SimonsVoss Portal Guide - Administrators

This guide is for subscription administrators. It covers tag management in the SimonsVoss portal, and what the rest of the portal shows you. Hardware procedures (gateways, lock nodes, configuration upload and battery refresh) are covered in the "SimonsVoss Portal Guide - Partners".

1. Portal overview

The SimonsVoss portal lets you control which RFID tags can open which lock nodes (cylinders, smart handles and so on) in your building. You add tags, assign them to lock nodes and review where they have been used. The hardware behind the installation is visible to you, but is managed by your installation partner.

Signing in. Open the portal's login page, enter your phone number, then approve the login request in the Accessy app.

The screen. The header shows the label SimonsVoss Portal, your login session (subscription, name and phone number) and a Log out button. Sessions last 24 hours; in the last 15 minutes the header warns "You will be logged out in N minutes". Beneath the header, a green band shows the Subscription ID and Integration ID, each with a copy icon. Include them when you contact Accessy about a site.

The navigation bar has two buttons:

• Manage Tags: for subscription administrators. Add tags and control which lock nodes they open (section 2).

• System: for Accessy and installation partners. You can look, but do not change anything here (section 5).

On detail screens, the Back button in the top left returns you to the previous screen.

2. Tag management

Tags are the RFID cards or fobs people carry. Each tag can be assigned to one or more lock nodes, and that decides which doors the person can open.

2.1 Manage Tags screen

The Tags card lists every tag in the system, with a count, for example "There are 4 tags in this system". Each row shows the tag name, the number of assigned lock nodes, the serial number and a delete icon. Click a row to open the tag.

2.2 Adding a new tag

1. Click Add New Tag to System, in the top right of the Tags card.

2. Hold the tag against the reader. The serial number fills in automatically, and the tag name defaults to it.

3. Change the name to something meaningful, for example the holder's name or role.

4. Click Save. The tag appears in the list at the bottom of the dialog with a green tick.

5. Scan and save further tags, or click Close when you are done.

2.3 Tag detail screen

The tag's screen shows its name, serial number and number of assigned lock nodes, the Assigned lock nodes card, and the tag's access history (2.5).

To rename the tag, click the pencil icon next to its name, type the new name and click the tick, or the cross to cancel.

2.4 Assigning a tag to lock nodes

1. On the tag's screen, click Assign lock node in the header of the Assigned lock nodes card.

2. In the Assign Tag To Lock Nodes dialog, search by name and tick the lock nodes you want, up to 10 at a time. Lock nodes the tag already has show "Already assigned" and cannot be ticked.

3. Click Assign. Each row updates as its assignment completes.

Assignment statuses:

• Spinning indicator: assignment in progress.

• Green tick: assigned.

• "Failed to add": the assignment failed, usually because the lock node is offline. Use the retry icon, or the delete icon to give up.

• "Failed to remove": the removal failed. Try again.

To remove a tag from a lock node, click the trash icon on that row. It shows "Removing" and then disappears.

2.5 Tag access history

The access history at the bottom of the tag's screen lists every time the tag was used, on any lock node.

• Allowed: green dot means access granted, red dot means access denied.

• Time: date and time of the event, in UTC.

• Lock node: the lock node the tag was used on.

• Tag S/N: the tag's serial number.

• Setup no., Lock node HW ID, Access options: technical details reported by the lock. They are blank when the lock did not send them.

2.6 Deleting a tag

On the Manage Tags screen, click the trash icon on the tag's row and click OK to confirm. This removes all of the tag's access and deletes it.

3. Lock node detail screen

The lock node's screen is the tag screen seen from the other side: it lists every tag assigned to that lock node, and the lock node's access history. Open it from the System screen by clicking the info icon on the lock node's row.

Click Assign Tag to give more tags access to this lock node. The statuses, retry and delete work as in 2.4.

4. Battery monitoring

Flat batteries are the most common maintenance task on a SimonsVoss installation, and the portal shows them coming. Replacing them is your installation partner's job, but knowing the states helps you plan.

• Battery ok: the battery is healthy. No action needed.

• Battery warning: the battery is getting low. Replace it within 30 days.

• Battery critical: the battery is critically low, or the device has raised an alarm. Replace it as soon as possible.

• Unknown: the portal cannot vouch for a reading: none has been taken yet, the last one is more than 48 hours old, or the lock node has stopped answering. It does not mean the battery is flat.

When any lock node needs attention, a Download battery report link appears in the System Overview panel. It downloads a CSV of every affected lock node with its last known reading and last sync date: the quickest way to give your installation partner a replacement list.

The portal does not update by itself after a battery is replaced. Your partner refreshes the lock node to confirm the new reading.

5. System area

The System area holds the hardware behind your installation: the MQTT client, the gateways and the lock nodes. It is managed by Accessy and your installation partner. You can open it, and the portal does not stop you changing things, but a change here can break the link between assets and devices and take the installation offline. Treat it as read-only.

It is still useful for answering "is the system healthy?" without a site visit:

• System Overview: the MQTT connection, how many gateways are online, how many lock nodes there are and how many need attention, and when the configuration was last uploaded and by whom.

• Gateways: one row per gateway with its status. Online is the healthy state.

• Lock nodes: one row per lock node with its battery state and signal strength. Lock nodes that need attention are listed first.

6. FAQ

My Accessy login works, but the portal will not let me in. Why?

The portal requires both the Devices and the Assets role on the subscription. Ask a subscription administrator who holds both to add the missing role.

Assigning a tag shows "Failed to add". What should I do?

The lock node is probably offline or out of range. Click retry. If it keeps failing, check the lock node's gateway in the System area and contact your installation partner (section 5).

A tag says it is already registered. Why?

That tag is already in the system. Find it on the Manage Tags screen and assign it from there (2.4).

Why does the access history show the wrong time?

Times are shown in UTC, not local time (2.5).

A lock node shows Unknown battery status. Is the battery flat?

Not necessarily. Unknown means the portal cannot vouch for the reading (section 4). Ask your installation partner to refresh the lock node.

Who replaces batteries and manages the hardware?

Your installation partner. Send them the battery report (section 4).