SoloAdvance Quick User Guide
SoloAdvance for guaranteed proof of attendance, remote date capture and lone worker protection.
A Quick User Guide Version 3.2
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Contents
1 Introduction ........................................................................................................................3 2 Database............................................................................................................................4 3 Setting up a new Web User................................................................................................5 3.1 Required ................................................................................................................................ 5 3.2 Details ................................................................................................................................... 6 3.3 General.................................................................................................................................. 7 3.4 Web Settings ......................................................................................................................... 8 3.5 Configs .................................................................................................................................. 9 3.6 Update................................................................................................................................... 9 4 Setting up a new Mobile User ..........................................................................................10 4.1 Required .............................................................................................................................. 10 4.2 Details ................................................................................................................................. 11 4.3 General................................................................................................................................ 12 4.4 Mobile Options..................................................................................................................... 13 4.5 Mobile Settings .................................................................................................................... 15 4.6 Update................................................................................................................................. 16 5 Setting up a new Web and Mobile User ...........................................................................17 5.1 Required .............................................................................................................................. 17 6 Creating a new Location...................................................................................................19 6.1 Required .............................................................................................................................. 19 6.2 Details ................................................................................................................................. 20 6.3 General................................................................................................................................ 21 6.4 Settings................................................................................................................................ 22 6.5 Exceptions ........................................................................................................................... 23 6.6 Update................................................................................................................................. 24 6.7 Activating a new Location .................................................................................................... 24 7 Setting up a new phone....................................................................................................25 7.1 Required .............................................................................................................................. 25 7.2 General Settings .................................................................................................................. 26 7.3 Phone Settings .................................................................................................................... 27 7.4 Phone Settings .................................................................................................................... 28 7.5 Update................................................................................................................................. 28 7.6 Sending Applications to the Phones..................................................................................... 29 8 Reports.............................................................................................................................31 8.1 Using the Transaction Reports Option ................................................................................. 32 Appendix 1 - Frequently Asked Questions..............................................................................34 A1 - Transaction report is missing some fields................................................................................ 34 A2 - Define Options are missing fields............................................................................................ 34 A3 - Refining Searches................................................................................................................... 35 A4 - What is a Context?.................................................................................................................. 36
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1
Introduction
This document is designed to provide a brief introduction to the SoloAdvance f ‘Proof of Attendance’ solution from Mobile-e-Solutions Limited.
It covers areas such as how to set up a new mobile phone from scratch, through to how to activate specific RFID tags for your application.
The document is only designed to be a Quick Reference Guide and forms part of a general set of documents available from Mobile-e-Solutions Ltd. All screen shots are from a demonstration system.
Mobile-e-Solutions Limited (Company Number 6721687) Registered office address is Vantage House, East Terrace Business Park, Euxton Lane, Euxton, Lancs, PR7 6TB . Our VAT registration number is 942 4903 20
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Database
The web database is where you control access to the system and where you can view transactions etc.
To gain access to your database, go to our web site https://mobile-e-solutions.com website and select the LOGIN option from the top menu.
You will then be asked to enter your username and password (which will have been issued to you via e-mail).
Once Logged in you will (as a manager) see the following screen (this will differ slightly if you are an employee or a customer): -
The side menu gives you several options to allow you to manage the set up and general operation of the system. This document is limited to those options that allow you t set up the system quickly.: -
Home
- Get back to the home (i.e. the above screen)
Define
- allows you to define new locations, web users, employees, phones & apps
Send
- send messages to mobile phones
Reports
- shows you the various reports available within the database
Realtime
- shows real time views of the data and what is happening in the field
Profile
- (top right of the screen) lets you view your profile and can log you out of the system
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Setting up a new Web User
There are three types of user on the system: Web User, Mobile User and Web & Mobile User. They are given their own username & password that logs them into the system and confers upon them certain access rights.
This Section concerns itself only with setting up Web Users, to allow access the web database.
Go into the SoloAdvance back-office system for the appropriate company and choose the USERS (within the ‘DEFINE’ main tab on the side menu) option.
To create a new web user select the Add New option and the user creation screen appears. This is split into several different panels that need to be completed as follows:-
3.1
Required
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User ID
unique ID for this web user
Real Name
Persons Name
A valid email address of the web user (this is mandatory for web users)
Entry Point
Select a Web User
3.2
Details
This panel lets you set up personal details for the Web user. This is an optional panel and you should check with your system manager to see if this is required and to ensure that the data you enter is GDPR Compliant.
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3.3
General
Username
For logging in (case sensitive)
Password
For logging in (must be at least 8 characters and is case sensitive)
Confirm password
Re-enter the password
Language
Base language of the user
User Type
Optional - can be used to group into like types
User Group
Optional - can be used to group into like groups
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External ID
Optional – to allow for an additional id number for the user
Comment 1
Optional – free text comments for the user
Comment 2
Optional – additional free text comments for the user
Optional – allows you to set up an icon/picture of the user which can be used within the system
Icon
3.4
Web Settings
Determines the level of access to the database (Customer, Employee, Manager or Administrator)
User Level
Default Menu
Determines the default menu option that is shown when the user logs in
Site Groups
Enter a list of the site groups that the user has access to or leave blank for all
Location Groups
As above but restricts what locations the user can see
Employee Groups
As above but restricts what mobile users this user can see
As above but restrict what service groups this use can see (may not be implemented on your site)
Service groups
Address IDs
As above but restricts what external location ids this user can see
This is related to alarms and can be used to send alarm emails to these email addresses if an employee based alarm is triggered,
Send emails
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3.5
Configs
This section should only ever be used when instructed by the support department of Mobile-e- Solutions Limited.
It determines what privileges a user has within each of the modules listed and what data elements within each module the user can see.
3.6
Update
At the bottom of the panel use this to save the changes you have just made.
Save
Save this user
Save this user and use it to create a copy and new entry (useful when creating many users)
Save & Copy
Back
Discard any changes and return to the list of users.
Note: there is an Import option that allows data to be imported from a CSV or Excel file. For the correct format, enter a record manually and then Export it to see the layout. Imported data will either be created as NEW if the ID does not exist, or will UPDATE an existing ID number.
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Setting up a new Mobile User
There are three types of user on the system: Web User, Mobile User and Web & Mobile User. They are given their own username & password that logs them into the system and confers upon them certain access rights.
This Section concerns itself only with setting up Mobiles Users, to allow access the Mobile Phone application.
Go into the SoloAdvance back-office system for the appropriate company and choose the USERS (within the ‘DEFINE’ main tab on the side menu) option.
To create a new mobile user select the Add New option and the user creation screen appears. This is split into several different panels that need to be completed as follows:-
4.1
Required
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User ID
unique ID for this web user
Real Name
Persons Name
A valid email address of the web user (this is mandatory for web users)
Entry Point
Select a Mobile User
4.2
Details
This panel lets you set up personal details for the mobile user. This is an optional panel and you should check with your system manager to see if this is required and to ensure that the data you enter is GDPR Compliant.
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4.3
General
Username
For logging in to the mobile app (case sensitive)
Password
For logging in to the mobile app (case sensitive)
Confirm password
Re-enter the password
Language
Base language of the user
User Type
Optional - can be used to group into like types
User Group
Optional - can be used to group into like groups
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External ID
Optional – to allow for an additional id number for the user
Comment 1
Optional – free text comments for the user
Comment 2
Optional – additional free text comments for the user
Optional – allows you to set up an icon/picture of the user which can be used within the system
Icon
4.4
Mobile Options
To automatically capture (and record as a transaction) the GPS position against transactions Time interval between tag touches (e.g. if set to 20 then an employee must wait 20 seconds before he can touch that tag again). Leave blank for normal operation
Auto GPS
Tag Interval
Messaging
If used, how long between checking to see if messages have been received
Auto Log out
If used, the employee will be logged out after this period of inactivity
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Should be used to prevent an employee changing the time on his phone to mask bad timekeeping Determines what level of user information is remembered by the phone/app on logout. Recommended to disable this if the employee uses a shared phone
Login Time check
Logout Policy
There are a number of advanced options that can be set up for the employee
Tag Activation
Allows this employee to activate (and deactivate) tags
Off-line login
Allow the employee to log in if no signal
Change settings
Allow the employee to change phone settings associated with the app
Auto Update
Automatically update the app when a new version is created
PIN Security
Implement PIN security on the app
Internal Clock
N/a
Geocoding
N/a
Accelerometer
The phone that this employee uses has an accelerometer
SOS Button
The phone has an SOS button
Auto GPS
Automatically capture GPS
GPS Notification
Capture the gps position of each transaction (if reachable)
Round Manager
This employee manages and controls patrol rounds
Should only be used where the employee / phone will always be connected to wifi
WiFi only
Context Only
Should always be checked
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4.5
Mobile Settings
The following table illustrates some of the settings shown above
Timezone
This should always be set to GMT London
Site Name
Can limit this phone to only work in a specific site
Linked Locations
Can limit the phone to only work on specific locations
You can force this mobile user to always use this selected application (only really an issue if your installation has many applications). Email address to which any alarm will be automatically sent when this user triggers an alarm (this is in addition to what has been set up on the alarm.
Application Name
Alarm Emails
Alarm phones
Similar to above but will generate SMS Text messages.
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4.6
Update
At the bottom of the panel use this to save the changes you have just made.
Save
Save this user
Save this user and use it to create a copy and new entry (useful when creating many users)
Save & Copy
Back
Discard any changes and return to the list of users.
Note: there is an Import option that allows data to be imported from a CSV or Excel file. For the correct format, enter a record manually and then Export it to see the layout. Imported data will either be created as NEW if the ID does not exist, or will UPDATE an existing ID number.
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Setting up a new Web and Mobile User
There are three types of user on the system: Web User, Mobile User and Web & Mobile User. They are given their own username & password that logs them into the system and confers upon them certain access rights.
This Section concerns itself only with setting up Web & Mobiles Users, to allow access to both the Mobile Phone application AND the web database and using the same username and password.
Go into the SoloAdvance back-office system for the appropriate company and choose the USERS (within the ‘DEFINE’ main tab on the side menu) option.
To create a new mobile user select the Add New option and the user creation screen appears. This is split into several different panels that need to be completed as follows:-
5.1
Required
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User ID
unique ID for this web & Mobile user
Real Name
Persons Name
A valid email address of the user (this is mandatory)
Entry Point
Select Mobile & Web User
From here on in you will need to set up all of the Web Fields and all of the Mobile Fields as described in sections 3 and 4 above.
Once done this user will be able to log into the web database and the mobile phone application, using the same username and password for both.
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Creating a new Location
In the normal implementation of SoloAdvance Locations represent physical locations that need to be visited and are represented by RFID tags or they are personal tags carried by staff to record events whilst patrolling and are not at a physical point..
Go into the SoloAdvance back-office system and choose the LOCATIONS (within the ‘DEFINE’ main tab) option.
To create a new mobile user, select the Add New option and the user creation screen appears. This is split into several different panels that need to be completed as follows: -
6.1
Required
Location ID
unique ID for this Location
Location Name
Location Name
If your site is configured to use sites, then you can add this location to a specific site – start typing the site name and select from the drop down list.
Site Name
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6.2
Details
This panel lets you set up background details for the Location. This is an optional panel and you should check with your system manager to see if this is required and to ensure that the data you enter is GDPR Compliant.
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6.3
General
External ID
alternative ID for this location (passed to external systems)
Location Type
To group the locations into like types (e.g. patrol tag, keyfob tag etc)
This can be used to group locations into similar groups (e.g. security, cleaning, mall area). In turn transaction reports can be selected and sorted by this field. Enter any instructions that need to be carried out at this location. These can be read on the mobile phone app (if configured) Enter any additional instructions that need to be carried out at this location. These can be read on the mobile phone app (if configured)
Location Group
Comments 1
Comments 2
Icon
Select a small icon picture for this location (optional)
Note that it is possible to use XML tables in comments 1 or 2 to create selection options in the mobile app. See your system manager for more details
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6.4
Settings
Geo Fence
Check if you wish to geo-fence this location
The radius that the geo-fence option operates (e.g. 10 would trigger geofence transactions if the tag is moved beyond 10 meters from where it should be) Use the map pop up to find and determine the GPS position of the location tag. This is used in GEO fencing as a base position and can also be used in Rounds to provide a map view of locations to be visited.
Radius
GIS
Employee name
Can allocate this location to a specific employee
Linked Location
Can link locations together, use this to select linked locations
Status
Not currently used
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Location Colour
Not currently used
Add email addresses of personnel (internal or external) that receive emails when a location alarm is triggered at this location. Separate multiple email addresses with a comma(,). Add mobile phone numbers of personnel (internal or external) that receive sms message when a location alarm is triggered at this location. Separate multiple phone numbers with a comma(,). Don’t forget the international phone format (e.g. +447975345678)
Alarm emails
Alarm Phone
Salesman Name
Not currently used
Survey name
Not currently used
Payment Term
Not currently used
6.5
Exceptions
You can set up exception reporting for locations. This reports locations that have not been tagged between certain times.
Exception Report
Check box to turn on
Start time
Enter start time that the exception reporting starts
End Time
Ender end time that the exception reporting finishes
Enter the interval to monitor (e.g. if a tag has to be visited at least once per hour between the start and end times then enter 60 here)
Interval
Days of the week
Select the days of the week that exception monitoring is to happen
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6.6
Update
At the bottom of the panel use this to save the changes you have just made.
Save
Save this user
Save this user and use it to create a copy and new entry (useful when creating many users)
Save & Copy
Back
Discard any changes and return to the list of locations.
Note: there is an Import option that allows data to be imported from a CSV or Excel file. For the correct format, enter a record manually and then Export it to see the layout. Imported data will either be created as NEW if the ID does not exist, or will UPDATE an existing ID number.
6.7 Activating a new Location
Login to the Solo app on the phone as a user with Tag Activation rights (see Mobile Users above).
Press the Options button (this varies from phone model to phone model - usually is three vertical dots or dashes at the top/bottom of the phone screen) and choose one of the following methods to activate tags:
Activate Location (Usual way of activating tags)
Manually enter the tags unique Location Id code, which must already have been created in the Solo back-office system (see Location above). Or search by Location Name.
If a context number needs to be written to the tag then choose the correct Context from the drop down list.
Note that there is an option to write protect the context – this prevents unauthorised users (e.g. members of the public with smart phones) from overwriting data onto the tag (they cannot change the location ID or anything like that). This has proven to be a good idea in university and college sites where students have a curious ‘what if’ tendency.
Press “Activate Location” – phone will now ask you to touch the tag to be activated. If it was successful, the phone will reply with an appropriate message.
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Setting up a new phone
The number of NFC equipped mobile phones that can be used in your installation depends upon the number of licences that you have purchased from Mobile-e-Solutions Ltd. It is not possible to add phones to the system beyond the licensed number.
Go into the SoloAdvance back-office system and choose the PHONES (within the ‘DEFINE’ main tab) option.
To create a new Phone record select the ADD NEW option. This is split into several different panels that need to be completed as follows: -
7.1
Required
Phone ID
ID Number of the Phone
Phone Name
Name the phone (e.g. security patrol 1)
If this phone is restricted to a single site, then start typing the site name and select from the drop-down list. If selected, then this phone cannot be used on other sites and will not register the tags.
Site Name
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7.2
General Settings
Phone Number
Enter the actual phone number including country code (e.g. +447962123456
Select licensed or test phone (the system checks that enough licenses have been purchased) Usually set to the same as the phone ID, but can be used to define an external ID for this phone if necessary Select from the drop down list the phone app that should be installed on this phone (the apps must have been created previously for this option to work). Select from the drop down list or press edit to create a new phone type (e.g. Samsung Galaxy J3) Select from the drop down list or press edit to create a new phone group (e,g, Cleaner Phone, Security Phone etc.)
Licence Type
External ID
Application
Phone Type
Phone Group
Comment 1
Free text (Optional)
Comment 2
Free text (Optional)
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Icon
Optional – select an icon to represent this phone (not used at present)
7.3
Phone Settings
Enter the IMEI number of the Phone. This is used in conjunction with the SIM ID to identify the actual phone used when recording transactions. This enables the phone name to be included in reports. Similar to the IMEI number. Some phone models use the IMEI or SIM ID to return the phone details to the app
Phone IMEI
SIM ID
Status Name
Not used
Employee Name
Select an employee name if this phone is restricted to a single user
Language
Select English
Select from the drop done list (Android, IOS or J2ME(This is only for older phones)). The main selection is usually android for all android phones and IOS for any suitable iPhones (check with your system manager). Select CM Online – this is selects how sms messages are sent to the phone when the app is sent. You can select how long the SMS message remains on the mobile phone’s inbox before it is deleted. Select from the drop down list
Phone Model
SMS Gateway
SMS Expiry
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7.4
Phone Settings
Tag Auto-start
Not currently used
Auto Boot
Not currently used
If this is checked then the password set against the mobile user must be strictly numeric (I,e a PIN) Check this if this phone uses WiFi only (and not mobile data). Be warned that when out of signal area any app calls to the main system (e.g. read instructions) will fail. All data capture, however, when out of signal will be recorded, stored and sent the next time the phone is connected to WiFi.
PIN Security
WiFi Only
7.5
Update
At the bottom of the panel use this to save the changes you have just made.
Save
Save this phone record
Save this Phone record and use it to create a copy and new entry (useful when creating many users)
Save & Copy
Back
Discard any changes and return to the list of Phones.
Note: there is an Import option that allows data to be imported from a CSV or Excel file. For the correct format, enter a record manually and then Export it to see the layout. Imported data will either be created as NEW if the ID does not exist, or will UPDATE an existing ID number.
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7.6
Sending Applications to the Phones
This section shows how to send the applications to the mobile phones and describes how to install the app on the phone.
From the list of phone numbers from the PHONES option (Within the DEFINE SECTION) check the box(es) next to the appropriate phone records that you widh to send the app to.
Press the SEND button and a few seconds later the chosen phones should receive either a standard SMS message or a Service message, containing a link to download the application.
The process for installing an application now varies depending on the phone model – simply follow the instructions presented when you open the URL.
If the SMS/Service message does not appear, please check that the phones date, time and especially GMT Timezone are correct and then try again, noting if the Sent Counter field on the phones list is incremented by 1 after Sending. If it does increment, that indicates Solo has successfully delivered the message to the Network Operator, and it is their responsibility now to route it to the phone.
Alternative sending/installation methods
The SMS/Service message simply delivers a link to a URL that contains the address of the app for downloading. This URL can be used to download the app to many other phones without having to SEND from the Solo back-office:
Just forward the first SMS to another phone or phones.
Type the URL manually into a phones web-browser
Write the URL to a tag, and then touch it with other NFC phones to go there (ask your Solo representative for further info on creating installation tags)
Re-installing an application
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If all you are doing is amending the Menu structure via the Application Builder, the new structure will be automatically downloaded to the phone the next time someone starts the application – there is no need to re-install the entire application again. To upgrade to a newer version of the Solo application you should turn on Auto Update for the EMPLOYEE. This will cause the application to check for later versions of itself during the login process. If a new version is found, the user will be asked if they wish to download it. Note that the questions they must then answer are similar to doing the first installation. Deleting an application IMPORTANT: before deleting an application from the phone, you should first run it to check that there are no “Pending” off-line transactions in the Delivery Queue, as they will also be permanently deleted and lost.
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8
Reports
There are a number of reports in the system that report on the Employees using their mobile phones to touch tags and the data captured when they touch. This Section is selected from the REPORTS option on the main sections on the left hand side: -
The reports available via the left menu depend upon the Web User level that you have logged in as (i.e. customers see much less than managers).
The range of reports available include: -
Transactions
This shows every transaction that has been generated by an employee touching one of the location tags created in Chapter 3 Above. As with most reports there are a number of selection boxes at the top of the screen that allows you to refine the search (simply press Search again after changing any of the parameters.
Archives
There is a facility for full Solo users to Archive old transactions. This section shows all transactions that have been previously archived.
Exceptions
Showing those (exception set up) locations where no transactions have been recorded during the exception times.
Clock In/Out
Showing the start/end shift times for staff (depends on how the database has been set up initially using CODES options – check with your system manager) Showing who has visited which location and for how long (depends on how the database has been set up initially using CODES options – check with your system manager)
Check In/Out
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Automated Reports
To view and amend those automated reports that have been created
Round Reports
If ROUNDS have been enabled for your installation, then there will be a number of reports available here to monitor what has happened with Rounds.
Additional standard reports may also be available depending upon your access level and features set up.
8.1
Using the Transaction Reports Option
There are a number of settings an selection options that can be used when reviewing the data stored by the system.
You can search data based on: -
From / To Dates
Select the date/time range required
Employee ID or Name
Search for a specific employee ID or a specific employee name
Location ID or Name Search for a specific location ID or a specific location name
Location Group
Select a specific location group from the drop-down list
Alarm
Select a specific alarm name to search for
Data 1 – Data 6
You can search for specific elements in any of the data fields 1 -6
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Note You will see a number of blue options right at the top of the selection buttons. These allow you to: -
Automate
Allows you to create an automated report based upon the selection criteria you have just created. Automated reports can be sent daily, weekly, monthly or yearly to a defined list of email recipients. Reports can be csv, pdf or excel format. This is a pop-up window that allow you to select what data is shown in the report. Changing settings only works for the current web user and only on the computer logged in
Settings
Export
Allows you to export (csv or excel) the report
Allows you to print the report
Feedback
Allows you to send a message to the system manager
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Appendix 1 - Frequently Asked Questions
Listed below are some frequently asked questions that may (or may not) be covered in the main body of this document.
A1 - Transaction report is missing some fields
During the set up of the database and user permissions it maybe that certain fields (usually data6 to data8) have not been set up for you.
The way to change this is to go to the options menu at the top of the screen: -
You then need to select the 'Setting' option shown above (you will need to have pop-ups enabled on your browser first). In the pop-up window you will see a list of all of the fields that are available to your level of access to the system (there are way too many to show here). There will be a check box next to these items and you can then check (or un-check) the fields that you want to appear on the transaction report. If the fields are greyed out (or are not there), then you do not have authorisation for these fields - see the system manger to see if they can be re-instated for you. Once you have done this, then press the save button at the bottom of the pop-up (or close to leave without changing anything). The pop-up will close and the transaction report will refresh to reflect the changes you have made.
These changes will them be saved against your user login.
A2 - Define Options are missing fields
During the set up of the database and user permissions it maybe that certain fields have not been set up for you.
The way to change this is to go to the options menu at the top of the screen (similar to A1): -
You then need to select the 'Setting' option shown above (you will need to have pop-ups enabled on your browser first). In the pop-up window you will see a list of all of the fields that are available to your level of access to the system (there are way too many to show here).
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There will be a check box next to these items and you can then check (or un-check) the fields that you want to appear on the transaction report. If the fields are greyed out (or are not there), then you do not have authorisation for these fields - see the system manger to see if they can be re-instated for you. Once you have done this, then press the save button at the bottom of the pop-up (or close to leave without changing anything). The pop-up will close and the transaction report will refresh to reflect the changes you have made.
These changes will them be saved against your user login.
A3 - Refining Searches
On most screens on the database there is a search panel where you can enter data to refine the search. As an example the image below is from the Reports/Transactions option (but the techniques here apply across the board):-
The first thing to note is that any field with an arrow (e.g. Location Group) allows you to select an individual field or all. The date fields you can type in a date or press the calendar icon and select a specific date and time.
For all other fields you can type your required text and the system will select (in this case transactions) where there is an exact match in that field for the text that you have entered.
There are, however, wildcards that you can use that allow you to refine the search. As an example looking at Data2 field if you use wildcards the following actions will occur: -
*log
This will search for all transactions where Data2 ends with log
log*
This will search for all transactions where Data2 starts with log
*log*
This will search for all transactions where Data2 contains log
!log*
This will exclude all transactions where Data2 starts with log
!*log*
This will exclude all transactions where Data2 contains log
Remember that you can use the rows/page fields to expand the number of rows shown on the search.
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Generic Guide
Quick User Guide
Mobile-e-Solutions Limited
A4 - What is a Context?
A context is a small piece of code that is written to an NFC RFID tag when it is being activated that determines what App information is shown to the phone user when he taps that location. This is a unique feature of the Reslink solution. So, for example you could have a context that represents patrol tags where all you need to record is that someone has been there. Another context could be represent a building that needs to be inspected and various test results recorded.
Page 36 of 36
Generic Guide
Quick User Guide
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