OnSite Access Points and ID Cards

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ONSITE APP AND ACCESS POINTS

Each access point comes with a tablet with the Lucidity OnSite App installed, in conjunction with a connected NFC (Near Field Communication) card reader. Each person accessing the site will require a personal ID card. 

Types of Access Points

Lucidity offers 3 different variants of access points that can be installed at any site:

• Hardwired into a barrier access point (i.e. Gate or turnstile)

  • This will need to be installed by a Lucidity technician and your electrician

  • See configuration instructions below

• Tap-ON / Tap-OFF access point

  • This standalone unit can be placed at a common entry point (such as a loading dock or reception desk) and plugs directly into the wall

  • See configuration instructions below

• Mobile access point

  • This is an NFC card reader attached to a personal android device and is a mobile access point

  • Refer to the OnSite Mobile Access Points page in this user guide for configuration instructions 

Options for installing access points may look similar to the below. 

Hardwired into a barrier access point	Tap-ON / Tap-OFF access point	Mobile Access Point

Hardwired into a barrier access point	Tap-ON / Tap-OFF access point	Mobile Access Point
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Configuring the App and Access Points

Typically, the initial set up of the App and Access Points will be managed by Lucidity. If not, the following provides configuration instructions:

1. Install the Lucidity OnSite App onto an appropriate Android tablet (typically provided by Lucidity)

2. If a Bluetooth Card Reader has not been paired previously, then it must be paired for the first time via the admin screen using the cog 

   icon, which can be found in the top right of the home screen

   1. The Bluetooth icon in the top right of the home screen will indicate whether a reader is currently paired

       Reader is paired

       Reader NOT is paired
       

   2. Tapping the icon will cause the tablet to attempt to reconnect to the reader if it is not currently paired, or will disconnect if paired

3. The Bluetooth Card Reader will beep when it connects to the tablet and a flashing blue LED while it remains connected

4. Configure the Lucidity OnSite App via the tablet by tapping the cog 

    icon

    

   1. The following will generally be pre-configured and can be updated as required:

      1. Area: the Area which the Access Point will be associated with. Areas are created within the desktop module via a browser. Refer to the Desktop: Areas page within this user guide for more information.

      2. Access Point Name: the name which the Access Point will be known as

      3. Access Point Description: additional details relating to the Access Point

      4. Bluetooth Device: the NFC card reader that will be associated with this Access Point

5. Ensure that the tablet is connected to the internet either via wi-fi or 3G/4G

ID CARDS

Lucidity OnSite requires NFC compatible ID cards in order for people to use the Access Point. NFC cards are purchased pre-encoded with an ID number and then printed with additional information such as cardholder details, photograph, emergency contact information and site or project details.

Each user requiring site access will require their own personal card. System administrators are generally responsible for the provision of cards to each user. 

Card Printing

Cards can be easily printed directly from Lucidity HR using a pre-set simplified layout. Alternatively, card design can be manipulated in the card printer software and include additional information.

In both options, the computer that is being used to complete this process will require:

• an attached NFC reader in order to link the unique number of the ID card to the correct person within Lucidity HR

• ability to print to the specialised card printer

OPTION ONE: Print Cards Directly from Lucidity HR

STEP ONE: Create Users

There are several ways users can be created in the Lucidity system. Refer to the Creating Users in Lucidity guide for more information. Once the user is created, complete the following in Lucidity HR:

1. Ensure the user is listed under the relevant person type - employee, casual or subcontractor. Use the 'convert user' tool if this needs to be adjusted

   1. Refer to the Convert Users Between People Types section on the People page within the Lucidity HR user guide for more information

2. If the person is a supplier or subcontractor, it is important to ensure they are linked with their company within the software

   1. If the company is not already created, this can be done via Lucidity Contractor, Lucidity Access or Lucidity Induction

3. Enter all other details that may be required for filtering or reporting purposes, such as project, division, business unit etc as applicable

4. Upload a photo of the person if the ID card is to have a photo included

STEP TWO: Print Cards

Printing of cards is always done directly from the user profile within Lucidity HR. Refer to the Print Card section on the HR People page within the Lucidity HR user guide for more information.

STEP THREE: Register the Printed ID Card with Lucidity

To link the ID card with the corresponding user in Lucidity, from the People page within Lucidity HR:

1. Use filters to locate the required user and click 'edit' to the far right of the user 

2. In the Access Card section:

   1. Click 'Enabled'

   2. Place the cursor in the 'ID card number' field

   3. Using your NFC card reader, scan the card

   4. Confirm that a code has been placed into the 'ID card number' field as illustrated below:

       

       

3. Click 'Save'

4. Provide the card to the user

OPTION TWO: Print Cards With Specific Design Elements

The process outlined below assumes that a number of cards will be printed as a batch but the same process can be followed in order to create a single card.

STEP ONE: Create Users

This is the same as option one - follow step one in the process above.

STEP TWO: Export List of Users

Generate an Excel report of all users requiring cards from Lucidity HR:

1. Use the Column Configuration tool to ensure that the Excel export will include the following columns as required:

   1. Full name

   2. Company

   3. Relevant URLs if QR codes are to be included

2. Filter the list of users to only display those users who require cards

   1. It may not be possible to narrow this down to the exact users. Therefore, it may be necessary to remove extra users from the Excel once its exported

3. Click Excel Export to generate the report

4. This Excel will be used by the card printer as a 'database.' This can either be done by using the Excel report directly, or by copying and pasting the records from the report into an existing Excel spreadsheet.

   1. If using the file directly, remove any extra rows (those at the top of the Excel before the heading row as well as any user rows not required) 

   2. If copying and pasting the records into another Excel which is linked to the card printer, ensure that the columns are in the same order 

STEP THREE: Import Excel into Card Software and Print Cards

Card printers use dedicated software to design cards, including background images, logos etc. These layouts are designed to connect to a 'database', which in this case will be the Excel export generated in step 2 above.

Follow the instructions relevant to the card printer to link the Excel export to the card design, and print the ID cards for each person.

STEP FOUR: Register the Printed ID Card with Lucidity

This is the same as option one - follow step three in the process above.

Card Printers (hardware and software)

Card printers are available from many manufactures, and are typically purchased with card design software.  A printer that many Lucidity customers use is the Evolis card printer. 

This printer is compatible with many card design software applications.

Most card printers are capable of printing double sided colour cards using a range of card stock, including NFC encoded cards. Blank NFC compatible cards are also available in packs of 100.

Below is a layout of a sample card layout, typical of an employee or contractor identification card:

VISITOR ACCESS

Lucidity OnSite can be used in conjunction with a hard-copy visitor book via a set of numbered 'Visitor Access Cards'.  Each card can be registered in Lucidity HR to a generic person who, as an example, could be identified as 'Visitor 1', 'Visitor 2' etc. Each card is physically numbered for identification.

As a visitor is signed in via the hard-copy visitor book they can be issued with a Visitor Access Card on a lanyard. The visitor enters their card number against the hard-copy visitor book and scans the OnSite Access Point to register themselves on site. This will then be recorded in the Onsite desktop database in the same way any other user is registered.

NFC CARD TAP ON & OFF

Once a user has their own card, they can now proceed to the Access Point and tap-on. The OnSite App will read the card that is presented to the access point and compares the card information to the desktop module. This comparison is done within the App, based on data that was provided the last time the Lucidity OnSite Module synced with the Lucidity database. 

To tap-on and tap-off to an area:

1. Tap the card on the NFC reader

    

2. The App will display one of the responses listed in the App Responses table below once the card has been read and compared to the database

3. If access is denied, it may be due to one or more of the following reasons:

   1. The card has been disabled by administrators as the user is no longer granted access to site

   2. The user does not hold the required capabilities to enter site

   3. The company the user works for has not submitted the required documents required for the site

   4. The card is not recognised and / or may be faulty

4. If access is granted, the user can proceed onto site

   1. This may be via a turnstile / gate and will depend on individual site set up

5. Once work is completed, the user must tap-off prior to leaving site by tapping the NFC reader or be manually signed out by an administrator

App Responses

QR CODE TAP ON & OFF

Where Onsite hardware is not required, the Lucidity App can be used by a person who wants to enter/exit a site and also by Site Managers who wants to scan in multiple people to a site.

They simply scan a QR Code to tap people ON and OFF a site. This process is much easier to manage as no NFC cards are required to be printed and distributed and no OnSite boxes are required. 

• For more information about scanning QR codes to Enter/Exit a refer to the App Enter / Exit (OnSite) page within the Lucidity App user guide for details on how to use the app to tap in / out.

• For Site Managers/Supervisors that need to scan in multiple people to a site, see who is on site and their capability records refer to App Site Management (Onsite)

• Note full OnSite boxes and NFC cards are currently the only option when gates are required to be opened based on the area requirements.

Generating QR Codes

To generate a QR Code, from Lucidity OnSite:

1. Navigate to the relevant area

2. Click edit

3. Copy the URL into an online QR Code generator

    

4. Print and display as required

Refer to the QR Code page in the user guide for more information.