Access Control Software DESCRIPTION Point of Sale Software Point of sale software Sales & financial reports Cashless vending Locker management and locker rental software integration Modular software packages Cashless vending Locker management software integration Locker rental software integration 3rd party software interfaces Špruha 19 1236 Trzin Slovenia tel.: +386 1 561 07 40 fax: +386 1 561 07 44 www.metra.si Setup, management and full control over Metra devices On-line monitoring of premises occupancy with entrance and exit counter Visit reports 6 th May 2014 Metra inženiring d.o.o. All Rights reserved. The contents of this Flyer are subject to change without notice.
Metra access control software is used as a complete solution for your recreational, entertainment or educational facility or it can be integrated in existing or more complex systems (e.g. hotel software, etc.). Metra access control software enables: Point of sale software Sales & financial reports Access control management Item management System set-up Locker management software integration Locker rental software integration Financial check engines and modules Cashless vending 3 rd party software interfaces Ticket s lifecycle example Recommendations & minimum requirements Software packages Metra Access Control software is installed on the server and its user interface runs as a web application which enables system management from multiple clients such as personal computers, mobile devices, tablet PCs, etc. There are no installations required* on the clients. Also different web browsers are supported. *Installation is required for POS interface. Lockers states on a tablet PC POINT OF SALE SOFTWARE Metra point of sale software enables item sales. Items are available directly as hotkeys/buttons or they are grouped into item groups, which are also seen as buttons. Groups usually combine items of similar type. By clicking on an item group button, its contents are listed below. Items of different types are supported: Tickets (daily tickets, sauna, long term tickets, etc.) Food & drinks (coffee, steak, salad, etc.) Services (massage, manicure, etc.) Rentals (bath rope, towel, etc.) Other articles... Upon sale a desired item is selected. Tickets and rentals require that the RFID media is placed on the Metra Desktop POS reader to be programmed. Window pops-up. For long term tickets validity can be selected upon sale or is pre-set to desired number of days. Page 2
SALES & FINANCIAL REPORTS Along with different items used for locker rental also different sale parameters are set-up upon software installation: POS printers are selected Taxes are defined Payment types are defined Bill, delivery notes, cash desk report and other documents templates are created And more... Different sale and financial reports are available: Total Sales report shows total sales for a chosen period of time. Sales by POS report shows sum of all delivery notes issued by user on each POS terminal and all invoices issued by user on each Point of Sale in a chosen period of time. Total Sales by Payment Types report shows total sales of each payment type for a chosen period of time. Total Sales by Date report shows: total sales for each day; total sales for each payment type; total sales in a chosen period of time; total sales for each payment type in a chosen period of time. Document Report shows all documents (Invoices and Delivery Notes) that were issued in a chosen period of time. Document Content Report shows content of all documents (Invoices and Delivery Notes) that were issued in a chosen period of time. Items Sales report shows Items sale of selected service groups in a chosen period of time. Item Sales By Service Groups report shows Items sale by selected service groups and sale of selected service groups in a chosen period of time. Service Groups Sale report shows sale by selected Service Groups in a chosen period of time. And more... Item sales report Total sales by date report For detailed descriptions and examples see document Metra Access Control Software - Reports & Events.pdf. Page 3
ACCESS CONTROL MANAGEMENT Device status Access devices management window shows each device s status and gives user the possibility to remotely open the door/passage or toggle between normal and permanent passage. Each triggered event is recorded and gets a time stamp. Recorded events can be viewed in event report. Occupancy monitoring and device messages In POS interface current occupancy for each area can be seen in lower left corner. Staff, service and similar tickets can be excluded from the occupancy count. Quantity of captured RFID tickets is also shown and software informs user when it is time to empty the container of certain access device. If the container is not emptied the access device stops collecting tickets to prevent from getting overfilled and damaged. An alarm message is distributed on every computer in the network with installed Metra Info Client software. Network status If one of the devices is turned off or disconnected from the Metra NET Network, the system status window in lower leftmost corner of POS interface immediately shows error status. Error All ok Real time passage information Each time a passage (exit or entrance) is rejected due to any reason a window with reject reason ID and description pops up. These way personnel can quickly explain the quests, why they are not allowed to pass and if needed manually over right the restriction and allow them to pass. Page 4
For example: guest left his locker locked and access control device does not allow him to exit. Receptionist can remove the restriction from guest s ticket. For higher security for member s long term tickets, a window with guest s information and photo pops up each time a passage is made with member s ticket. This eliminates lending tickets among a group of people. If screen is placed on public display, member s information can be hidden due to privacy issues and only member s photo is shown. Additional Member module description can be found in chapter Financial Check engines and modules of this document. ITEM MANAGEMENT Passages A passage in Metra software is interpreted as a physical location/area (e.g. Pool, Sauna, Fitness, 1 st floor, etc.) to which Ticket properties can logically be assigned. Ticket properties Ticket property/check engine is a base to start from. Variety of ticket properties is defined on different passages to suit system needs. Ticket s access rights are checked upon entrance to particular passage. Ticket properties can be changed during the systems operation and applied to new or already sold tickets. With ticket properties you can: Restrict/allow entrance at certain hours and/or areas Create long term tickets with date validity and fixed number of entrances Allow locker usage Retain a used ticket on exit Enable guest accounts and cashless payment Create tickets/keys for employees or maintenance personnel with limited or unlimited access rights to all areas Create tickets with different first/last day access rights for hotel guests Create hourly ticket with additional payment if presence is exceeded For detailed check engines descriptions see also Access Control Software Product Catalogue. Page 5
Services Services are defined by selecting one or more passages on which they are valid and available ticket properties on that passage. Each ticket needs one of the basic check engines to define its type (Guest, Staff or Service). After the type is selected, date and time limits are selected for each passage on which they are valid. A calendar graphic view is available to make creation of date & time related ticket properties much easier. And for last additional features are selected such as allow locker usage, retain used ticket, enable cashless payment, number of entrances, exit counter, etc. For articles, food, drinks, etc. a service without any check engines is added. Items Items are defined by selecting the appropriate Service and defining a price. Item s price can be directly defined or day of week dependant (e.g. lower price on weekends and holidays, on Mondays, etc.). For services which price is day dependant an Item is defined with no price. Additionally in Price List B prices are defined for this Item for each or multiple days of week. If the price is not defined for certain day of week (e.g. Friday), item is not available in POS software on that day. For free or non profitable items (e.g. tickets for disabled) price is set to 0. First example shows different non-ticket items. Non-ticket items do not have any check engines, just the description and price are defined. Second example shows three tickets: Daily 1x is a onetime entrance ticket for swimming pool. It can lock one locker in the changing room and it is retained on guest s way out. Goods for up to 50 can be purchased on the ticket inside the facility. Page 6
Daily 1x + Sauna has all the same parameters as the Daily 1x with additional 2 entrances to the sauna. Additional Sauna is a ticket extension, that adds 1 entrance to the Sauna and is applied additionally to already sold ticket that does not have access to the sauna (e.g. Daily 1x) or the guest already used all entrances (e.g. Daily 1x + Sauna). Validity Validity of sold tickets can easily be extended in one step due to a facility maintenance work or upgrade. Supervisor enters date from-to when the facility is closed and clicks on the button Extend Sold Tickets. All the tickets valid between this two dates are automatically extended, by the number of days they lost. Changing the price Price of an item can be quickly changed in three easy steps: Click on the edit button, type-in new price and click update. For items with day dependant price, price must be changed for each day of week. Page 7
New prices can also be predefined and become valid when activated. In the text box on the right of each item a new price is entered. New prices are applied but not yet valid when Apply button is clicked. If text box of an Item is left blank, its price is not changed. Personnel are usually allowed to do this part of the procedure. Activation of new prices is usually done by the supervisor by clicking the button New Prices. SYSTEM SET-UP White list checking RFID media has to be on the white list in order to be valid. These way users are restricted to use only white listed RFID media as tickets. Access and locking of the lockers with other RFID media (e.g. train tickets, library cards, etc.) is not possible unless the RFID media is added to the white list. *White List module is required. Master keys Special Master keys are assigned in the Metra software and are used by the maintenance or service personnel for onsite system administration. With master card you can: Make a free passage Turn ON/OFF permanent passage Unlock any locker Page 8
Metra devices set-up All access control and electronic locking system devices are defined in Metra software. Devices parameters can be modified even during system operation. When the parameters are changed, they are distributed over Metra NET network to Metra devices in a matter of seconds. Software back-up Metra access control software makes a backup of all data at least once a day. By default a backup is done once a day at 4 o clock in the morning, but it can be set freely. Each backup file is automatically checked for errors after backup is done. For higher security also a shadow copy can be enabled. Shadow copy is an exact copy of the database made in real time and stored on different location. LOCKER MANAGEMENT SOFTWARE INTEGRATION Locker status view All lockers in the system can be seen as coloured locker doors - each colour represents a different locker s state (opened, closed, ALARM, warning, etc.). To group/divide lockers into groups for online monitoring View groups are defined (e.g. Female lockers, Male lockers, Employee lockers, etc.). Break-in alarm If an attempt of a locker break-in is detected an alarm message is distributed on every computer in the network with installed Metra Info Client software. Alarm message includes locker s number, location date and time. Page 9
Locker events A click on a particular locker in the locker status window shows locker information and lists out last 50 events for it. Each event has a time stamp, RFID media s serial number and user s title*, first name* and last name* listed. *Member module is required. LOCKER RENTAL SOFTWARE INTEGRATION Locker rental functionality integrates into Access Control software. Locker rentals are sold as other items with some additional parameters. Upon locker rental item sale window pops-up where rental parameters are selected: Locker number; only free/unoccupied are listed*. Time validity**; select expiration date on the calendar or enter number of days. Enter customer name (optional). Present (up to maximum defined) user s RFID media that will serve as a locker keys. See also Metra Locker Rental Software Flyer for detailed description of Locker Rental software features. *Lockers can be listed by usage (see Locker usage management ) or by ascending order. **Season locker rentals have predefined expiration time; therefore it is not selected upon locker rental. FINANCIAL CHECK ENGINES AND MODULES Cashless vending Software supports credit and debit type of payment inside the system. Tickets are allowed to purchase items inside the system and charge them to the guest's ticket account up to a predefined limit. Page 10
If purchases are made, exit is denied from the system on access control devices. Several purchases can be made on the same ticket. Only the total sum is not allowed to be over the limit. Each purchase is a delivery note from the Metra software financial point of view. Tickets with credit enabled but nothing spent are allowed to exit without stopping at the cash desk first. Guest pays for purchased items before exiting or to reset the limit, at the cash desk using conventional payment methods (cash, credit card, delivery note with buyer, etc.) or on a Metra Payment Terminal device using a credit card. If there are no unsettled items on guest s account exit is granted. All opened delivery notes can be viewed in POS interface. Example shows opened delivery notes for two tickets. Each ticket s transaction along with document number and value is listed. Bellow all the purchased and their quantities are listed. Vending machines equipped with Metra MDB Payment Terminal allow cashless payments with guest s ticket within the system. List of all (on ticket) purchased items can be seen on ticket info page: Bar POS Bar POS is used for sales of items that are charged to guest s ticket account in the Metra software. All items sold are predefined in the Metra software. POS computers must be equipped with a Metra Desktop POS Reader USB and POS printer for printing delivery notes. Page 11
Operation with Bar POS is performed in several classic steps known to the POS/Gastro industry: Items (e.g. food, drinks, etc.) are ordered at the POS computer Order note is printed in the kitchen/storage Upon delivery of prepared items they are charged to the guest ticket account Delivery note is printed to the customer (optional) Orderman portable terminals integration Orderman portable terminals can be integrated into Metra Access Control system. Orderman hardware is used for mobile sales of items that are charged to guest s ticket account in the Metra software. All items sold are predefined in the Metra software and automatically transferred to Orderman hardware making item management a simple operation for the system administrator. Orderman devices must be equipped with an ISO reader battery pack that enables reading of RFID media. Orderman Bluetooth printer for printing delivery notes at customer is also supported. Operation with Orderman terminals is performed in several classic steps known to the POS/Gastro industry: Items (e.g. food, drinks, etc.) are ordered through the terminal Order note is printed in the bar/kitchen Upon delivery of prepared items they are charged to the guest ticket account Delivery note is printed to the customer (optional) External vending External vending in combination with cashless vending enables item sales from 3 rd party POS software. All items along with their prices must be defined in Metra software and 3 rd party POS software. POS station must be equipped with RFID media reader. Coupons Coupons are used to enable presale of tickets as prefabricated paper tickets (optionally as bar code). Usually coupons are bought in advance by companies, trip organizers, etc. and handed out to guests as paper tickets, which are exchanged for RFID tickets such as cards and/or wristbands upon guest s visit. Coupon paper tickets must be printed in advance. Usually this job is outsourced to a printing company. Each must have a unique number (best if consecutive), maximum 2.000.000.000. Bar code coding is preferred as they speed up the work in the back office and most importantly on the cash desk. If bar codes are used bar code readers are needed on reception desks. Page 12
Member module Member module is used to store guests information. Each member is given a unique member number along with some fixed attributes (title, first name, last name, picture, member account, and member RFID media) and custom attributes that can be defined freely by the system administrator. Payment on member s account is used to deposit money, which is spend later for purchases or it is used as a Value gift vouchers. Multiple RFID media can be assigned to a member in order to serve as identification and/or to be used for access control. Member s RFID media can be issued, erased and put on/off the black list without actually being read on a desktop reader. Package A predefined number of items (e.g. tickets, articles, etc.) is sold in advance as a package and used later on a daily basis (with or without additional payment required) by members. Example shows a member with Member Daily with Sauna 10x package purchased. Status 0/10 on the right shows how many tickets were already used. Ticket bonus (barcode) Ticket bonus is used to boost sales in 3 rd party software by printing barcode coupons. Different coupon values can be assigned to items (tickets, parking, etc.). When the items are sold in the Metra POS software, the sum of all coupon values on the receipt is calculated and assigned to a barcode which is generated and printed with the receipt. When the guest presents the coupon in 3 rd party POS system gets a discount in the value of the bonus. Barcode is generated using an encryption to prevent misuse and fraud. 3 rd PARTY SOFTWARE INTERFACES PMS Property Management Solution HIS Hotel Information Systems Dictionary Page 13
Data Export Data export interface is used to enable sales data export from Metra software to the 3 rd financial, accounting or spreadsheet software (e.g. Microsoft Excel). party Room account payment Room account payment interface is used to obtain referential data and post sales data from Metra software to 3rd party PMS software; e.g. payment to hotel guest/room account in HIS software. Hotel ticket issue Tickets are defined in Metra software, but issued in 3 rd party software like PMS, HIS or restaurant gastro software. Ticket s type, RFID media serial number and date of validity are required for Metra software to issue a ticket. Reports can be still made form Metra software. EFTPOS Electronic Funds Transfer Point of Sale (EFTPOS) is used to enable automatic transfer of bill amount from Metra software to an EFTPOS terminal, which performs credit card authorisation. This speeds up the procedure and also eliminates human error. TICKET S LIFECYCLE EXAMPLE Guest purchases a ticket at the reception desk. Guest enters the controlled area inside the facility (e.g. Pool, Sauna, etc.). Guest leaves all his belongings inside the securely closed locker. Page 14
All the item purchases inside the controlled area can be charged to user s ticket account using Orderman Max terminals or Metra POS software (Metra Bar). When guest s ticket reaches the credit limit, guest can pay for all purchased items on the Metra Exit Payment Terminal and resets the limit. Guests can buy items on the vending machines equipped with Metra MDB Payment Terminals. Purchased items are charged to guests ticket accounts. When leaving, guest collects his belongings from the locker. If the guest tries to exit without settling the purchased items, exit is denied. OR Guest can settle the purchased items and/or time overdue at the Metra Exit Payment Terminal or at the reception desk. Page 15
After settling the purchased items and/or time overdue, the guest is allowed to leave. RECOMENDATIONS & MINIMUM REQUIREMENTS See document Minimum REQUIREMENTS_20xx.pdf for details. SOFTWARE PACKAGES Metra OEM LITE software Software for driving Metra devices through TCP/IP interface without ticket issuing. No Financial Check Engines possible. 3 rd party access control SW required. Metra OEM LITE software is used in systems where Metra access control devices are driven in real time by 3 rd party software. RFID media that is presented to Metra access control devices is validated externally by 3 rd party software connected through the Metra software using the Metra TCP/IP Interface. RFID media can have granted passage, captured (if Metra Wristband capturer is used) or denied passage. See XML package document XMLextU5.pdf for details. Metra OEM software Software for driving Metra devices. Software for creating tickets and issuing tickets through TCP/IP interface. No financial check engines possible, 3 rd party POS software is required. Metra locker management software is included. Limited for up to 3x Metra Door Access Terminal or 1x Tripod Turnstile/Turnstile Access Terminal. Metra OEM software is used in systems where Metra access control devices are driven by Metra software. Tickets are defined in Metra software, but sales and issuing is done by 3 rd party software using the Metra TCP/IP Interface. Capturing of RFID media is possible. Page 16
Metra LITE software Software for driving Metra devices. Software for creating and issuing tickets with different check engines. Possibility to add financial check engines. Metra POS interface included. Metra locker management software is included. Limited for up to 6x Metra Door Access Terminal or 2x Tripod Turnstile/Turnstile Access Terminal. Metra LITE software is a full software package. Tickets are defined in Metra software, and sold/issued using Metra POS interface. Financial check engines are available additionally. Due to the device number limitation, the software is used for systems with a small number of access devices. Metra STANDARD software Software for driving Metra devices. Software for creating and issuing tickets with different check engines. Possibility to add financial check engines. Metra POS interface included. No device limitations. Metra locker management software is included. Metra STANDARD software package has the same functionality as the Metra LITE software package except the number of devices is not limited. Page 17