Akuvox V7.3.4 Smart Access Web Portal Administrator Guide

Update Time: Jan. 2025

About This Manual

This manual is intended for commercial administrators who need to manage personnel, visitors, access control, etc, of a specific company on the Akuvox SmartPlus platform (Version 7.3.4).

For more information, please visit http://www.akuvox.com/ or consult Akuvox technical support.

What’s New in version 7.3.4:

• Support filtering door logs via response type.

• Support searching for temp keys by their validity, repeat mode, etc.

• Added Missed Punch and Insufficient Hours in attendance status.

System Overview

Akuvox Smart Access is a cloud-based platform where the administrator can conduct integrated management of the company.

Administrators can:

• Set up the company structure.

• Manage groups and personnel.

• Manage access credentials for visitors and couriers.

• Set up access control rules.

• Set up attendance.

• Check various logs.

• Send messages to personnel.

Login

Log in to the Smart Access cloud platform using the account obtained from your installer or project manager.

1. Open the web browser, enter the address (URL) of the cloud server location in your area, and click Enter.

2. Enter your username and password.

3. Click Login.

You can click Log Out in the upper right corner to exit the system.

Dashboard

The management dashboard gives you an overview of your company.

Module Description:

Customize Dashboard

You can customize the dashboard by adding and editing components to match your preferences.

Edit and Remove Components

1. Click in the upper-right of a specific component.

2. Rename, delete, or configure it.

For the Door Status component, you can select up to 8 doors to display.

After displaying the door, you can unlock it, lock it down, and hold it open.

ONLY PMs can open/close the door; installers cannot.

Note

• If the system fails to obtain the status of the door, check whether the real-time monitoring feature is enabled on the device side. Click here to view the configuration steps.

• Specific models and versions support opening/closing doors. See the Door Management chapter.

For the Alarm Log component, you can select the log type to display and set the time of logs.

Add Components

1. Click + in the lower-right corner.

2. Click the desired component to add it. The same components can be added repeatedly.

Wizard

Wizard guides you through adding groups, personnel, and setting up access control and attendance. It will pop up when you log in to the platform.

If you want to check the guidance after closing it, click in the upper-right corner.

Groups Management

You can add, edit, and rename groups in companies.

Add a Group

1. Click User > Personnel > next to the desired company > +New Group. Or, select Group in the target company category > New Group.

2. Enter the group name.

3. Set the directory display on the door phone’s directory screen. Specific models support this feature. See the chart below.

• Do Not Display: Neither display the group nor the personnel in it.

• Display as Group Only: The default option. Only display the group name. When selected, the first 10 personnel with the SmartPlus Intercom feature enabled will be called.

• Display Personnel Only: Personnel will all be displayed, but not the group name.

4. Click Submit.

Compatible models and versions(or higher):

• X912: 912.30.11.49

• X915 V2: 2915.30.10.211

• X916: 916.30.10.222

• S539: 539.30.10.231

• S535: 535.30.10.233

• S532: 532.30.10.211

• R29: 29.30.10.314

• R28V2: 228.30.10.231

• E16V2: 216.30.10.208

Edit/Delete a Group

1. Click User > Personnel > Group.

2. Click to view the detailed information and modify the group; click to delete it.

3. On the group info interface, you can:

• Click +Add to add users to the group.

• Click Edit to change the group settings.

• Check the access groups applied to the group.

• Click +Add to add an access group.

4. On the group editing interface, you can set up additional settings.

   See item description in the chart below.

Personnel Management

You can add personnel one by one or in a batch to a company.

Add Personnel One by One

1. Click User > Personnel > New Personnel.

2. Enter the user information and set up permissions.

   See descriptions of each item in the chart below.

3. Click Next to set up the user’s credentials.

   See description of each item in the chart below.

Note

• The license plate is used for Smart Parking.

• If you have filled in both the License Plate and the UHF Card, the cloud will ONLY issue the UHF card code to the door phone.

4. Click Submit.

Add Personnel in a Batch

You can import a batch of personnel data into a company for quick setup.

1. Click User > Personnel > New Personnel.

2. Click Download Import Template.

3. Click Import Personnel to upload the file after editing it, and click Import Face Data to upload the face photos. Please follow the upload instructions in the pop-up window.

In the template, you can see the instructions by moving the mouse cursor to a specific column. You should add at least one user before importing the file.

See the description of each item in the chart below.

Edit/Delete Personnel

You can edit and delete personnel on the User > Personnel interface.

• Click to delete the personnel.

• Clickto view and edit the personnel’s information.

On the information interface, click Edit to modify the account settings.

• Toggle access methods’ switch to turn them on/off.

• Click to add specific access methods.

• Click to check access groups applying to the user.

• Click +Add to add an access group.

Door Management

You can manage doors through quick control and schedules.

Access Control Priority Levels:

• Quick Control: Highest priority. Control doors even if they are in the state preconfigured by the Door Schedule. For example, if a door is set to hold open from 8 AM to 12 PM daily, you can close the door at any time via quick control.

• One-Time Runs: The second-highest priority. Only one schedule can be active per day, and one-time runs take precedence over Routine Schedules and Holidays. For instance, if a door is set to hold open for one-time runs on a holiday, users can open it during the holiday.

• Holiday and Routine Schedule: These have the lowest priority and will only be effective if there are no active One Time Runs or Quick Control adjustments.

Compatible Devices

Features	Models and Versions(or Higher)
Check door status	X912: 912.30.12.22 X915V2: 2915.30.10.619 R29: 29.30.10.507 R20: 320.30.11.206 E16V2: 216.30.11.107 S539: 539.30.10.507 A08: 108.30.11.110 A01/A02: 101.30.11.12 A03: 103.30.11.6 A095: 95.30.10.203 A094: 92.30.11.8
Door quick control
Door schedule

Door Quick Control

On the Doors module, you can check the added doors, their status, location, expiration time, etc. The icon next to the door name indicates a different status.

You can also perform door quick control(unlock, hold open, and lock down).

• Free: The door is free to use.

• : The door expires, which limits the cloud services, including issuing credentials to open the door, remotely configuring and managing the door phone, and reporting door logs to the cloud.

Door Status: The door status is configured by your installer.

/: The door status is not configured.

/: The door status is indicated by the input status.

When setting the door to remain open, select the time. To close it while it is open, click Restore.

Lockdown

The lockdown feature keeps the door locked. It can be used to keep threats out in dangerous situations.

Doors under lockdown cannot be opened by common access methods, such as users’ credentials and the exit button.

Compatible models and versions(or higher):

Model	Version	Model	Version
R29	29.30.10.404	X910	2910.30.11.28
R28V2	228.30.10.231	X912	912.30.11.107
R25	25.30.10.117	X915V2	2915.30.10.420
R20	320.30.11.30	E16 V2	216.30.10.208
A08	108.30.11.8	A01/A02	101.30.10.206
A03	103.30.10.204	A094	92.30.10.205
A095	95.30.10.110	S539	539.30.10.507

1. Click Lockdown at the top of any interface. This button is only available for project manager accounts.

2. Click Lockdown On to lock all doors; click Lockdown Off to release all doors.

If users try to open doors when devices are in lockdown, devices with screens will display “Property Under Lock” and announce an alarm; devices without screens will shine a blue indicator light and announce an alarm.

Switch Lockdown for a Specific Door

You can check the doors’ lockdown status and turn on/off lockdown for a specific door by clicking Lockdown On/Off in the Quick Control column.

Modify Door Settings

1. On the Doors module, click of the desired door.

2. Click Copy to/from to copy the configuration data to/from another door.

3. Clicknext to the door name to modify its settings.

Door Schedule

The Door Schedule refers to a timetable for doors to change to a preset state at specific times.

It supports two repeat modes:

• Routine Schedules: The schedule repeats every week.

• One-Time Runs: Set the daily or weekly schedule that repeats during a defined period.

Routine Schedules

1. On the Doors module, click of the desired door.

2. To set up a routine schedule, click Edit on the Door Schedule section.

3. Select the door mode that will be highlighted.

• Hold Open: The door remains open during the scheduled time.

• First Credential In: The door remains open during the scheduled time after users use their credentials for the first time.

• Lockdown: The door remains closed during the scheduled time.

4. Hold and drag your mouse cursor to select a time block.

While setting up the schedule, you can:

• Click Copy from to copy a schedule from a configured door.

• Click Undo to withdraw the configuration.

• Click Clear to remove the configuration.

5. Set up the time block by clicking it. You can:

• Change the type.

• Select the start time and end time.

• Check All Day.

• Check Allow Manual Termination. If enabled, users with the first credential in permission can close the door when it is held open.

• Copy the schedule to the whole week, weekend, or weekdays by clicking Copy to.

6. Save the setting and submit the schedule.

One-Time Schedules

1. On the Doors module, click of the desired door.

2. Select One-Time Runs on the Door Schedules section.

3. Click +Add One-Time Runs.

4. Name the schedule.

5. Specify the schedule's effective time.

6. Select the Repeats mode: Daily or Weekly.

7. Select the door mode that will be highlighted.

• Hold Open: The door remains open during the scheduled time.

• First Credential In: The door remains open during the scheduled time after users use their credentials for the first time.

• Lockdown: The door remains closed during the scheduled time.

8. Set up the time block by clicking it.

You can:

• Change the type.

• Select the start time and end time.

• Check All Day.

• Check Allow Manual Termination. If enabled, users with the first credential in permission can close the door when it is held open.

• Copy the schedule to the whole week, weekend, or weekdays by clicking Copy to.

9. Save the setting and submit the schedule.

Access Group Management

The Access Group module allows you to create an inventory of ready-made access control schedules, which can be readily pulled out and applied for the door access control, targeting specific groups and personnel.

Create an Access Group

1. Click Access Control > Access Group > +New Access Group.

   You can clickto view the details of the default access group generated by the system.

2. Name the access group and select the Repeats mode from Daily, Weekly, or Never. Daily and Weekly means the schedule will repeat every day and week.

3. Specify the time within which users can open doors with their credentials.

4. Enable/disable Holiday Exemption. This decides whether the users in the access group can open doors during holiday schedules.

Compatible models and versions(or higher):

• X912: 912.30.12.22

• X915V2: 2915.30.10.619

• R29: 29.30.10.507

• R20: 320.30.11.206

• E16V2: 216.30.11.107

• S539: 539.30.10.507

• A08: 108.30.11.110

• A01/A02: 101.30.11.12

• A03: 103.30.11.6

• A095: 95.30.10.203

• A094: 92.30.11.8

5. Select the door(s) to be opened. If Custom is selected, choose the door from the dropdown menu.

6. Select users who are authorized to open the door.

   1. If Custom is selected, click +Add in the Groups section to select a group. All users in the group will be granted permission to open the door.

   2. Click +Add in the Personnel section to select a specific user.

7. Submit the setting.

Edit/Delete Access Groups

The system-generated default group cannot be edited or deleted.

1. Click Access Control > Access Group.

2. Clickto view the group's detailed information; click to modify its settings; click to delete it.

Holiday Access Control

You can define the holidays when personnel cannot open doors to enhance access control security.

Compatible models and versions(or higher):

Model	Version	Model	Version
X910	2910.30.11.28	R20V5.0	320.30.10.223
X912	912.30.11.49	R25	25.30.10.117
X915V2	2915.30.10.211	R29	29.30.10.314
X916	916.30.10.222	R28V2	228.30.10.218
S532	532.30.10.211	A08	108.30.10.108
S535	535.30.10.233	A01/A02	101.30.10.106
E18	18.30.10.236	A03	103.30.10.108
E16V2	216.30.10.208	A05V2	205.30.10.119
A094	92.30.10.112	A095	95.30.10.110

1. Click Access Control > Holiday > New.

2. Enter the holiday name.

3. You can set the Working Hours to allow authorized personnel to open doors. When enabled, specify the time.

4. You can enable Repeat by Year to repeat the schedule every year.

5. Select the year and day(s) of the holiday schedule.

6. Click Submit.

Area Restrictions

This feature strictly controls the entry and exit of users. Users can only enter and exit the specific area through the designated doors.

Compatible models and versions(or higher):

Model	Version	Model	Version
A08	108.30.10.108	R29	29.30.10.314
A01/A02	101.30.10.106	R28V2	228.30.10.218
A03	103.30.10.108	R25	25.30.10.117
A05V2	205.30.10.119	S539	539.30.10.231
A094	92.30.10.112	S535	535.30.10.233
A095	95.30.10.110	S532	532.30.10.211
X910	2910.30.11.28	E18	18.30.10.236
X912	912.30.11.49	E16V2	216.30.10.208
X915 V2	2915.30.10.211
X916	916.30.10.222

1. Click Access Control > Area Restrictions > New.

2. Enter the area name.

3. Select the entry and exit doors. With anti-passback disabled, there is no strict control over users exiting through the exit door. Users can exit through the entry door.

4. When the anti-passback feature is enabled, users must first enter, and then exit the area through designated doors.

Note

• Anti-passback also prohibits users from entering the area by following others. Users can only use their credentials to open the entry and exit doors once respectively.

• For example, if the user follows someone else through the door, the next time he/she cannot swipe his/her card to open the Entry/Exit door.  

a. Set the time when the anti-passback feature is effective.

b. Select the action taken by the door phone when the user uses credentials to open the entry or exit door twice.

-Deny Access: The user cannot open the door.

-Log violations only: The door can be opened, and the door opening will be recorded in the door log.

5. Set the User Timeout within which users cannot open the same door twice. Only after the time limit can the user open the door again.

After creating the area restriction rule, you can check the current occupancy and blocked people.

• Current Occupancy: Display the number of personnel entering the area, only effective when the anti-passback feature is enabled.

• Blocked People: Display the number of personnel and couriers who are denied access in the area. It is only effective when the anti-passback feature is enabled and Deny Access is selected as the action for When Re-entry or Re-exit.

Attendance

The attendance feature allows you to:

• set up independent attendance for each company;

• designate specific device relays as the attendance points;

• flexibly make timetables and schedule shifts;

• record leaves and attendance easily.

Note

Click here to view the feature configuration.

Muster Report

The muster report is used during emergencies, such as evacuations, to account for personnel. It tracks who is present during an evacuation and identifies missing people.

ONLY project managers have permission to set this feature up.

Note

Click here to view the configuration details.

Visitor Management

You can set up access credentials for visitors and delivery personnel.

Access Credentials for Visitors

You can create temporary PIN codes along with QR codes for visitors, set the time when the credentials are valid, and select the door to be opened.

1. Click User > Visitor > New.

2. Enter the visitor’s name.

3. [Optional]Set a unique ID for the visitor.

4. Specify the time within which visitors can open doors by selecting the Repeats mode from Daily, Weekly, or Never.

   Daily and Weekly mean the schedule will repeat every day and week.

5. Set the Validity Times Per Device when you select the Never Repeats mode.

   For example, if you enter 1 and check three door phones, the visitor can use the credential to open doors three times.

   In other words, the validity times of credentials = Validity Times Per Device x The number of door phones selected.

6. Enter the visitor’s email address in the Delivery Method to receive the temporary key.

7. Check the door(s) to be opened by the visitor.

8. Click Submit.

After creating the temp key, you can

• check the details of the temp key by clicking and delete it by clicking.

• search for the desired key by its validity, repeat mode, who created the key, key value, and visitor name.

• click View Door Logs to check the door-opening record on the temp key’s information interface.

Access Credentials for Delivery Personnel

You can create PIN codes and RF card credentials for delivery personnel, with which they can access the designated place, such as the package room.

1. Click User > Visitor > Delivery Auth > New.

2. Enter the deliveryman’s name.

3. Enter the PIN code and/or the RF card code. The PIN code should be within 2 to 8 digits, not starting with “9”.

4. Set the accessible floors. The deliveryman can take lifts to the specified floors using access control credentials. You can select 10 floors in a building at a maximum.

5. Check the schedule for when the deliveryman can open the door. You can also click New to create a new schedule.

6. Click Submit.

After creating the credential, you can modify it by clickingand delete it by clicking.

Logs

You can check and export door logs, call history, images captured, arming alarm, door opened timeout, tamper alarm, and break-in alarm logs in the Logs module.

Door Logs

Door logs have 7 types. You can narrow your log check by the specific time range with parameters: Device Name, Initiated by, Action(Access Methods), Key, and Response(Success, Failed, or Offline) for the targeted search.

• All: Display all door logs;

• Call: Display the SIP/IP-based calls initiated on the door phone, indicating when, where, and to whom the calls are made.

• Door Release: Display when, where, and by whom the door openings are made (be it failure or success).

• Entry: Display the valid door-opening records of entering without disobeying the area restriction rules.

• Exit: Display the valid door-opening records of exit without disobeying the area restriction rules.

• Entry Violation: Display the door-opening records of entering that violate the area restriction rules.

• Exit Violation: Display the door-opening records of exits that violate the area restriction rules.

Specific door phones support reporting the door-opening failure reason to the cloud.

Compatible models and versions(or higher):

• X912: 912.30.12.22

• X915V2: 2915.30.10.619

• R29: 29.30.10.507

• R20: 320.30.11.206

• E16V2: 216.30.11.107

• S539: 539.30.10.507

• A08: 108.30.11.110

• A01/A02: 101.30.11.12

• A03: 103.30.11.6

• A095: 95.30.10.203

• A094: 92.30.11.8

You can check the reason in the Detail column.

If the failure is caused by an Invalid RF Card Code, you can click Quick Add to assign the RF card to a new or current user.

Call Logs

You can check when and by whom the SIP calls are made and received. Moreover, you can set the time range or enter the caller or receiver to check the targeted call information.

Captured Images

Image capturing is either initiated manually by users or by the property management staff. You can check when, where, how, and by whom the images are captured. You can click the image in the Capture column to see a larger picture.

Operation Logs

You can check who has made configurations in the project on the cloud.

Alarm Records

You can check various alarm records on the Logs > Alarm Records module.

Arming Alarms

The alarm is recorded when indoor monitors trigger the arming alarms. Narrow the search by entering a specific time.

Door Opened Timeout Logs

When the door-opening time exceeds a certain limit, the alarm will be triggered and recorded.

Tamper Alarm

When the device’s tamper alarm is triggered, the alarm will be recorded on the cloud.

Compatible models and versions(or higher):

Model	Version	Model	Version
R20	320.30.11.30	A08	108.30.11.8
R25	25.30.10.117	A01/A02	101.30.10.206
R28	228.30.10.213	A03	103.30.10.204
R29	29.30.10.404	A094	92.30.10.205
X915V2	2915.30.10.420	A095	95.30.10.110
X912	912.30.11.107	E16 V2	216.30.10.208
S539	539.30.10.507

Break-in Alarm

When someone forcibly opens doors, the break-in alarm will be triggered and recorded on the cloud.

Event Report

The feature allows for quick data filtering to generate reports, such as personnel entries and exits during a specific time period or alarm events.

Compatible models and versions(or higher):

• X912: 912.30.12.22

• X915V2: 2915.30.10.619

• R29: 29.30.10.507

• R20: 320.30.11.206

• E16V2: 216.30.11.107

• S539: 539.30.10.507

• A08: 108.30.11.110

• A01/A02: 101.30.11.12

• A03: 103.30.11.6

• A095: 95.30.10.203

• A094: 92.30.11.8

1. Click Report > Event Report.

2. [Optional]Check the desired user and devices.

3. Specify the time and time order.

4. Check the desired events.

5. Click Generate Report in the PDF or XLSX format. Optionally, save the settings as a template for future use.

6. Check the field(s) to display in the report.

7. Submit to download the report.

Library

You can check, modify, and delete all types of created PIN codes and RF Cards conveniently at one stop.

On the Library module, clickto modify the PIN code or RF card code. Clickto remove the code.

Messages

You can create, send, and check messages.

You can create one-time messages or reusable message templates for your convenience.

1. Click Messages > New.

2. Enter the message title and content directly to create one-time messages. Select the receiver type.

To create reusable message template(s), you can click Add a Template and enter the template name, title, and content.

You can edit or delete the template after creating it.

3. Click Send.

After the message is created, you can click to check the message details and click to remove it.

Account Setting

You can change your account password by clicking your account name in the upper-right corner.

Contact Us

For more information about the product, please visit us at www.akuvox.com or feel free to contact us by

Sales email: sales@akuvox.com

Technical support email: support@akuvox.com

Telephone: +86-592-2133061 ext.7694/8162

We highly appreciate your feedback about our products.