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Managing Users

A User in CloudAccess Key is a single person who needs access to your facility. Users are added to one or more Groups, receive Cards (credentials), and inherit access from their Group's Permissions.

Before you add a User​

Have these ready:

  • The person's full name
  • An email address (used for portal access if they need it)
  • The Group(s) they belong to — create Groups first if they don't exist
  • A start date if the access is time-bounded (contractors, temporary staff)

Steps — AccessCore One controllers​

These steps cover AccessCore One controllers (V2 interface) — the current platform.

Step 1: Open the Users page​

Screenshot placeholder — V2 Users navigation.

Users nav V2

Step 2: Add a new User​

Screenshot placeholder — V2 Add User button.

Add User V2

Step 3: Fill the User form​

Screenshot placeholder — V2 User form with required fields highlighted.

User form V2

Required fields: name, email. Optional: phone, employee ID, notes.

Step 4: Assign the User to one or more Groups​

Screenshot placeholder — V2 Group assignment widget on User form.

Group assignment V2

Step 5: Save and confirm​

Screenshot placeholder — V2 User list showing the new entry.

Users list V2

Steps — Legacy controllers​

These steps cover legacy controllers (V1 interface) — for sites not yet migrated to AccessCore One.

Step 1: Open the Users page​

Screenshot placeholder — V1 Users navigation.

Users nav V1

Step 2: Add a User​

Screenshot placeholder — V1 Add User form.

Add User V1

Step 3: Assign Groups and save​

Screenshot placeholder — V1 Group selector.

Group select V1

Editing and deactivating Users​

  • Edit — open the User from the list, change fields, save. Group changes take effect immediately.
  • Deactivate vs Delete — prefer Deactivate for departing employees so you retain history. Delete only for entries created in error.

Next steps​