Learning about Staff Management and Staff Keys

Staff are the key holders who work at or perform a service on the property. Most staff are people whose rights are limited to using the keys issued to them, for example, maintenance personnel. Some staff, however, require access to Ambiance. The staff who have access to Ambiance are called Operators.

A staff member is designated an Operator in the staff profile. The degree of access depends on the selected Operator role. For example, an Operator with the predefined Administrator role has access to all Ambiance functions whereas the rights for an Operator with the predefined role Front Desk Agent are limited to Guest Registration and Read Key functions.

You can add staff manually or import a list.

Staff profiles

When a staff member is added to Ambiance, a profile is created with the following tabs:

• Staff Member Info—This tab is where basic identification details about staff are defined and notifications are enabled. The option to designate the staff member as an Operator is on this tab.
• Operator Info—This tab is where Operator access is configured. The tab is only active if the staff member is designated as an Operator.
• Assigned Keys—This tab lists active keys assigned to the staff member. You can cancel and/or replace keys in the list.

To view a staff member profile:

• Go to Staff Management and select a staff member.

You can filter the list of profiles based on status (Active/Deactivated/Operators only).

Importing staff

If the Import list right is enabled in Role Management, you can create staff profiles by importing a CSV file that contains basic data (firstname/lastname/ID). Any additional information, including the option to designate Operators, must be specified manually in the staff profile. The Import list right is enabled by default for the Administrator and Site Configurator roles.

Staff keys

Staff keys are made and issued to people who work on the site, which may include employees, contractors and vendors. Staff keys are encoded with a credential defined in Access Management > Credential Management that may include access to all access point types: guest rooms, suites, common areas (guest and staff), meeting rooms and restricted areas.

Staff keys are made in the Staff Keys module. Key instances are subsequently managed in Staff Management by selecting the staff to whom the key (instance) was assigned and then the Assigned Keys tab in the profile.

Staff keys are valid in staff and guest common areas and elevator controllers until key expiration is reached. If necessary, use the Block Key (or Block access remotely) to invalidate access to all access point types; however, after the Block Key is presented to the respective locks, the Unblock Key will not restore access to common areas when access to the common area is based on a common area profile.