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Admin Panel

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A Tour through the Admin Panel

Overview The Admin Panel is the administrative control center of Door James. It allows you to configure office settings, manage assets, bookings, visitors, events, and organization-wide settings. After logging in via: admin.doorjames.com you will see the main navigation sidebar on the left side of the screen. The Admin Panel consists of the following main sections: 1. Office This section contains all office-specific configuration settings. Includes: - Office Information (Contact / General / Opening Hours / Geofencing) - Area Management - Office Equipment - Asset Types - Features - Assets - Reported Problems (Office) - Outlook Integration - Booking Settings - Restriction Overview - Role Access - Member App Settings & Notifications - Activity Mails & Questionnaires - First Aiders & Emergency Settings - Data Control & GDPR - New Setup / Rollout This is the most comprehensive section and where most configuration tasks are performed. 2. Visitor Management Used to manage external guests and reception processes. Includes: - Visitor List - Meeting List - Visitor Settings - Devices (Kiosk setup) - Kiosk Settings This section allows contactless visitor check-in and badge printing. 3. Event Management Used to organize and manage company events. Includes: - Event List - Attendee Management - Badge Design & Printing - Booth Management - Session Management - Event Emails & Notifications 4. Booking Provides an operational overview of all reservations. Includes: - Dashboard (KPIs & Occupancy Metrics) - Asset Booking (Desk / Room / Parking views) - Requests (Approval workflow) - Reported Problems - History - Automatic Reports - Vacation / Sick Leaves This section is used daily by office managers. 5. Evacuation Management Used for emergency situations. Includes: - Report Emergency - Evacuation List - Crisis List - Emergency Settings Allows tracking of user safety during emergencies. 6. Organization Organization-wide settings across all offices. Includes: - Organization Profile - Access & Domains - Technical Integrations - Corporate Design - Offices - Rollouts - Sticker Order Only available for Organization-level users. 7. Service Booking Allows management of additional office services. Includes: - Service Requests - Service Management Used to manage internal service workflows. 8. Components Used to activate or deactivate system modules. Includes: - Component Management - Feature Library - Office Activation Restricted to Organization-level permissions. 9. Tutorials & Log Out At the bottom of the sidebar: - Tutorials & Visual Aid - Log Out Important Notes - The office selector is located in the top-left corner - The language selector is located in the top-right corner - Some sections may not be visible depending on activated components and assigned roles Video: https://youtu.be/yh8DkC6Inn0?si=vCZaBXYTCTwUr6yU

Last updated on May 11, 2026

Office Information

Navigation Path: Office > Office Information - You’ll find the Office Information in the left selection bar of the Admin Panel under the tab “Office” - right at the top row. - All information you see here always refers to the office you currently have selected. - If you manage multiple offices, make sure to pick the right one in the top-left corner before making any changes. - The section is tab-based, giving you a clean overview of all office settings. Tab-based structure explained Contact tab: Navigation Path: Office > Office Information > Contact - The Contact tab contains all basic office information. - Here you can define: - Office Name - Office Switcher Name (short name shown in the app) - Address (Street, ZIP, City) - Contact details (Email, Phone, Website) Once done, don’t forget to press “Save” to apply your changes. General tab overview: Navigation Path: Office > Office Information > General - Here you define core administrative settings for your office: Here you can configure: - Language Select the default language for email communication with members. - Office Currency Define the currency used for all bookings and transactions. - Office AD Number This identifier ensures that users are correctly assigned to the office. - Office Description Add a description that will be displayed in the Member App. - Office Banner Upload a banner image that will be shown in the app interface. - Analytics & Visibility - Enable or disable data transfer to analytics systems. - When finished, press “Save.” Opening Hours Tab Navigation Path: Admin Panel > Office > Office Information > Opening Hours - In this tab, you define both: - Reception Hours - Office Hours Managing Opening Hours - Click the pencil icon to edit individual days - Use "Edit" to define exceptional days (e.g., holidays) - Use "Edit all days" to apply changes to all days at once Restricting Bookings Based on Office Hours - You can enable the toggle "Restrict bookings based on office hours" - If enabled: Bookings are only possible within defined office hours - If disabled: Bookings are possible at any time Video: https://youtu.be/AMdRLpchWbE?si=tLjGDQ9JZaAF-3jo

Last updated on Jun 25, 2026

Area Management

1.1.1  Introduction Area Management is where you define your office spaces. Setting up areas correctly ensures an organized workspace and helps track office resource usage efficiently. In the Area Overview, a list of all currently defined areas within your office (such as floors, parking spaces, or lounge areas) will be displayed. 1.1.2  Creating a New Area Navigation Path: Office > Area Management > Add Area To create a new area: Click "Add Area" in the top-right corner You will be redirected to the area creation screen. Area Setup Overview The setup is based on a drag-and-drop system: - On the right side, you will find different input blocks - Drag and drop these blocks into the middle section Once a block is added: - It expands automatically - You must configure its settings Only configured blocks will affect the area. Step 1: Area Information - Enter a clear Area Name - Add a short Description (optional) Step 2: Choose Area Type: Folder / Container Used for structuring multiple areas Available blocks: - White list - Black list - Activation rules Map / Floorplan Used for real office spaces Available blocks: - White list - Black list - Activation rules - Message to First User - Message to Last User - Floorplan Step 3: Configure Input Blocks After adding a block, you need to configure it. White List (Who CAN book) After dragging the White list block into the setup area: The block expands and shows configuration options You can define access by: - Selecting All members - Adding specific users manually - Uploading a CSV file for multiple users - Selecting job titles / roles Additional options: You can define time-based access (e.g., only certain days or time ranges) Black List (Who CANNOT book) Works the same way as the White list: - Add users, groups, or roles that should NOT have access Important: - If both White list and Black list are used → Black list always overrides White list Activation Rules After adding the block: The configuration panel opens You can choose between: - Activate on creation Area is active immediately - Between date and time range Define start and end date/time - Starting from selected date and time Area becomes active from a specific moment Message to First / Last User (Map only) After adding the block: A text field appears You can: - Customize the message - Leave default text - Disable the block if not needed - Floorplan (Map only) After adding the block: Upload an image of the floorplan This allows: - Visual positioning of areas and zones - Better overview in the map view Step 4: Finalizing Setup Review all configured blocks Click "Save" The area will now: - Appear in the Area Management overview - Be available for booking - Use the defined access and activation rules Note: To manage, edit, or organize existing areas and zones, refer to section 3.4 "Managing Areas & Zones". Video: Door James - Admin Panel - Office Area Management - Set up & White- & Blacklists - EN - YouTube

Last updated on Jun 25, 2026

Managing Areas & Zones

Note: Before managing areas, ensure they are created and configured as described in section 3.3 "Area Management". 1.1.1          Introduction Effective area management allows you to keep your workspace flexible. This section covers how to edit existing areas and how to create specific Zones to organize work groups or teams within those areas. 1.1.2          Managing Existing Areas In the Area Management section, you can manage every created area directly from the list view. By clicking the three dots (menu icon) on the right side of an area, you have the following options: 1.      Edit function: o   Accesses the same menu as the Area Creation process. o   Update names, types, access settings, activation rules, or floor plan details. 2.      Block an area and handle booking cancellations: o   Used for temporary closures (e.g., construction or maintenance). o   Warning: Blocking an area will automatically cancel all current bookings within it. o   Pro Tip: For planned interruptions, use Activation Rules to schedule deactivation in advance. 3.      Delete an area safely: o   Permanently removes the area and all existing bookings. Requires a confirmation to prevent accidental data loss. 4.      Duplicate and Replace explained: - Moves all ongoing bookings to a new area. o   Use Case: Ideal for office relocations where the desk/room structure remains the same. 1.1.3          Zones: Organizing Teams Zones are sub-sections within an area used to organize specific work groups or departments. 5.      Viewing & Creating Zones ·        To View: Click the purple arrow on the left side of an area in the list. ·        To Create: Click the plus (+) icon on the right side of the area. 6.      Zone Configuration The setup mirrors the Area Creation process using drag-and-drop input blocks: ·        Identification: Define a Name and Description. ·        Visual Structure: Assign a specific color to the zone for easy identification on the floor plan. ·        Access Control: Set specific Whitelists and Blacklists for the zone. ·        Activation Rules: Schedule when the zone is available for booking. Once a zone is created, you can switch to the Floor Plan View to place and scale the zone precisely within your office layout. Video: Door James - Admin Panel - Office Area Management - Edit & Zones - EN

Last updated on Jun 01, 2026

Assets

Navigation Path: Office > Assets 1.1.1 Introduction In this section, we explore the Assets area of the Admin Panel. This is where you manage every desk, room, parking spot, or custom asset in your office. 1.1.2 Asset List Overview The List View gives you a full overview of every asset, sorted by asset type. You can quickly see: - Asset Name & Capacity: The asset name is shown together with its capacity. - Inherited Restriction: Indicates whether restrictions are inherited from a parent area or zone. - Area: Shows where the asset is located. - Features: Displays the equipment or features assigned to the asset. - Active: Use the toggle to activate or deactivate the asset. - Outlook Connection: Shows whether the asset is connected to Outlook. - Actions: Use the three-dots menu to edit, delete, or manage the asset.. 1.1.3  Map View & Positioning You can switch to the Map View to visualize all assets within a floor plan. Map View Overview Assets are displayed visually on the floor plan You can filter by: - Area - Asset type - Time and availability This view helps you understand how assets are distributed across your office. Positioning Assets Rearranging Assets - Drag and drop an asset to a new position on the map - Changes are applied instantly Placing Equipment Equipment (e.g., fire extinguishers) can be placed directly on the floor plan if an item is not placed: It may not be visible to users in the app Defining Zones - Click the zone/pin icon in the top toolbar - Select one or multiple assets - Assign them to: - An existing zone - Or create a new zone View Controls - Use the zoom controls (+ / -) to navigate the map Switch between different areas using the dropdown at the top Video: Door James - Admin Panel - Office - Assets & Floorplan - EN

Last updated on Jun 01, 2026

Creating New Assets

To create a new asset: - Click "Add asset" in the top-right corner - Or double-click directly on the map (Map View) This opens the Create Assets window with multiple configuration tabs. Setup Structure The asset creation is divided into four sections: 1. Basic Information 2. Restrictions 3. Settings 4. integrations 1. Basic Information In this section, you define the core details of the asset: - Name Enter the asset name - Total Amount Define how many assets should be created → The system automatically generates numbered assets (e.g., Desk 01, Desk 02) - Description Optional additional information - Location Select the area where the asset will be placed - Features Assign equipment or characteristics (e.g., monitor, whiteboard) - Capacity Define how many users can use the asset - Pictures Upload images via drag-and-drop or file upload 2. Restrictions (Access Control & Scheduling) This section defines who can access the asset. Restriction Type You can choose between: - Choose owner Assign a specific user who has full control over the asset - Apply Restrictions Configure detailed access rules Whitelist / Blacklist Click "Add Whitelist Restriction" or "Add Blacklist Restriction" You can define access by: - All members - Specific members (email input) - Job titles - Azure AD groups - Member hierarchies (direct / indirect reports) Time-Based Access Control - Activate the toggle to enable scheduling You can choose between: - Week Days (Recurring) Define repeating access rules - Date/Time Range (One-time) Define a fixed time period 3. Settings (Approval, Booking & Activation) This section controls how the asset behaves in bookings. Approval Process - Enable "Activate approval process" → Bookings must be approved before confirmation Function Type - Regular Standard booking behavior - Quick Check-in Asset can only be used on-site (no pre-booking) Activation - Activated → Asset is available - Deactivated → Asset is hidden/unavailable Deactivation Schedule - Enable scheduling to automatically deactivate the asset at a specific time Booking Duration - Enable and define how long the asset can be booked 4. Integrations Outlook Connection Enter the room email address This allows: - Calendar synchronization - Prevention of double bookings Finalizing - Click "Add" to create the asset - Click "Cancel" to discard changes 1.1.1  Exporting Assets - List View: Export your asset data as CSV or XLSX. Floorplan View: Export the entire map as a PDF, PNG, or JPEG. Video: Door James - Admin Panel - Office - Assets & Floorplan - EN

Last updated on Jun 01, 2026

Reported Problems (Office)

Navigation Path: Office > Reported Problems 1.1.1 Introduction The Reported Problems section, located within the Office area, helps you keep workspace safe and well-maintained. This feature organizes every issue reported by users-from broken desks to malfunctioning meeting room devices-ensuring a fast and structured resolution process. 1.1.2 How it Works When a user reports a problem via the app, they select a category, and the issue is automatically sent to: - Assignees: The designated helpers responsible for resolving the issue. - Watchers: Admins or managers who monitor the case progress. 1.1.3 Viewing the Problem List The main dashboard categorizes issues into three areas: 1. Desks 2. Meeting Rooms 3. Other Problems Each entry displays the problem type, the assignee's email, and the watcher's email, making it easy to track and follow up on every case. 1.1.4 Managing Reports By clicking the three-dots menu next to an entry, you can: - Edit: Update the details of the report. - Deactivate: Temporarily disable a specific problem entry. - Delete: Remove the entry. Note: It is recommended to update the status rather than deleting the report to maintain a complete history for documentation and reference. 1.1.5 Creating New Problem Types To define a new type of issue users can report, press "Add New Problem": 1. Type: Enter the name of the problem (e.g., "Leaking AC"). 2. Category: Choose between Desk, Meeting Room, or Other. 3. Assignees & Watchers: Add the email addresses of the people who should handle or monitor the issue. 4. Create: The new type will immediately appear in the app selection for users. 1.1.6 Component Control If the reporting feature needs to be disabled globally (e.g., during a system update or organizational change), press "Deactivate Component". This hides the reporting function in the app until it is reactivated. Video: Door James - Admin Panel - Office - Reported Problems - EN

Last updated on Jun 01, 2026

Outlook Integration

Navigation Path: Office > Outlook Integration 1.1.1 Introduction Outlook Integration ensures that meeting room bookings made via DoorJames automatically sync with your Outlook calendar. This keeps schedules aligned across all platforms without manual intervention and prevents double bookings. 1.1.2 Prerequisites Before connecting individual rooms, ensure that: - Global Activation: Outlook Integration must be activated at the organizational level. - Permissions: Only Organizational Admins can enable this setting. If you lack access, contact your organization's Admin. 1.1.3 Setting up the Connection You can link a meeting room to Outlook when creating a new room or editing an existing one: 1. Locate the Outlook Connection field within the room settings. 2. If empty, click the purple pencil icon. 3. Enter the predefined Outlook email address for the specific room. 4. Confirm by clicking the purple check mark. 1.1.4 How to Find the Room Email in Outlook If you are unsure which email address to use for a specific room, follow these steps in Outlook: 1. Go to New Items > Meeting. 2. Open the Room Finder option. 3. In the "All Rooms" pop-up, select your office location. 4. Select the desired room from the list. 5. Copy the address shown in the "E-mail Address" field. 6. Paste this address into the DoorJames Admin Panel. Note: If your office does not have predefined meeting room emails yet, please contact your local IT or Office Administrator to set them up before attempting the integration. Video: Door James - Admin Panel - Office - Outlook Inegration - EN

Last updated on Jun 01, 2026

Booking Settings

Navigation Path: Office > Booking Settings 1.1.1 Introduction The Booking Settings section allows you to define how assets (e.g., desks, meeting rooms, parking spaces) can be booked and used. Each asset type can have its own configuration. 1.1.2 Selecting Asset Types - At the top of the page, select the asset type (e.g., Meeting Rooms, Desks) - All settings apply only to the selected type 1.1.3 Data & Permissions - Export data with personal information Allow exporting booking data including user details - Export data with booking owner email Include email addresses in exports - Prevent deletion of bookings Prevent users from deleting existing bookings 1.1.4 Booking on Behalf - Enable "Allow booking on behalf of another user" - Users can create bookings for colleagues 1.1.5 Check-In Conditions Check-in method Allow check-in via: - QR code / geofence - Check-in button 1.1.6 Check-In & Cancellation Settings - Limit advance check-in Define how early users can check in - Cancel reservations without check-in Automatically cancel bookings if no check-in occurs - Send reminder for check-in Notify users if they forget to check in - Automatic check-out Notify users if they forget to check out 1.1.7 Booking Behavior - Simultaneous booking Allow booking multiple assets at the same time - Asset bookings across offices Allow bookings in multiple offices on the same day 1.1.8 Limitation Settings - Limit duration of reservations Define maximum booking duration - Limit advance booking Define how far in advance bookings are allowed - Admin override Allow Admin Panel users to bypass booking limits - Lead time Define how far in advance a booking must be created 1.1.9 Saving & Resetting - Save Apply changes immediately - Reset Restore default settings Video: Door James - Admin Panel - Office - Booking Setting - EN

Last updated on Jun 01, 2026

Restriction Overview

Navigation Path: Office > Restriction Overview 1.1.1 Introduction The Restriction Overview section is your central hub for reviewing, editing, or removing booking restrictions. It provides a transparent look at all access rules applied to areas, zones, and individual assets within your office. 1.1.2 Sorting & Visibility To quickly find specific rules, you can sort the overview at the top of the page by: - Area - Zone - Asset Click the purple arrow on the left of any entry to expand the list and see the full details of the applied restrictions. 1.1.3 Understanding Restriction Details Each entry in the list provides critical information at a glance: - Icon Indicators: Clear icons show how access is controlled. If a restriction is inactive, the icon appears transparent. - Whitelist vs. Blacklist: Displays whether the rule is allowing or blocking specific users/groups. - Item Count: Shows how many users or groups are included in the restriction. - Inheritance: Identifies if a restriction is "inherited" from a parent area or zone, ensuring you understand the hierarchy of the rules. - Status: Shows whether the restriction is currently active or inactive. 1.1.4 Managing Restrictions Using the three-dots menu on the right, you can take the following actions: - Edit: Update the whitelist or blacklist settings (following the standard process for those rules). - Delete: Permanently remove ALL current restrictions from that specific area, zone, or asset. Warning: This action cannot be undone and resets access for that item. Use with caution! 1.1.5 Data Export If you need to analyze your access rules outside of the Admin Panel, you can export all area-level restrictions as a .csv file. Video: Door James - Admin Panel - Office - Restriction Overview - EN

Last updated on Jun 01, 2026

Role Access

Navigation Path: Office > Role Access 1.1.1 Introduction The Role Access section is the control center for managing user permissions. Here, you can assign roles, create custom access levels, and manage the administrative structure of your entire organization. 1.1.2 User Management Navigation Path: Office > Restriction Overview  > Users User Navigation Tabs At the top of the page, you can switch between three views: - All Users Displays all users across the system - Office Level Access Shows users who have permissions limited to specific offices - Organization Level Access Shows users with global permissions across all offices 1.1.3 Filtering & Search - Use the filter and search bar at the top to find specific users 1.1.4  Managing Users: - Changing Roles: Use the dropdown menu in the list to change a user’s role instantly. - Add New: Press "Add New," enter the user’s email, and assign a role to invite them. - Edit/Delete: Use the three-dots menu next to a name for quick modifications. 1.1.5 Defined Roles Navigation Path: Office > Restriction Overview > Defined Roles This area lists every available role (Default and Custom), categorized by Office Level and Organization Level. - Default Roles: There are six predefined roles ready for use. - Role Details: Click the purple "View" button to see a detailed list of "Capabilities" (what this role is allowed to do). 1.1.6 Creating Custom Roles If the default roles don't fit your needs, you can create a new one: 1. Add New: Press "+ Add New" and enter a role name. 2. Copy Capabilities: To save time, select an existing role from the dropdown and press "Apply" to use it as a template. 3. Custom Selection: Click the arrows to open subcategories and select specific permissions. 4. Click a full category name on the left to select all permissions within that group. 5. Save: Once the permissions are set, save the role to make it available for assignment. Video: Door James - Admin Panel - Office - Role Access - EN - YouTube

Last updated on Jun 01, 2026

Member App Settings & Notifications

Navigation Path: Office > Member App 1.1.1 Introduction The Member App Settings section allows you to customize the user experience and manage how employees interact with the office environment. Additionally, you can send targeted In-App Notifications for important updates or release notes. 1.1.2 General App Settings Navigation Path: Office > Member App > Settings To ensure the app works according to your office rules, configure these core settings: - Activation: The Member App must be toggled "On" for users to access the platform. - Office Visibility: Choose whether your office is visible to all organization members or only to those assigned to this specific location. - Search for a Colleague: Enable this to allow users to see their teammates' bookings on the map, making collaboration much easier. - My Agenda: Activate this to allow users to take personal notes and plan their day within the app. - Custom Information & Support If you want to guide users when they report an issue: Reported Problem Instructions: Enable this to display custom text/instructions (e.g., "For urgent leaks, call extension 123") on the problem reporting page. 1.1.3 In-App Notifications Navigation Path: Office > Member App > In-App Notifications Notification Overview At the top, you can filter notifications: - All - Published - Draft Managing Notifications - Click "Add New" to create a notification - Use the three-dots menu to edit or manage existing ones - Click "View" to see details Notifications are a powerful tool for direct communication. - Preview: Click the purple preview icon to see how a notification looks before it goes live. - Creating a New Notification: 1. Timing: Choose between Instant (sent immediately) or Scheduled. 2. Frequency & Expiration: Set an expiration date and decide if the message shows every time the app starts or only once. 3. Visuals: Select a symbol/icon that matches the topic. 4. Localization: Choose the office language and add Header and Message content. You can easily add multiple languages to support international teams. 5. Drafting: Save your message as a draft to review it later. 1.1.4 Activity Mails Navigation Path: Office > Member App > Activity Mails Activity Mails are automated notifications triggered by specific system events (e.g., an administrator canceling a user's booking). Overview Emails are grouped by: - Organization - Office Each template represents a specific event: - Booking confirmation - Cancellation - Check-in reminder How to manage them: - Customization: Click the three dots next to a template to edit the details. - Fields: You can modify the Email Subject, the Sender Name, and the Email Body/Template to match your office's tone and branding. - Saving: Always press Save after editing to ensure the automated system uses the updated version. 1.1.5 Check-In Questionnaire Navigation Path: Office > Member App > Check-In Questionnaire The Check-In Questionnaire is a powerful tool for compliance, health & safety, or office feedback. When enabled, users must complete the questionnaire before the system allows them to check in to an asset. Activation - Enable "Show Questionnaire for Check-In" - Users must complete the questionnaire before check-in Configuration Options: - Timing: Define the specific timeframe when the questionnaire should appear. - Validity: Set how long the answers remain valid (e.g., once every 24 hours). - Lead Time: Determine how long before the next check-in the questions must be answered. - Content: Customize the Title and the individual Questions based on your office requirements. Video: Door James - Admin Panel - Office - Member App Settings & In App Notification - EN

Last updated on Jun 01, 2026

First Aiders & Emergency Settings

Navigation Path: Office > First Aiders 1.1.1 Introduction The First Aiders section is the safety hub of the Admin Panel. It allows you to manage emergency response roles, track compliance, and configure how emergencies (Physical, Fire, or Mental Health) are reported and handled within the office. 1.1.2 Managing First Aiders Navigation Path: Office > First Aiders > Manage In this tab, you manage all registered first aiders. Overview Displays a list of all first aiders Includes: - Name - Phone number - Attendance status - Positions (e.g., First Aider, Coordinator) - Certificate - Issue and expiry dates In the Manage tab, admins can maintain a list of certified safety personnel: Access Rights: Only Admins and high-level safety officers (Head Emergency Response Officer/Coordinator) can view and edit this list. Adding Personnel: Press "Add First Aider" to register a certified member. You must provide: - The user’s email address. - The specific Certificate Type and its Issue Date. - All Positions the person is trained for. Additional Options - Use filter and search to find specific users - Click "Export as" to download the list (CSV/XLSX) 1.1.3 Overview Navigation Path: Office > First Aiders > Overview This tab provides a summary of first aider presence over time Overview Table - Displays: - Date - Head - Coordinator - First Aider - Evacuator - Total Purpose - Track how many safety personnel were present - Support compliance and reporting requirements Export - Export data using the "Export as" button 1.1.4          Emergency Configuration (Settings) Navigation Path: Office > First Aiders > Settings In the Settings tab, you define the "Emergency Mode" for the Member App: - Reporting Types: Individually enable or disable reporting for Fire, Physical, or Mental Health emergencies. - Notifications: Assign specific instructions or messages that users see instantly when they trigger an alert. - Fire Alerts: Assign a dedicated user to receive an immediate email notification whenever a fire is reported. - Protocol for First Aiders: Activate this to allow the system to contact certified first aiders directly when an alert is triggered. Emergency Phone Number: Choose to display a direct emergency contact number within the app. Video: Door James - Admin Panel - Office - Frist Aiders - EN

Last updated on Jun 01, 2026

Data Control & GDPR

Navigation Path: Office > Data Control & GDPR 1.1.1 Introduction In the Data Control & GDPR section, you manage privacy settings, retention rules, and data-handling policies for your entire organization. 1.1.2 Uploading a Privacy Policy (PDF) Navigation Path: Office > Data Control & GDPR > Privacy Policy In the Privacy Policy tab, you can upload your organization’s official policy document: - Select your PDF file and upload it. - Press Save to make the information visible to users in the app. - This ensures transparency and compliance with GDPR regulations. 1.1.3 Data Retention Navigation Path: Office > Data Control & GDPR > Data Retention The Data Retention section allows you to define how long different types of data are stored, anonymized, or deleted. These settings apply organization-wide, impacting every office within your environment. - Prolonged Data Storage: You can give users the ability to allow extended data storage beyond the standard period. 1.1.4 Anonymization vs. Deletion For each subcategory, you can independently define two types of data handling: 1. Anonymization: Specify if and when obsolete data should be anonymized so it can no longer be linked to an individual. 2. Deletion: Specify if and when obsolete data should be fully deleted. 1.1.5 Configurable Modules Retention settings can be managed for the following modules: - Asset Booking - Visitor Component - Report a Problem - Evacuation Management - Event Management 1.1.6 Finalizing Settings - Save: Press Save to apply your GDPR and data retention settings across your organization. - Reset: Press Reset at any time to return all values to the default configuration. Video: Door James - Admin Panel - Office - Data Control & GDPR - EN

Last updated on Jun 01, 2026

New Setup / Rollout

Navigation Path: Office > New Setup To initiate a new office instance or update an existing one, Door James provides a centralized "Rollouts" area. 1.1.1 How to access: 1. Select the Office icon in the main sidebar. 2. Click on New Setup at the very bottom of the office menu. 3. In the main window, you will see the Rollouts section with two primary options: - Open new rollout setup: The modernized workflow for fresh configurations. - Use old rollout setup: The legacy process. 1.1.2 New Rollout Setup Step 1: Office Information (Editable) Enter the foundational data for the new location. - Office Name: Internal name for organizational purposes. - Office Switcher Name: The label displayed in the top-left dropdown menu. - Street Address, Zip / Postal Code, City / Town / Suburb: Precise physical location. - Phone Number: General contact for the office. - E-Mail (Office Manager): Primary administrative contact. - Website: URL for the office’s local site or intranet page. Step 2: Invite Users (Editable) Grant permissions to your team members. - User Search: Locate colleagues by entering their company email address. - Role Selection: Assign the appropriate role to define their level of access within the panel. Step 3: Upload of Setup File (Editable) Bulk import the office inventory. - Action: Upload your asset list as a CSV file. - Content: This file should contain all desks, meeting rooms, and parking spaces to be managed at this location. Step 4: Position Assets on Floorplan Create the interactive map. - Image Upload: Upload a high-resolution image of the floorplan. - Mapping: Drag and drop the assets imported in Step 3 onto their physical locations on the map image. Step 5: Office Summary (Editable) Final review before the official launch. - Review: Audit all entered data, user roles, and asset placements. - Launch: Select "Finished" or "Go Live" to activate the office. Once activated, the location will be visible and bookable for users in the Member App. 1.1.3 Old Rollout Setup (Manual Configuration) The Old Rollout Setup provides a flexible environment to build your office infrastructure using both bulk uploads and manual entries. Main Configuration Options Upload of Setup File: - Action: Click "Upload" to import your assets via a CSV or Excel file. This is the fastest way to handle large volumes of data. Position Assets in the Map: - Action: Click "Position" to open the floorplan editor and place your imported assets onto the map. Add Assets Manually: - Action: Click "Add" to create individual desks or rooms one by one. Use this for quick additions or if you don't have an Excel list. Add Areas Manually: - Action: Click "Add" to define floors or office sections (e.g., "1st Floor", "Terrace") manually. Add Features Manually: - Action: Click "Add" to create specific equipment tags (e.g., "Dual Monitor", "Coffee Machine") that can be assigned to assets. Monitoring & Saving - Rollout Status (Bottom Left): Choose the current progress - Rollout Checklist (Right Side): A checklist that shows which essentials are still missing. - Save (Bottom Right): Click "Save" to store your progress. 1.1.4          Office Summary This tab provides a high-level overview of the entire configuration. Before finishing the rollout, verify the following data: - Total Assets: The final count of all imported and manually added assets. - Asset Types: A breakdown of the different categories (e.g., how many Desks vs. Meeting Rooms). - Total Areas: The number of floors or sections created and mapped. - Features Assigned to Assets: Verification of equipment tags (e.g., "Monitor", "Docking Station") correctly linked to your assets. Video: Door James - Admin Panel - Office - New Setup - EN

Last updated on Jun 01, 2026

Visitors (Devices / Kiosk)

Navigation Path: Visitors > Visitors Visitor Hardware & Kiosk Settings This section covers the technical integration of physical devices and the visitor check-in experience. 1.1.1 Visitor Settings Navigation Path: Visitors > Visitors > Settings These settings define the rules for guest interactions and provide helpful information for their arrival. Require Accepting (Invitation Policy): - Logic: When enabled, guests must explicitly accept the invitation via email before they are allowed to check in. - Workflow: Only after the guest clicks "Accept" will they receive their Check-in QR Code. This ensures that only confirmed visitors can access the building. Directions: - Purpose: Provide specific arrival instructions (e.g., "Park in Bay B," "Entrance is behind the glass door"). - Delivery: These directions are automatically included in the check-in email sent to the visitor, ensuring they find the office without external help. 1.1.2 Devices Navigation Path: Visitors > Visitors > Devices To manage the tablets or kiosks at your reception, navigate to the Devices section. - A) Linking a Device: Click the "+ Link Device" button to start the pairing process. - B) Pairing Process: Enter a Device Name and use the PIN generated by the Admin Panel to link your physical kiosk. All active devices are listed and managed on this page. - C) Maintenance: You can update device names or remove/unlink devices that are no longer in use at any time. 1.1.3 Kiosk Settings Navigation Path: Visitors > Visitors > Kiosk Settings Customize the interface and the information provided to guests during their arrival. A) Check-in Questionnaire: Create and manage a mandatory questionnaire. This is often used for: - GDPR/Privacy Agreements - Non-Disclosure Agreements (NDA) - Health & Safety Instructions B) Wi-Fi Sharing: Configure the office’s Guest Wi-Fi details (SSID and Password) to be automatically shared with visitors upon successful check-in.

Last updated on Apr 08, 2026

Event Management

Navigation Path: Events > Event List 1. Overview: Displays all upcoming events. 2. Add Event: Click "+ Add Event", enter the name, date, and time, then click "Confirm". 3. Actions: Use the three dots on the right to Edit, Manage, or Cancel an event. 1.1.1 Attendee Management To manage participants, double-click on an event to open the "Manage event" section. - A) Individual Add: Click "+ Add Attendee(s)" and enter their details manually. - B) Bulk Import: Create large attendee lists quickly by importing a .csv document. - C) Invitation Tracking: Use filters to see which attendees have already received their invitations. - D) Attendee Actions: Via the three dots, you can Check-in guests, Print Badges, or Resend Invitations. - E) Check-in Process: Use the native scanner to check in attendees by scanning their badge QR code or entering their email. 1.1.2 Badge Design & Printing In the "Manage" section, you can customize the physical identification for your guests: - A) Background: Upload your custom badge design. - B) Data Fields: Select which information (Name, Company, etc.) should be printed on the badge and set the format. - C) Printer Settings: Define document size, copies, and orientation (Portrait/Landscape). - D) Testing: Choose the print method and generate a Sample Badge to verify the layout. 1.1.3 Booth Management The “Booths” section under "Manage event" section, allows you to create a list of booths at your event. Booth information, such as its name, will be shown in the “Badge Scanner” application used by booth representatives to check in attendees. Organizers can also see an overview of all booths including the number of attendees visiting each booth 1.1.4 Advanced Session Details - When adding or editing a session, you can define specific engagement and tracking features: - Basic Info: Enter the Session Name and Description (supports English/French for multilingual offices). - Location & Booth: Link the session to a specific Booth if it's part of an exhibition. - Speakers & Co-Speakers: Enter the email addresses of the presenters. This links their profiles to the session. - Capacity & Group Tags: Limit the number of participants and use tags for better categorization. Interactive Features: - Q&A Functionality: Enables a "Speaker Screen" for real-time audience questions and prioritization. - Check-in to Sessions: Tracks actual attendance for analytics and gamification. - Session Polling: Link a custom poll to get instant feedback during the talk. - Session Rating: Allows users to rate the session quality afterwards. 1.1.5 Emails & Notifications This section manages the automated communication flow for the event. Settings & Scope: - Name & Type: Define the notification (e.g., Invitation, Update). - Outlook Integration: Note that attendee responses can only be tracked if the email option with an Outlook Blocker is chosen. Teams links are generated automatically. - Target Audience: Select the recipients based on their Audience Status (e.g., Invited, Checked-in, Waitlisted). Scheduling: - Repeat: Set how often the notification appears (e.g., "Only once when the user enters the app"). - Expiry: Set an expiry date to ensure old notifications don't clutter the user's feed. Customization: - Content: Choose a matching symbol, a Header Text, and the Content Text for the message (available in multiple languages).

Last updated on Apr 08, 2026

Asset Booking

Navigation Path: Booking > Asset Booking The “Asset Booking” tab allows you to manage office bookings and have a full overview of bookings, booking history and facility problems tickets that were reported. You can also schedule office cleaning based on a usage list. 1.1.1 List View - Click the list icon in the top-right corner This view displays all assets in a structured list. Information Displayed You can see: - Asset name and capacity - Area (e.g., 1. Level – Büro) - Inherited restriction (icons) - Features (icons such as monitor, equipment, etc.) - Status (e.g., Available, Blocked) Filters & Controls At the top of the page: - Use Filter by to filter results - Use the search bar to find assets - Active filters are displayed (e.g., Area, Date) - Click "Clear all" to reset filters Available Actions Use the three-dots menu (⋯) to: - Book Create a new booking for the selected asset - View on Map Open the asset directly in the map view Additional Functions Click the arrow next to an asset to expand and view multiple bookings Pagination is available at the bottom (rows per page) Quick Check-In Assets - Highlighted in blue - Cannot be booked in advance - Only usable on-site 1.1.2          Map View Click the map icon in the top-right corner This view displays all assets on a floor plan. Status Colors - Green → Available - Red → In use / currently occupied - Grey → Blocked or unavailable Functions Click on an asset to: - View details - Create a booking - Drag & zoom to navigate the floor plan Filters Filter by: - Area - Date - Search Additional Options Open External Display - Opens the map in a separate display mode - Useful for shared screens or dashboards 1.1.3          Calendar View Click the calendar icon in the top-right corner This view displays bookings in a time-based grid. Calendar Layout - Assets are listed vertically - Time is displayed horizontally Creating a Booking - Click on a time slot - This opens the booking window Usage Identify: - Free time slots - Occupied assets - Scheduling conflicts Filters Filter by: - Area - Date - Search Video: Door James - Admin Panel - Office - Assets & Floorplan - EN

Last updated on Jun 01, 2026

Evacuation Management

Navigation Path: Evacuation Management > Crisis List This feature allows you to report an emergency and track the status for all users. You are also able to access this page through your mobile phone. 1.1.1 Report an Emergency To report an emergency, click the “Report emergency” button, then “Report”. 1.1.2 Track the status of all office users After the emergency has been successfully reported, an automatic evacuation list will be generated. You can track the status of all users who are in the office at that time and support emergency services in their work. The evacuation list shows the status of all app users and visitors. People who reported to be in danger or did not respond will be shown first in the list. - A) Filter: Filter the list by user name, asset booked, area or status. - B) Export: Export the evacuation list by clicking “Export selected”. - C) Support: Additional information (e.g., location of the booked asset) is available in the dropdown menu and you can change the status of a user. - D) Stop: Once all members report themselves as safe, click “Stop emergency” to end the crisis. Mobile Access: If an emergency occurs and you are not in front of a desktop, you can access admin.doorjames.com through your phone to report the emergency and track the evacuation list. 1.1.3 How do users report their status? When you report an emergency, app users and visitors will automatically receive an alert message with brief instructions and a request to report their status. This simplifies the evacuation process and gives you a real-time overview of the situation. 1.2  Crisis List Navigation Path: Evacuation Management > Crisis List - A) Click “Report emergency” to report a crisis for the office you’re logged in. This button is fixed in every page of the Admin Panel. - B) In case emergencies were reported, a list with all active and past crises is available. 1.3 Emergency Settings Navigation Path: Evacuation Management > Emergency Settings You can create an emergency message to be sent to all members inside and outside the office. Notifications can be created for Microsoft Teams, SMS, email, and the Door James app. You can customize the alert messages based on your needs and include important instructions regarding your office.

Last updated on Apr 08, 2026

Components

1.1 Component Management Navigation Path: Components > DoorJames Modules The Component Management tab is a high-level administrative tool used to activate or deactivate specific features for your entire organization. Access Note: This tab is strictly restricted and only accessible by users with Organizational Level permissions. 1.1.1  Feature Library In this section, you can manage the following core modules: - Service Booking: Allows employees to book custom services (e.g., catering, equipment) to enhance the office experience. - Working Hours: Enables time tracking, vacation management, and sick leave reporting for employees. - Report a Problem: (Currently: Activated) Connects the "Problem Tickets" system, allowing members to report facility management issues directly via the app. - Evacuation Management: A safety feature that informs people in the office during emergencies and guides them to safety. Includes a Tutorial for setup. - Visitor Management: (Currently: Activated) Facilitates contactless and paperless registration for office guests. - Event Management: (Currently: Activated) Manages corporate events, ensuring only invited guests can access the office for monitored safety. 1.2 Third Party Integrations Navigation Path: Components > Third Party Integrations Overview The Third Party Integrations section provides an overview of available external system integrations. These integrations allow Door James to connect with third-party tools such as: - ServiceNow - Microsoft Exchange / EWS - SAML Authentication - Stripe - Custom user sync (JSON) - Smart access systems (e.g., Nuki) Integration Cards Each integration is displayed as a card and includes: - Integration name - Status information - Activation toggle (if available) Availability Some integrations may be: - Disabled - Not configured - Planned but not yet available In these cases, the integration cannot be activated or configured. Permissions - Editing integrations may be restricted - Only users with the appropriate administrative role can modify settings Usage This section is mainly used to: - Check which integrations are available - Verify integration status - Prepare for future integrations 1.3 Office Activation Navigation Path: Components > Office Activation This section provides a strategic overview of your global digital infrastructure. - Activation Summary: View a comprehensive list of all activated and deactivated components across the entire organization. - Regional Filtering: Admins can filter the activation status by Country to ensure local offices have the correct features enabled according to their specific requirements or legal regulations.

Last updated on Apr 08, 2026