up to date information, Jantar d.o.o., without prejudice to the
generality of this paragraph does not guarantee that the information in this manual is complete, true,
accurate and not misleading.

The information in this manual is designed for user purposes and not as a substitute for information from
customer regulations, technical manuals/documents or other official documents. Customers using this
manual can report errors or omissions, recommendations for improvement or other comments to Jantar
d.o.o..

1.3 Contact Information

Jantar d.o.o. has more than 25 years of experience in the development and production of access control,
time attendance and visitor control systems. What sets us apart from our competitors is that we develop and
manufacture all of our software and most of our hardware ourselves. Our systems are installed and utilised
at airports, office buildings, financial institutions, factories, shopping centers, hospitals, etc. Our products
are present virtually anywhere our clients need basic or advanced access control and time and attendance
systems.

Jantar, elektronski sistemi, d.o.o.

Kranjska cesta 24, SI-4202 Naklo
SLOVENIA
VAT ID: SI34737332
E-mail: [email protected]
Web page: www.jantar.si

Support
E-mail: [email protected]

Codeks FrontDesk Add-on 7

2 Description and installation instructions
The Codeks FrontDesk is designed for announcing and confirming planned visitors as well as to be used
at corporate frontdesks or reception desks, for issuing cards to visitors and for issuing replacement
cards for lost user cards to users.

The Codeks FrontDesk software package contains:

· the Codeks FrontDesk license code, which enables and activates
components of the Codeks FrontDesk within the main Codeks
application.

2.1 System requirements

Before installing the Codeks FrontDesk Add-on, make sure these system requirements are met:
· a personal computer with an installed Windows 8.1 operating system or newer,
· available free USB ports or ethernet (LAN) ports for hardware connections,
· display resolution at least 1366 x 768 px (recommended resolution 1440 x 900 px),
· installed Microsoft .NET Framework 4.8,
· a minimum of 4 GB of RAM and a dual-core processor (6 GB of RAM and quad-core processor, if the
database is running on the same server),
· at least 50 GB of free space on the hard drive,
· PDF Reader software for viewing generated reports,
· internet access,
· Internet Explorer, Firefox or Chrome web browser updated to the latest official version,

NOTE
We do not guarantee the proper functioning of the Codeks application if you are using a different browser
or older browser versions.

· installed Codeks TA or Codeks AC software,

NOTE
You can find the installation instructions for the main Codeks software in the main Codeks application
documentation (CodeksManual-en.pdf).

Codeks FrontDesk Add-on 8

2.2 Activating License Code
To enable the Codeks FrontDesk add-on you must enter a valid license code for the software in the Codeks
Service Manager program. The validity of the Codeks FrontDesk license is equal to the validity of the license
of the main Codeks.
You can enter the license code for the Codeks FrontDesk add-on using the Codeks Service Manager program.
Open the Codeks Service Manager by clicking the CodeksServiceManager.exe file located on your desktop
or the folder C:\Program Files\Codeks (or C:\Program Files (x86)\Codeks).

Codeks Service Manager icon: The following picture shows the CodeksServiceManager.exe
file in the C:\Program Files\Codeks folder:

1. Before entering a new license code, stop

the Codeks Service by clicking on the Stop
button. Before continuing make sure the
status of the service is Stopped.

2. Then click the Licenses button.

3. Click the Add license code button and

the License Manager window will appear.
Enter the license code and click OK to
confirm the entry.

Codeks FrontDesk Add-on 9

4. The Codeks FrontDesk license code will be
displayed in the window.
Next the entered license code must be
activated. To activate it, click the Online
activation or Manual activation 11 button.

NOTE
If your Codeks server does not have an internet
connection, the program will display an error.
In this case, you will have to activate the license
code manually 11 using another device with
internet access.

5. Finally, save the changes by clicking the

Save button.

6. In the main window of the Codeks Service

Manager program restart the Codeks
Service by clicking the Start button.

Codeks FrontDesk Add-on 10

MANUAL LICENSE ACTIVATION

1. Select the license code you wish to

activate and click on the Manual activation
button.

2. The ManualActivationForm window will

open which contains a Challenge code for
activating the selected license code.

IMPORTANT
Do not close this window until you enter the
required Codeks activation code. If you close
this window before entering the Codeks
activation code you will have to repeat the
manual activation process again, because a
different Challenge code is generated every time
you open the manual activation dialogue.

NOTE
If you scan the displayed OR code with your
smartphone you will be automatically
redirected to the Codeks Activation Form
webpage. All the necessary information for
generating the Codeks Activation code for the
selected license code will already be entered in
the form fields. To continue just click Submit.

3. Use your smartphone phone or any other

device with internet access and go to
http://www.jantar.si/caf.html. Here, fill
in the Codeks Activation Form with the
necessary company data and the generated
Challenge code.

4. Then click Submit.

Codeks FrontDesk Add-on 11

5. The form will then display the Codeks
Activation code for activating the selected
license code.

6. Enter the Codeks activation code into the

ManualActivationForm and click OK.

7. If activation was successful the validity of

the selected license will be changed to
unlimited.

Codeks FrontDesk Add-on 12

3 How it works
The FrontDesk add-on is designed to be used by employees who announce visits to guests, heads of
departments who confirm the visitor announcements, and receptionists at the reception or company
entry points. The add-on enables control and overview of guest announcements as well as tracking and
monitoring the movements of guests throughout the company premises. The FrontDesk add-on also enables
quick allocation of cards to visitors as well as issuing replacement cards to employees e.g. who have lost
their original cards through the FrontDesk editor for receptionists.

ANNOUNCING AND CONFIRMING VISITS

When a company employee is expecting a visit, they can send a visit request announcement to his
department manager by logging into Codeks using his username and password – through the new Visitor
announce menu. The announcement of the visit contains information about the visit, which specifies the
purpose and destination department, the person the guests are visiting, etc. The employee who announces a
visit is usually the person responsible for accompanying guests during their visit, although, the FrontDesk
add-on also allows employees to announce visits for a co-worker or to assign co-workers as additional
visitors’ hosts.
The department heads are notified of new guest announcements by email (if they have a valid email address
entered in the Codeks).

Before the visitor can enter the company, the announcement of the employee must be confirmed by their
department manager. Heads of departments can access the menu for processing the visitor announcements
by logging into Codeks using their username and password. In the Show visitor announces viewer, the
department manager can review, edit, and ultimately process the requests made by employees in his
department.
Employees who are either the main or additional guest hosts are also notified by email when changes to the
guest announcement status are made (if they have a valid email address entered in the Codeks).

Codeks FrontDesk Add-on 13

Only after the heads of departments confirm a visit announcement is the announced visit shown to the
receptionists at the entry points of the companies. The receptionists can issue each individual guest
identification means (cards, tags, pin codes, etc.) that allows them entry to specific parts of the company
premises – according to the information given in the visit. The individually assigned identification means can
later be used to track the movement of an individual visitor.

Codeks FrontDesk Add-on 14

RECEPTOR’S WORK AT THE FRONT DESK

At the reception, the receptionist first selects whether the guest is announced or if they have come
unannounced.

Then the receptionist can assign a card to each individual visitor, and the guest's access rights are sent to
the system controllers immediately. The receptionist can assign a card to a visitor without requiring
administrator rights to user data or the right to send tables to controllers.
Similarly, when a visitor is removed, a command is issued that removes the access rights of the guest.

BACKGROUND OPERATION OF THE ADD-ON

Al the visitor and replacement cards, as well as all visitors groups, used in the Codeks Frontdesk Add-on,
must be defined in the main Codeks application before it is used by receptionists at the front desk. The
necessary settings in the main Codeks application are made by a Codeks administrator, who also sends new
tables to the controllers in the system. With this, all the visitor cards and possible access rights are already
waiting to be used on the system's controllers. By default, all prepared visitor cards and replacement cards
are assigned a group without access rights.

Codeks FrontDesk Add-on 15

When a receptionist assigns a card to a visitor, the system issues a command to copy the access rights from
the selected visitors group to the newly issued visitor card. This is executed on each controller, therefore,
sending tables is not necessary.

Similarly, when a visitor is removed, a command is issued that removes the access rights from the card by
reassigning the No access group to the visitor's card.

Advantages of this kind of operation:

· fast and easy issuing of cards at the front desk,
· faster system performance, because there is no need to send tables when assigning cards,
· the prepared cards for visitors cannot be misused because they do not have any access rights in their
default state,
· it is possible to limit the rights that can be assigned to visitors (security-sensitive spaces can be protected
because the prepared groups for visitors do not have access to them).

Codeks FrontDesk Add-on 16

4 Settings for the FrontDesk application
The Codeks FrontDesk is an Add-on for the Codeks application and requires the appropriate setting to be set
within the main application in order to operate correctly. The settings must be set by the Codeks system
administrator. To enable the functionality of the Codeks FrontDesk the following setting must be prepared:

1. Set the locations where visitors can pass. In the Hardware 18 editor, it is necessary to enable the
Location for FrontDesk for the parent locations of Passage type locations where visitors will be able to
pass. (These parent locations can be Room, Floor, Building, or Organization type locations that are
hierarchically superior to the Passage type locations.)
2. Edit the users' settings in the Users 20 editor. The Codeks FrontDesk add-on allows users to announce
agreed-uppon visits and enables the heads of departments to confirm said announced visits beforehand.
Therefore, users must have an assigned username and password that allows them to log in to the Codeks
application. Users can also be granted different rights to confirm their own visit announcements, to receive
notice of announced visits, or to participate in accompanying the guest.
3. Edit the FrontDesk settings in the Preferences 40 editor.
4. Ready-to-be-used FrontDesk visitors and replacement cards (in the Users editor 24 ) which will be
later assigned to visitors.
When the receptionist adds a new visitor a command is issued to all controllers which change the access
right group on the card issued to the visitor from the default No access group to the selected FrontDesk
visitors group. This is done by copying the access rights from the FD system user (who is assigned the
selected visitor group) to the newly issued visitor's card.
5.Timetables for visitors which define when the users will be able to pass at specific passages within the
company (in the Timetables editor 26 ).
6. FrontDesk visitors groups through which the visitors are assigned access rights at specific passages (in
the Groups Editor 29 ).
When you add a new FrontDesk visitors group an FD system user who is assigned the visitors group is
automatically created. When sending tables all the FD system users (with assigned FD visitors groups)
will be sent to controllers. The prepared visitor access rights are thus ready to be assigned to a new
visitor.
7. FrontDesk administrators with appropriate administrator rights for the front desk receptionists (in the
Settings -> Preferences editor 31 ).
8. Additionally, you can also set Functions groups which the receptionists can manually trigger with the
FrontDesk Add-on (defined in the Functions Groups 34 editor).

The necessary settings for enabling the Codeks FrontDesk functionality in the main Codeks application are
described in more detail in the following chapters. The chapters follow the most optimal order of editing.

Codeks FrontDesk Add-on 17

4.1 Settings for FrontDesk locations
All locations that visitors will be able to access must be marked as being a FrontDesk location. With this
setting it is possible to limit visitors' access to specific places. It is also possible to restrict viewing rights to
announced visits for receptionists at reception desks placed in different departments or locations. This way,
only the visits announced for their department or location will be shown to a specific receptionist.

1. To define an existing location

as a location where visitors are
also allowed to enter, first select
the desired location (an
Organization, Building, Floor or
Room type location) from the list
of locations and double-click it.
A pop-up window will open for
editing the selected location

2. Next, find and enable the Is

FrontDesk location setting in
the lower part of the pop-up
window.

3. When you are done click

Save.

Codeks FrontDesk Add-on 18

4.1.1 Additional settings for locations
When using the FrontDesk Add-on an additional setting is available for the passage type locations. The
Remove visitor after exit setting defines that the visitors will be automatically removed from the system
when departing the premises at specific passages. The visitors are stripped of access rights when they
register at the controller on location.

1. To set a location where the visitors

will be automatically removed from the
system, first, select the desired location
(passage) in the List of locations, right-click
it, and select Edit location.

2. In the pop-up edit window enable the

Remove visitor after exit setting and click
Save.

* In the event that an error occurs on the controller (i.e., the controller reports an error event) when a
visitor is exiting the premises, the visitor can remain active even if they have already physically left the
company. To avoid such situations, you can activate the Use strict mode for Remove visitor after exit
feature, which is found in the FrontDesk preferences 23 and which allows the removal of a visitor regardless
of a failed event on the exit controller.

Codeks FrontDesk Add-on 19

4.2 Settings for users
The Codeks FrontDesk add-on enables users to announce agreed-upon visits and send a request to be
confirmed by their department manager.

NOTE
Regular employees and heads of the departments differ only in the user settings they are assigned. The
defining setting which usually separates heads of departments from regular users is the Process visitor
announces 22 setting which allows the selected user to confirm or deny the visitor announcements made
by employees of a particular department.

The user's setting for a regular employee or a head of department must be set for each user individually.
To open the user's settings pop-up window in the Users editor, first, find and double-click the desired
user on the List of all users:

A) Settings in the Basic settings tab

The rights of the heads of departments and all regular employees are defined based on the company's
departmental hierarchy. This is why it is important for each head of department and all regular employees to
be assigned to the proper department within the company.
Also, the Codeks system can only notify the heads of departments and users about visitor announcements
by e-mail, if they have a valid e-mail address entered in their user's settings.
1. In the Basic settings tab:
· enter the Email address for the user and
· select the proper department for the user.

2. When you are finished click Save.

Codeks FrontDesk Add-on 20

B) Settings in the Advanced settings tab
In order for users to be able to log in to the Codeks application, they must be assigned user credentials
(username and password) for logging in to the Codeks application. The username and password can be
set in the Advanced settings.
In addition to the user login access settings, the basic rights to announce visits and confirm their own
visitor announcements can also be set in this tab.

1. In the Advanced settings tab, enter a

username and password for the current user
which will allow him user access to the Codeks
application.

2. In order to allow the user to announce visitors,

enable the Can announce visits setting.
3. * In order to allow the user to confirm their own
visitor announcements enable the Processes own
visitor announcements setting.

4. When you are finished click Save.

Codeks FrontDesk Add-on 21

C) Settings in the Department admin tab
If the user will be able to announce a visit for a co-worker (as if the main host of the visit is one of his
coworkers) you must enable the View time and attendance right in the Department admin tab for all the
departments of the co-workers for which he will be allowed to announce visits.

D) Settings in the Visitor announce tab

In the Visitor announce tab, the rights of the heads of departments for processing visitor announcements
are defined.

1. In the Absence admin tab, you grant or limit the

rights of users to be notified about visitor
announcements, process visitor announcements,
and also to be assigned as an additional host of the
visit. The rights are defined at the department level,
so to assign a right, add a checkmark in the
appropriate box:

Setting Description

Receive visitor announce The user is notified about new visitor announcements for the selected
notifications department.

The user can process (confirm or deny) the visitor announcement for all
* Process visitor announces announces made by users from the selected department.
* This setting is usually enabled for heads of departments.

User accompanying guests If this setting is set for any department the user (in question) could be
assigned/picked by the co-workers of the said department as an additional host.

2. When you are finished click Save.

Codeks FrontDesk Add-on 22

4.3 FrontDesk preferences
Some advanced functions of the FrontDesk add-on can be set in the FrontDesk tab of the Preferences menu.

FrontDesk
Use strict mode for Remove visitor after If the setting is enabled the application will only remove the Front Desk
exit visitor from the system if his exit event was registered correctly. The visitor
will not be removed if the exit event was registered as an error.
(The setting only affects locations, which have the Remove visitor after exit
setting enabled in the Hardware editor.)
Automatically check out guest at end of If this setting is enabled the system will automatically check out all still active
day visitors (i.e. revoke their access rights) at the end of the day.
Limit visitor events period in days The setting limits the age of events that can still be displayed in the list of
events in the Codeks FrontDesk Add-on.
In the settings field, enter the age of the events (in days) that can be
displayed in the list of events and in visitor reports. The default value of the
setting is 0, which means that events are not limited.
Resend announce notification after This setting defines how many hours after the first notification, about a guest
notification in need of processing, a second notification is sent to the same
head of the department.
Send unconfirmed announcements to This setting defines after how many hours of inactivity of the first department
next department manager after manager a new notification will be sent to the next head of department in the
chain of command (i.e. according to the Company organization hierarchy).
Sender name The name of the sender as it will be displayed when sending guest
announcement notifications (e.g. FrontDesk GUEST ANNOUNCEMENT).

Codeks FrontDesk Add-on 23

4.4 Adding visitor and replacement cards
Cards that the receptionist will issue to visitors or users with the Codeks FrontDesk Add-on must be entered
in the Codeks system beforehand. Visitor cards and replacement cards are added as a special type of
user in the User editor.

1. To add a visitor card or a replacement card, first, select the Add user icon in the toolbar of the Users
editor.

2. A pop-up window will open where you can enter

the necessary data and set the appropriate setting
for a new user.
Enter a name for the card and enter a number
code in the Card section of the window. You can
read more about different ways of entering the
card's number in the documentation of the main
Codeks application (CodeksManual-en.pdf).

3.* Additionally, you can set a department for

the card. This setting allows you to limit which
cards can be assigned to a specific location or which
cards can be assigned by a particular receptionist.
Receptionist, who are defined as administrators in
the Codeks system, may have limited rights to issue
visitors or replacement cards depending on locations
and departments.

ATTENTION
If the company's receptionists have limited rights
to assign visitor's cards depending on the
department, it is also necessary to assign
departments to the prepared cards in order for the
Codeks FrontDesk Add-on to work correctly.

Codeks FrontDesk Add-on 24

4. Next, in the Advanced settings tab, set the User
card type to FrontDesk visitors card or
FrontDesk replacement card.

5. Click Save.

Codeks FrontDesk Add-on 25

4.5 Timetables for visitors
Visitor timetables in the Codeks program defines the time when visitors will be able to pass at specific
locations. To define visitor the timetables type Only access timetables is usually used.

4.5.1 Adding a timetable

1. To add a new timetable click the Add timetable icon in the Timetables editor.

2. In the new pop-up window enter the name of the new timetable.
It is advised that a suitably descriptive and distinguishing name be assigned to the new timetable.

3. Select the Only access timetable type.

4. Save the newly added timetable by clicking the Save button. The new timetable will be added to the List
of timetables.

You can read more about timetables and time intervals in the user manual of the main Codeks application
(CodeksManual-en.pdf).
In the next step, you must add time intervals to the newly added timetable.

Codeks FrontDesk Add-on 26

4.5.2 Adding new time intervals
1. To add a new interval, click the Add interval icon in the upper menu of the Timetables editor.
This will enable the interval editor window on the left side of the editor.
2. Select the Access interval type and enter the necessary data in the interval editor window.

3. Save the entered data by clicking the Save button.

The newly added time interval will be added to the List of all intervals, however, the interval is not yet
assigned to any timetable.

4. To add a time interval to a selected timetable, first, mark the timetable you wish to assign the time
interval to in the List of timetables. The selected timetable will color blue.

5. Then locate the interval you wish to assign in the List of all intervals and click on the + (plus) icon next to
the interval's name. When the time interval is successfully added to the timetable it will color green.

Codeks FrontDesk Add-on 27

ATTENTION!
The same time intervals can be simultaneously assigned to several timetables. By making changes to a
selected time interval you are affecting all the timetables the time interval is assigned to.

You can read more about specific time intervals in the user manual of the main Codeks application
(CodeksManual-en.pdf).

Codeks FrontDesk Add-on 28

4.6 Access groups for visitors
Visitors are assigned access rights at specific locations through specially defined Visitors groups. FrontDesk
visitors groups are used to define access groups for visitors.

4.6.1 Adding a group

1. To add a new visitor group select the Add group icon in the upper menu of the Groups editor.

2. In the new pop-up window, enter the name of the new group.

3. Select the FrontDesk visitors group type and select the default timetable for visitors.

4. Click Save.
The new group will be displayed in the List of groups, and, simultaneously, a FrontDesk system user for the
group will be automatically created and displayed in the Users editor. When sending tables the FD system
user (with the assigned FD visitors group) will be sent to controllers. When the receptionist adds a new
visitor a command is issued to all controllers which changes the access right group on the card issued to the
visitor from the default No access group to the selected FrontDesk visitors group.

Codeks FrontDesk Add-on 29

4.6.2 Adding access rights
To enable a visitors group to be able pass at specific passages, enable the appropriate passages in the
Groups editor and assign a timetable that defines when the visitors will be able to use the passages.

1. To add access rights to a specific visitors group mark the selected FrontDesk visitors group in the List
of groups in the Groups editor. The selected group will color blue
2. Enable access to a specific passage for the group by adding a checkmark next to the name of the
passage in the List of passages.

3. Next, select a timetable, which defines when the visitors will be able to pass at the selected passages.
4. When you are done editing, save the changes by clicking Save.

Codeks FrontDesk Add-on 30

4.7 Adding FrontDesk administrators
In the Administrators editor, you can add and edit Codeks system administrators and manage the rights of
administrators. For a receptionist, it is necessary to create a FrontDesk administrator who has the right
to use the Codeks FrontDesk Add-on.

1. To add a new administrator click the Add administrator icon in the toolbar.

2. The window for editing the administrator rights will be enabled.

Enter the name of the new FrontDesk administrator and assign a unique
username and password.

Codeks FrontDesk Add-on 31

3. In the lower part of the window, you can assign specific rights to the administrator according to the
location, departments, hardware, and menus. For a FrontDesk administrator:

- in the Locations tab, assign all action rights

for all locations, for which the receptionist will
be able to assign access rights. Adding rights to
locations also enables the receptionist to see events
that visitors and users register on enabled locations
in the Table of events in the FrontDesk editor.

- in the Departments tab, assign all action

rights to the receptionist for all departments,
for which the receptionist will be able to assign
access rights. This setting allows you to limit which
cards can be assigned at a specific location or which
cards can be assigned by a particular receptionist.
Receptionists can have different rights to assign
visitors cards and replacement cards depending on
the location or department. By assigning rights to
specific departments, you also allow the
administrator to see the employees in these
departments, who can be issued replacement cards.

ATTENTION
If the company's receptionists have limited rights
to assign visitor's cards depending on the
department, it is also necessary to assign
departments to the prepared cards in order for the
Codeks FrontDesk Add-on to work correctly.
Otherwise, a receptionist with limited administrator
rights will not be able to assign cards to visitors
and users.

Codeks FrontDesk Add-on 32

- in the Menu tab, assign all action rights for the
FrontDesk Add-on. This will allow the receptionist
to log in to FrontDesk as a FrontDesk administrator.

- in the Functions Groups tab, assign all action

rights to enable the receptionist to use the
function group buttons.

4. Click Save when you are done editing to save the

new administrator.
The new administrator will be added to the List of
administrators on the left.

Codeks FrontDesk Add-on 33

4.8 * Settings for functions groups
Function groups are preset actions which can be manually triggered by an administrator or receptionist.
They they can be accessed through additional buttons displayed in the Monitor and the FrontDesk editor.

Function groups buttons in the Monitor

Function groups buttons in the FrontDesk editor

Function groups can be created in the Functions groups editor which can be accessed through the Settings
submenu.

Codeks FrontDesk Add-on 34

4.8.1 Add function group
1. To add a new function group select the Add function group icon in the Functions Groups editor.

2. A new pop-up window will open where you can set the desired settings for the new function group.

Name The name of the function group, which will also serve as the name of the button for manually
triggering the function group in the Monitor and FrontDesk editor. The name should be as
short as possible, jet still sufficiently descriptive.
Require event If the field is enabled, the administrator or receptionist, who triggers the function group must
description enter a comment, before the triggered actions can be executed.
Generate event The event that will be recorded and displayed in the table of events (in the Monitor and
FrontDesk editor) when the function group is triggered.
Locations List of locations.
ATTENTION!
the actions can only be executed at passages with connected controllers.

Codeks FrontDesk Add-on 35

Name The name of the function group, which will also serve as the name of the button for manually
triggering the function group in the Monitor and FrontDesk editor. The name should be as
short as possible, jet still sufficiently descriptive.
Actions List of actions which can be performed at passages with connected controllers.
Macro List of macros which can be performed a passages instead of a single action.

3. The set name of the function group will be displayed on the function group button in the Monitor or
FrontDesk editor.

4. Select the locations where the new function group will be triggered, and select the action to be
performed from the list of actions on the right.

5. Also, select what kind of event will be recorded when the function group will be triggered.

6. When you are done editing, save the changes by clicking Save.

Codeks FrontDesk Add-on 36

4.8.2 Edit function group
1. To edit a function group mark the selected function group and click on the Edit function group icon in
the Functions groups editor or double-click the selected function group.

2. A new pop-up window will open where you can edit the settings of the function group.

3. When you are done editing, save the changes by clicking Save.

Codeks FrontDesk Add-on 37

4.8.3 Delete function group
1. To delete a function group mark the selected function group and select the Delete function group icon
in the Functions Groups editor.

2. The browser will request confirmation of the deletion of the function group. After you confirm the
deletion of the function group, the function group will be removed from the list.

Codeks FrontDesk Add-on 38

4.9 Send tables
Za implementacijo vnesenih urnikov, skupin, uporabnikov in administratorjev za Front Desk je potrebno s
funkcijo Pošlji tabele ustreznim kontrolerjem posredovati shranjene podatke.

1. To send tables to controllers click the Send tables button in the Main menu. A new window will open
where you can select the appropriate controllers.

2. Select all the controllers to which you want to send tables from the List of controllers on the left.
3. Then click the Send tables button.

The process can take several minutes depending on the number of controllers and the speed of the
connection.

4. The system will display a report in the window when the process is finished.

Codeks FrontDesk Add-on 39

5 Using the Codeks FrontDesk Add-on
Dodatek Codeks FrontDesk omogoča najavljanje v naprej dogovorjenih obiskov ter potrjevanje teh obiskov s
strani vodij oddelkov. Šele ko je posamezen obisk potrjen, lahko receptorji na vstopnih točkah podjetja
prijavilo najavljene goste in jim dodelijo kartice (ali druga identifikacijska sredstva) za dostop.

SENDING AND PROCESSING GUEST ANNOUNCEMENTS

Zaposleni in vodje oddelkov do orodij za najavo gostov in obravnavo najavljenih gostov dostopajo prek
svojega uporabniškega dostopa do aplikacije Codeks.

The employees and department managers can log into the Codeks application using their username and password through the
User login form.

Link to the user login form:

~IP address of your server~:9090/addons/userslogin.html

Step 1 - USER'S ABSENCE REQUEST

The user first announces a guest in the Visitor announce 44 menu. Users can
announce guests only if they are granted the Can announce guests right in
their user settings.
In the guest visit announcement form, users are required to fill out several
mandatory fields to provide all the necessary information about the visit. Users
can enter multiple individuals within the same guest announcement.

When a user announces guests, the system sends the announcement to the head
of department, who can process visitor announcements for their department, and
to all co-workers the user has selected to be additional hosts of the visit.

Users can monitor the status of their guest announcements in the Show visitor
announces menu, where they can also subsequently correct or cancel the
announcement. Cancellation of the announcement is only possible until the head
of the department confirms or rejects it.

Codeks FrontDesk Add-on 40

Step 2 - DEPARTMENT MANAGER'S REPLY
The head of the department is notified about new guest announcements by
email. In order to be designated as a head of department a user must have the
Process visitor announces setting enabled in their user settings. This setting
enables them to confirm or reject visitor announcements made by employees of
a selected department.

All guest announcements announced by employees in his department can be

viewed and processed in the Show visitor announces menu. In this same
menu, the head of department may also subsequently correct the data of the
guest announcement.

When the manager confirms the guest announcement, the employee (and any
additional hosts of the visit) is notified about the status change of their visitor
announcement by email.

Step 3 - CONFIRMED GUESTS ARE ADDED TO THE FRONTDESK VIEWER

When a head of department confirms a visitor announcement, that
announcement can be displayed in the FrontDesk viewer designed for
receptionists at the company's entry points.
Receptionists can then look for the announced visit when a visitor arrives, check-
in the guests and issue them an appropriate means of identification which allows
them limited access to the company premises.

Codeks FrontDesk Add-on 41

THE FRONTDESK VIEWER

The Codeks FrontDesk Add-on is designed to be used by a receptionist at the entrance of the company. The
FrontDesk editor consists of a toolbar with command icons, a list of currently issued cards, and a list of
events.

At the reception the receptionist must, first, ascertain whether an arriving guest has been announced
beforehand or if they have arrived unannounced.

Then the receptionist can assign a card to each individual visitor, and the guest's access rights are
sent to the system controllers immediately.

Codeks FrontDesk Add-on 42

I addition to visitor cards the receptionists can also issue replacement cards to employees who have
forgotten or lost their own user card. In the List of currently issued cards visitor cards, are shown in

blue ( ), and the replacement cards that are temporarily issued to employees are shown in yellow ( ).

In addition to the basic icons, the toolbar also contains function groups buttons, with which the
receptionist can manually trigger actions at certain passage within the company. The function group buttons
are created by the administrator in the Functions groups 34 editor in the main Codeks application. The
receptionist can trigger function group buttons only if he has the necessary administrator's rights (set in the
Administrators 31 editor).

The History icon opens a new viewer, where you can view the list of all visitors and users that have been
entered in the Codeks FrontDesk Add-on. The viewer enables you to browse the history of visitor and
replacement cards as well as display the data in the form of a report.

The List of events is similar to the one in the Monitor viewer, and show the most recent events registered
within the system.

In the fields next to the list of events, a picture of the user is displayed, as well as a snapshot from the
control camera when a user (employee) registers at a controller. The camera snapshot can only be viewed if
you are also using the Codeks IP Camera Add-on.

Codeks FrontDesk Add-on 43

5.1 User's guest announcement
Users who announce visitors can access the menus for announcing visitors and checking the status of their
announcements using their users' access username and password.

The following chapters describe the use of user access menus.

5.1.1 Visitor announce

1. To announce a visitor, first, select the Visitor announce menu option in the main menu of your
user access.
The editor for making visitor announcements will open.

Codeks FrontDesk Add-on 44

2. If you are allowed to make visitor
announcements for your coworkers,
first, in the Group host drop-down select
the appropriate person to be the host of
the visit.
If you do not have the right to announce
guests for co-workers, you will not be
able to select a different host in the first
drop-down list

3. Then, select the Purpose of visit.

4. Next, fill in the Group Name /

Company in the announcement form
and specify the date and time of
arrival and the day and time of
departure.

Codeks FrontDesk Add-on 45

5. In the Guests (Last name and First
Name) section, enter the information of
at least one guest you know will visit the
company.

5.1. To add a new guest, click the

Add Guest button.

5.2. A new window will open where

you can enter the guest's information
(entering the guest's name and last
name is mandatory).

5.3. Click Approve when you're

done.

Codeks FrontDesk Add-on 46

6. In the Users accompanying guests
section, you can select co-workers from
your department or from another
department who will also be invited to
attend as additional hosts of the visit.

6.1. Click the Edit button to add an

additional host.

6.2. A new window will open where

you can select co-workers who will
accompany the visit.
To assign a coworker as an additional
host, click on their name in the user
list on the right.
Selected colleagues will appear in the
list on the left.
The selected coworkers will also be
notified about the new visitor
announcements by email.

6.3. Click Save when you're done.

7. You can write additional instructions or

comments in the Notes section.

8. In the Location section, select the

company location where the visitor is
invited. (This information is important for
issuing access cards later.)

9. When you have finished entering the

information, click Send.

Codeks FrontDesk Add-on 47

5.1.2 Show visitor announces
Employees can track the status if their visitor announcements in the Show visitor announces menu.

In the same editor, they can also subsequently correct or cancel the announcement.
Editing and cancellation of an announcement is only possible until the head of the department confirms or
rejects it.

Editing the visitor announcement

1. To edit the guest announcement, first select and double-click the announcement you want to edit in
the list of announcements on the left.
This will enable the right side of the editor, where you can edit the data about the visitor announcement.

2. When you are finished, click Save.

Codeks FrontDesk Add-on 48

Canceling the visitor announcement
1. To cancel a guest announcement, first select the announcement you want to cancel from the list of
announcements on the left. Za preklic najave gostov najprej izberite najavo, ki jo želite preklicati, v
seznamu najav na levi.
2. Then, in the right part of the editor, click the Cancel button.
The status of the visitor announcement will be immediately changed to Canceled.

Codeks FrontDesk Add-on 49

5.2 Department manager's reply
The following chapters describe the use of user access menus.
Heads of departments who can confirm or reject visitor announcements can access the menus for processing
their employees visitor announcements using their users' access username and password.

The following chapters describe the use of user access menus.

5.2.1 Processing announcements

The heads of departments can access tools for processing visitor announcements in the Show visitor
announces menu.

In this same editor, the heads of departments can subsequently edit the visitor announcement before
confirming it or they can deny it.

Codeks FrontDesk Add-on 50

Editing the visitor announcement
1. To edit a visitor announcement, firs, locate and double-click the desired announcement on the list of
announcements on the left.
This will enable the right side of the editor, where you can edit the data about the visitor announcement.

2. When you are finished, click Save.

Processing the visitor announcement

1. To process the visitor announcement:
- click the Approve button to confirm the announcement,
- click the Reject button to deny the announcement.

2. The status of the announcement will immediately be set to Approved or Rejected.

Codeks FrontDesk Add-on 51

5.3 Receptor's work
Receptionists who issue cards to visitor at the company entry points can access the main FrontDesk viewer
by logging into through the FrontDesk login using their administrators username and password.

The following chapters show work in the Codeks FrontDesk viewer.

5.3.1 Issuing a card to an announced visitor

The cards that the receptionist will issue to visitors or users using Codeks FrontDesk must be entered in the
Codeks system beforehand. When a visitor arrives, the receptionist will only change the rights of an
existing card by assigning it a new group, and, thus, granting it access rights at certain passages.
When assigning a group and issuing a card, the system automatically issues a command to
update the rights of this card at appropriate controllers.

1. To issue a visitor card to an announced visitor select the Visitor arrival icon in the toolbar of the
FrontDesk editor.

2. A new window will open, showing the visitor announcements for the selected date range on the left.
By clicking on an announcement entry, the details of the selected visitor announcement will be displayed
on the right side of the pop-up window.

Codeks FrontDesk Add-on 52

3. To check-in a guest, who
was previously announced by a
visitor announcement, double
click the announcement or
mark the announcement on
the list and, then, click the
Visitor check-in button.

4. A new pop-up window will open where you can

manage individual guests within the visitor
announcement:

4.1. To check-in a guest:

a) select the guest in the Guests (Lastname
and first name) * section,
b) review the guest information in the right
part of the window and edit it if needed,

Codeks FrontDesk Add-on 53

c) then, in the Access section:
- check (or change) the host of the
visit in the Visit to field,

- set the Arrival and Leave date and

time, which limit when the visitor will be
able to access your company premises,

- select the Card to be assigned to

the visitor,

- assign the Access group.

d) click Approve. This will check-in the

guest into the system (a command will
be sent to the controllers that will assign
appropriate access rights to the assigned
card).

Codeks FrontDesk Add-on 54

4.2. If the guest does not (will not) arrive,
mark the guest in the Guests (Lastname and
first name) section and click the Guest not
arriving button.

5.* To add and simultaneously check-in a

new unannounced guest inside the same
announcement, click the Add guest button
and fill in all the fields on the right side of
the window. Then click Confirm.

6. When you are done checking-in guests close

the pop-up window.

Codeks FrontDesk Add-on 55

5.3.2 Issuing a card to an unannounced visitor
Postopek prijave nenapovedanega gosta je za receptorja nekoliko drugačen. Ker za prispelega gosta še ni
nobenih podatkov, je potrebno pred dodelitvijo kartice novemu gostu v sistem vnesti še podatke, ki se
navadno vpisujejo ob najavi gostov.

1. To issue a visitor card to an unannounced visitor select the Visitor arrival icon in the toolbar of
the
FrontDesk editor.

2. A new window will open, showing the visitor

announcements for the selected date range on the
left.
Then click the Unannounced arrival button in the
lower-left corner.

3. To check-in an unannounced guest, first, fill

in all the basic information about the arrival on the
left side of the new pop-up window:

Codeks FrontDesk Add-on 56

a) first, select the appropriate employee for
the Group host,

b) then select the Purpose of visit,

c) fill in the Group Name / Company in the

announcement form and specify the date
and time of arrival and the day and time
of departure,

d) in the Location section, select the

company location where the visitor is invited.
(This information is important for issuing
access cards later.)

Codeks FrontDesk Add-on 57

4. Then click the Add guest button. This will
enable the entry fields on the right side of the
window:
a) first, enter the visitor's Name and
Lastname (this information is mandatory).

b) then also fill out the lower entry fields as

necessary,

Codeks FrontDesk Add-on 58

c) then, in the Access section:
- set the Arrival and Leave date and
time, which limit when the visitor will be
able to access your company premises,

- select the Card to be assigned to the

visitor,

- assign the Access group.

d) click Approve. This will check-in the guest into the system (a command will be sent to
the controllers that will assign appropriate access rights to the assigned card).

6. When you are done checking-in guests close the pop-up window.

Codeks FrontDesk Add-on 59

5.3.3 Editing a visitor
It is also possible to subsequently edit an active visitor within the Codeks FrontDesk system.

1. To edit a visitor select the desired visitor from the List of currently issued cards. Double-click the
selected visitor or right-click and select Edit visitors data to enable the edit visitor window.

2. A pop-up window will open, where you

can edit and enter new visitor's data.

NOTE
You cannot subsequently change
settings that define the visitor's
access rights. In order to change
the visitor's access rights, you must
remove the visitor from the system
and re-issue his visitor card.

3. Save the entered information by

clicking Approve.

Codeks FrontDesk Add-on 60

5.3.4 Issuing a replacement card
The cards that the receptionist will issue to visitors or users using Codeks FrontDesk must be entered in the
Codeks system beforehand. When the receptionist issues a replacement card, he will only change
the rights of an existing card by assigning it a new group, and, thus, granting it access rights at
certain passages. When assigning a group and issuing a card, the system automatically issues a
command to update the rights of this card at appropriate controllers.

1. To issue a replacement card to a user select the Temporary replacement card icon in the toolbar of
the FrontDesk editor.

2. A pop-up window will open, where you can select the appropriate user.
Find and select the user whom you wish to issue a replacement card in the List of users.

Codeks FrontDesk Add-on 61

3. On the right side of the window define the date and time of arrival and departure to define when the
replacement card will be valid.
4. Next, select one of the prepared Replacement cards.

4. Confirm the issued replacement card for the selected user by clicking Approve.

Codeks FrontDesk Add-on 62

5.3.5 Visitor's departure / Removing a replacement card
When a visitor departs or when a replacement card is removed, the receptor removes the access
rights of the issued cards. The system in the background automatically updates card rights on the
appropriate controllers.

ATTENTION
In the event that the employee has lost his card, or if the card was stolen, it is necessary to cancel the
user's old card and assign him a new user card before canceling the replacement card. A new
user card is assigned to the employee by an administrator in the main Codeks application. The
administrator enters a new number code in the Card section of the user's settings, thus simultaneously
assigning a new user card to the employee and canceling the old user card.

1. In the List of currently issued cards, select the visitor who is departing, or the replacement card you wish
to remove. Then, click theVisitor leave icon.

2. The browser will request confirmation of the visitor's departure. When you confirm the departure, the
visitor or replacement card will be removed from the list.

Codeks FrontDesk Add-on 63

5.3.6 Return card
The Return card function enables faster and easier removal of issued visitor's or replacement cards
from the FrontDesk system. The receptionist can read and remove a card from the system with the help of a
desktop USB card reader.

NOTE
To use the Remove card function you will need a desktop USB card reader set to the appropriate
reading mode. You can read more about the use and specific settings of the USB table reader in the
documentation of the Table Reader Service program (Jantar TableReaderManual-en.pdf).

1. To remove visitor's cards using the USB card reader select the Remove card icon in the toolbar of
the FrontDesk editor.

2. A pop-up window will open where you can read and remove cards.
Now, read the visitor or replacement card you wish to remove with the USB reader. The card's number will
be displayed in the Card field of the pop-up window.

3. To remove the card click Remove.

4. The card will be immediately removed from the system.

You can continue this process to read and remove several cards successively.

5. When you are done removing cards, close the pop-up window.

Codeks FrontDesk Add-on 64