Notes

All operations on PPE Vending is in real-time.

Add New Employee using Desktop Card Reader

Please follow this procedure to onboard new employee for cards,

1. Go to the Employee Management page.
2. Open new employee dialog by clicking the ‘Add Employee’ button on the top right corner.
3. Fill the name, employee number, department, primary email, secondary emails based on your requirement.
4. Click the input field of the key card number, and tap the key card on the desktop reader.
5. The key card number will be typed into the field automatically by the desktop reader.
6. Click “Save” button to finalize the action.

Add New Employee without Desktop Card Reader

Please follow one of the two procedures below to onboard new employee for cards, but without desktop card reader,

1. Go to the Employee Management page.
2. Open new employee dialog by clicking the ‘Add Employee’ button on the top right corner.
3. Fill the name, employee number, department, primary email, secondary emails based on your requirement.
4. Click “Save” button to finalize the action.
5. Ask the employee to tap the card on the reader installed on the vending machine
6. Identify the card shown in Key Card Tap Events
7. Click “Allocate” button on the event’s “Employee” column.
8. Start typing employee name in “Employee” input box, and click employee name in the drop down below.
9. Click “Save” to assign the key card to the said employee.

1. Go to the Employee Management page.
2. Open new employee dialog by clicking the Add Employee button on the top right corner.
3. Fill the employee name, number, department, primary email, secondary emails based on your requirement.
4. Enter the HID card number. Once entered, it will automatically form a standardized Key Card Number combined with the facility code.
5. Click Add Card to assign the card to the employee.
6. Click Save button to finalize the action.

Add New Employee with Mobile App

Please follow this procedure to onboard new employee with mobile app,

1. Go to the Employee Management page.
2. Open new employee dialog by clicking the ‘Add Employee’ button on the top right corner.
3. Fill the name, employee number, department, primary email, secondary emails based on your requirement.
4. Click “Save” button to finalize the action.

Block an Employee

Please follow this procedure to disable an employee,

1. Go to the Employee Management page.
2. Find the employee. You could use “Search by Name” filter to speed up.
3. Click the ‘Disable’ button that is located in the operation column
4. After clicking the ‘Disable’ button, the corresponding employee record will turn red
5. Please note, all the existing transaction data of the blocked employee will still be kept in the system. Information on the disabled employee card will be deleted from the system so that the admin can reappoint this card to a new employee.

Lost Card

If a card is lost, and you need to revoke its access, please follow this procedure,

1. Go to the Employee Management page.
2. Find the employee. You could use “Search by Name” filter to speed up.
3. Click the ‘Edit’ button that is located in the operation column.
4. Remove the correspondent card number from the “Key Card Number” field.
5. Click the “Submit” button to save the change.
6. This card is blocked now, all the existing transaction data associated with this key card will still be kept in the system.

Frequently Asked Questions

Q1: How does the HID card number work with the facility code?

According to the documentation, when you enter the HID card number, “it will automatically form a standardized Key Card Number combined with the facility code.” The system includes “the facility code (site ID) in the Key Card Number column along with the original HID card ID,” which allows operators to “verify whether the card’s facility code aligns with the system configuration when the card is unfunctional.”

Q2: What happens when I disable an employee account?

The documentation states that when you disable an employee:

• “The corresponding employee record will turn red”
• “All the existing transaction data of the blocked employee will still be kept in the system”
• “Information on the disabled employee card will be deleted from the system so that the admin can reappoint this card to a new employee”

This means historical data is preserved but the card can be reused.

Q3: If I don’t have a desktop card reader, how can I assign cards to employees?

The documentation provides a specific procedure without a desktop card reader:

1. Create the employee without a card number
2. “Ask the employee to tap the card on the reader installed on the vending machine”
3. “Identify the card shown in Key Card Tap Events”
4. “Click ‘Allocate’ button on the event’s ‘Employee’ column”
5. “Start typing employee name in ‘Employee’ input box, and click employee name in the drop down”
6. “Click ‘Save’ to assign the key card to the said employee”

Q4: What’s the difference between blocking an employee and handling a lost card?

• Blocking an employee: Use the “Disable” button to completely disable the employee account. The card information is deleted so it can be reassigned to a new employee.
• Lost card: Edit the employee and remove the card number from the “Key Card Number” field. This blocks only the specific card while keeping the employee account active. You can then assign a new card to the same employee.

Both methods preserve all existing transaction data.

Q5: Can employees use the mobile app instead of key cards?

Yes, according to the documentation’s section on “Add New Employee with Mobile App,” employees can use the PPE Vending mobile app instead of key cards. The procedure states:

1. “Go to the Employee Management page”
2. “Open new employee dialog by clicking the ‘Add Employee’ button”
3. “Fill the name, employee number, department, primary email, secondary emails based on your requirement”
4. “Click ‘Save’ button to finalize the action”

No key card information is required when setting up employees for mobile app access.

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