Initial Setup

The user will receive an email with a link to the web portal. The Tenant Owner account will need to be set up before the following steps.

Login

Login into the Gunnebo iQ web portal.

The following screen will be displayed:

Organisational setup

When setting up the your organisation, it is important to know how the different parts are used together. To make full use of the logic, please note the following.

1. The highest level of geographical separation consists of Locations.
2. A Location consists one or more Sites. An example of a Site can be a physical branch, or a specific grouping of devices within a branch.
3. Each Site consists of one or more Devices. An example of a device is an AmpliSec lock.
4. The end user access towards Devices are handled by Operative Users.
5. To make use of the Sites and Operative Users, they are logically combined into Groups. Each Group consists of one or more Sites and one or more Operative Users.

Note: In later chapters, the Groups are added to Work Orders, with time limited access rights according to the specific needs for that Work Order.

Creating a Location

These steps need to be carried out before adding a site.

From the main menu select ‘Organisation Manager’.

The following page will be displayed and selected locations:

Select ‘Add Location’:

Type in the name of the location and select save.

Creating a New Site 

Hold the cursor over the three dots to the right of the newly created location and a menu with the following selections will appear: 

• Edit Location 

• Remove Location 

• Add Site

Select ‘Add Site’ and the following page will be displayed.

Fill in the details, select save and the ‘Organisation Manager’ will be displayed. Selecting the down arrow to the left of the location will display the newly added site.

Inviting Portal User

A Portal User is an account that will be able to login to the web portal and add/edit/remove the organisation according to the Portal User rights.

Portal User rights

• Tenant Owner: The account that is chosen on when the organisation is created. The Tenant Owner have full administrative rights and can no be deleted from the organisation.
• Tenant User: When a new account is created in the organisation, it will default to Tenant User. The Tenant User has next to no viewing or administrative rights and needs to be elevated to Admin User before they can make any changes to the organisation, users and Work Orders.
• Tenant Admin: The Tenant Admin has almost the same administrative rights as the Tenant Owner, but can be deleted from the system by another Tenant Admin or by Tenant Owner.

Inviting new User

Go to ‘User Management’.

Under the ‘Portal Users’ tab, click ‘Invite Portal User’.

In the screen that follows, enter the email(s) to the Portal User(s) that should be invited and click on ‘Send’.

The new Portal User(s) will get an invite email, and will have to accept the invitation for the new Tenant User to be created.

Elevating Tenant User to Tenant Admin

When a new Tenant User is created, go to ‘User Management’ on the ‘Portal Users’ tab. In the list of Portal Users, click on the Tenant User that should be elevated.

Then select ‘Tenant Admin’ in the ‘Role’ dropdown, and click Save.

Note: It is possible to demote a Tenant Admin to Tenant User Using the same flow.

Inviting new Operative User

Go to ‘User Management’.

Under the ‘Operative Users’ tab ‘Invite Operative User’

In the screen that follows, enter the email(s) to the Portal User(s) that should be invited and click on ‘Send’.

The new Operative User(s) will get an invite email, and will have to accept the invitation for the new Operative User to be created.

Note: In order for the Operative User to be able to be added to a group, they need to have a phone number added in their profile.

Adding Group

From the main page select ‘Organisation Manager’ & select groups. 

Select ‘Add Group’.

The ‘Add Group’ dialogue box will be displayed. Type in the name of the new group and click ‘save’. 

The newly created group will be saved, and the ‘Edit Group’ page will be displayed.

Adding Operative User to a Group 

Todo, change this to add Operative Users

If the ‘Edit Group’ page of the group that the user needs to be added is not displayed then from the main page select ‘Organisation Manager’, select the ‘Group’ tab and select the group to which the user is to be added to and continue with the following steps. 

Select ‘Add User(s)’. 

The ‘Add User(s)’ dialogue box will be displayed. Type in the email address of the new user and select ‘Add’.  

The ‘Edit Group’ page will be displayed with the new user shown. Click ‘Save’ to save all the changes. 

Click ‘Cancel’ to cancel all the changes & the groups page will be displayed. Any changes made will not have been saved.

The ‘Organisation Manager’ page will be displayed with all groups listed.

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Devices

Gunnebo iQ supports different device types and devices. Depending on the device type and device, the functionality and device options may vary.

Adding a Device

The following chapters assumes that the organisational setup has been, at least partly, done according to the list below:

• Creating a Location
• Creating a new Site

Adding a Device to a Site 

From the main page select ‘Organisation Manager’ and select ‘Devices’. 

The ‘Devices’ page will be displayed, select ‘Add Device’. 

Add the name of device, select the device vendor and the site from the dropdown menus.

E.g. If you want to add an AmpliSec lock select Tecnosicurezza in Device Vendor field.

Another dropdown menu will appear once the vendor has been selected. Select the type of device from this dropdown menu and click ‘Save’. The ‘Devices’ page will be displayed. 

Note: Each device type will have additional device settings according to the type’s capabilities. Each device type is presented in detail later.

By selecting the ‘Locations’ tab from the ‘Organisation Manager’ page, you can view the device by clicking the down arrows next to the location and groups.

 >Note: Up arrows are highlighted because the location and group are being displayed. 

Clicking the device name will open the ‘Edit Device’ page and the device status can be seen. In this example the device in ‘Uninitialised’. 

To initialise a device, undertake the steps in chapter Create a Work Order (Initialise).

Device settings

To go to a device’s page, go to Organisation manager and then click on the devices tab. Find the device you want to view and click it.

AmpliSec

AmpliSec supports the following device settings.

• Duress notification

The Duress Alert feature allows for a notification alert to be sent during high-risk situations. This feature can be used to trigger the duress alarm through a predefined gesture in the Gunnebo iQ for Locks app.
If triggered by an operative user, an email will be sent to the administrators with information about the user and location where duress was triggered. On the Gunnebo iQ web portal, a duress notification banner will also be visible for administrators that are currently logged in. Clicking the notification banner will take the user to the Duress Notifications tab on the Audit Trails page. There a detailed view on present and past duress notifications.

• Passcode

When passcode is enabled for a an AmpliSec device, all Operative Users need to verify each unlock with their personal passcode before the device will unlock.

The Operative User will have to create their own passcode when logged in to the Gunnebo iQ for Locks app. It is also possible for Operative Users to change their passcode. There is a mandatory delay of 30 minutes from creating or changing a passcode until it is valid. The passcode is personal for the Operative User and can not be viewed by any administrator.

• Geolocation

When Geolocation is enabled for an AmpliSec device, the Gunnebo iQ for Locks app will perform a comparison between the Operative User’s phone location and the set location of the device. If the location differs to much, it will not be possible to unlock the device even if the Operative User has a valid Work Order for the specific device.
To set the location of the device, either click the Site location button (to use the Site’s address location) or write/paste exact coordinates in the Latitude/Longitude fields. The maximum comparison deviation from the device location is set by selecting the preferred value in the Range dropdown.

Work Orders 

The following chapters assumes that the organisational setup has been done according to below list:

• Creating a Location
• Creating a new Site
• Adding a Device to a Site
• Inviting Operative User
• Creating a Group
• Adding Operative User to a Group

There are three types of work orders: 

• Initialise
• Access
• Firmware Update

Create a Work Order (Initialise) 

To initialise a device a work order must be created. 

From the main page select the work orders. 

The ‘Work Order’ page will be displayed and select ‘Add Work Order’.

The ‘Add Work Order’ page will be displayed. The site time zone will default to the time zone of the site.

Insert a name for the work order and select initialise from the ‘Type of Work Order’ drop down menu. 

Click the down arrow next to ‘Groups’ and select ‘Add Group’.

Note: The arrow next to ‘Groups’ is pointing upwards because the down arrow was selected to show the ‘Add Group’ button. 

The ‘Add Group(s)’ dialogue box will be displayed, click in the grey box and select the group from the dropdown menu, click outside the dropdown menu and click ‘Add’.

The ‘Add Work Order’ will be displayed with the added group. Selecting the ‘Site’ or the ‘Device’ tab will display the relevant details.

Work Order with Group Added 

Click the ‘Type Configuration’ down arrow to display all the devices, select the device to be initialised (‘Select All’ will select all devices for initialisation) and click ‘Save’.

Open the Gunnebo iQ for Locks app on the user’s mobile device and the work order will be displayed. Select the arrow pointing to the right. 

This will open the work order. Select ‘Initialise’.

The following page will display the following message “Time to initialise the device. On your device there will be a QR code to scan – proceed to scan it in the next step.” Select continue. 

Scan the QR code and the serial number will automatically register. 

If the scan of the QR code does not work the serial number can be entered manually by selecting ‘Enter Serial Number.  

Once the QR code or serial number has been entered correctly the device will be automatically initialised. 

Select ‘Continue’ and this completes the initialisation of the device.

Create a Work Order (Access) 

Work orders can be created to restrict the opening times of a device. In the following example we will restrict the times to Monday to Friday from 08:00 to 17:00. 

From the main page select ‘Work Orders’, the following page is displayed and select ‘Add Work Order’. 

The ‘Add Work Order’ page will be displayed. 

The ‘Add Work Order’ page defaults are set to include all days of the week, ‘Start Hour ‘00:00, ‘End Hour’ 23:55, start date of today’s date and end date in 7 days’ time.

Type in the ‘Name of the Work Order’, click the ‘x’ next to the days that are not required, set the ‘Start Hour’ and ‘End Hour’ and ensure the ‘Type of Work Order’ is set to ‘Access’. 

Click the down arrow next to ‘Groups’ and click ‘Add Group to add group’. 

Select the group you wish to add from the dropdown menu and select ‘Add’ and select save on the ‘Add Work Order’ page. 

Click the down arrow next to ‘Type Configuration’ and select the Work Order specific options according to your need.

AmpliSec Permissions

AmpliSec has the following Type Configuration options that can be enabled for a Work Order.

1. Mobile Verified Unlock

When Mobile Verified Unlock is activated in the Work Order, the Operative User has to verify themselves as an authorised user of the mobile device. This is done by the app triggering input of the device’s lock screen, where the Operative User has to input their valid device face Id, fingerprint or PIN before the unlock is carried out.

2. Dual Control

When Dual Control is activated, unlocking requires 2 Operative Users (in the same Work Order) to connect to the lock and Unlock before the lock unlocks.

3. Manual Single Opening Access Request (SOAR) generation
   

The Single Opening Access Request (SOAR) requires each unlock by the Operative User to be approved by a Gunnebo iQ administrator. By default, when a SOAR request is initiated by the Operative User, all administrators have the possibility to approve it. To limit the number of administrators allowed to interact with the SOAR request, add the specific administrator users to the group(s) added in the Work Order. Then only the added administrators will be able to approve the requests.

The flow of the complete SOAR from beginning to end is the following:

• User connects to the lock and requests access.
  • Access request timer starts according to the work order settings (e.g. 20 minutes).
• Administrator validates user and approves the request.
  • Unlock timer starts (10 minutes).
• User connects to the lock and presses Unlock.
• Lock Unlocks.

4. Close Confirmation

The Close Confirmation feature ensures that Operative Users explicitly confirm the secure closure of a lock after an opening operation. When enabled in the Work Order (WO), the App prompts the user to confirm the lock is closed. This confirmation is logged in the Gunnebo iQ (GiQ) system for traceability and compliance. Administrators can configure the required confirmation time. To prevent missed confirmations, the Operative User who initiated the opening is persistently reminded via in-app notifications to do it. If confirmation is not received within the defined time, the system triggers an alert in the GiQ portal and records the event in the Audit Trail. All confirmation events —on time, late, or missing— are logged for full accountability. Feature requires supported firmware and app versions.

• Saving the Work Order

After adding schedule and the needed permissions for the Work Order, save it. This has created a work order for the Operative User(s) in the added group(s). 

Accessing Action by Operative User 

Open the Gunnebo iQ for Locks app, select the relevant work order and follow the in Gunnebo iQ for Locks app instructions. 

Create a Work Order (Firmware Update) 

From the main page select the work orders. 

The ‘Work Order’ page will be displayed and select ‘Add Work Order’. 

Work Order (Firmware) 

The ‘Add Work’ order page will be displayed. The site time zone will default to the time zone of the site.

Insert a name for the work order and select Firmware update from the ‘Type of Work Order’ drop down menu. 

Click the down arrow next to ‘Groups’ and select ‘Add Group’.

Note: The arrow next to ‘Groups’ is pointing upwards because the down arrow was selected to show the ‘Add Group’ button. 

The ‘Add Group(s)’ dialogue box will be displayed, click in the grey box and select the group from the dropdown menu, click outside the dropdown menu and click ‘Add’.

The ‘Add Work Order’ will be displayed with the added group. Selecting the ‘Site’ or the ‘Device’ tab will display the relevant details.

Click the ‘Type Configuration’ down arrow to display all the devices, select the device to be updated (‘Select All’ will select all devices for update) and click ‘Save’.

Note: The severity of update is shown. 

Open the Gunnebo iQ for Locks App on the user’s mobile device and the work order will be displayed. Select the arrow pointing to the right of the Firmware update work order. 

The Firmware Update work order will be displayed. Select update. 

The firmware will be automatically updated and once completed select Continue. 

Audit Trails

Every time a lock interaction takes place, logs are created to describe what took place, when it took place and who (if applicable) initiated the action. For actions taken place in the Gunnebo iQ web portal, such as Work Order creation, are automatically stored directly in the Audit Trails. For lock interactions done via a mobile device, such as Unlocking, all logs are automatically uploaded to Gunnebo iQ by the Gunnebo for Locks app and are stored in the Audit trails. For logs that are derived directly in the lock without any external device need a mobile device to be connected via Bluetooth before the logs are sent to the Gunnebo iQ Audit Trails.

Viewing Audit Trails

Go to ‘Audit Trails’.

Use the filters according to your needs to see the relevant information.