Access Control Log
The Access Control Log is the history of check-ins your employees register on your company's physical access-control devices (card readers, turnstiles, biometric clocks, etc.). AdmCloud matches each check-in to the employee who owns the card and keeps a historical record you can review from this log or from the employee's own record.
What is it and what is it for?
Each entry in the log represents an employee's check-in on an access-control device on a given date: who checked in (the employee) and which card code they used. It gives you a searchable history of your employees' movements, complementing the attendance information you use in Payroll and Human Resources.
This screen is read-only for data entry: there is no button to create check-ins manually. Records arrive automatically from your company's access-control device or system integration, which sends the date and the card code that was read. AdmCloud looks up which employee has that card assigned (the Access Control Card ID field on their record) and, if it finds a match, saves the check-in under that employee; if no employee record has that card, the check-in is discarded. The system also keeps at most one check-in per employee per day: if one already exists for that employee on that date, later ones for the same day are not duplicated.
Screens in this area
| Screen | What it does |
|---|---|
| List | All registered check-ins, with date, employee and card code. You can filter them by choosing a specific employee from the selector at the top. Each row links to the employee's record and to the check-in's detail. |
| Details | A read-only view of a single check-in (date, employee and card), with the option to delete it if you have the corresponding permission. |
In addition, if an employee has any check-ins, their own record (Employees › Details) shows a summary of their check-in history directly on their data tab, without having to open this general log.
How to use it
- Register the employee's card code. Before check-ins can be matched to an employee, someone with employee-edit permission must capture their Access Control Card ID on the employee's record (Payroll module).
- Let your access-control device feed the log. Every time the employee checks in on the device, your company's integration sends the card code and the date to AdmCloud, which creates the matching check-in automatically.
- Review the list. Open Access Control Log, optionally filter by employee, and review the date and card of each check-in.
- Delete a check-in if needed. If you find an incorrect or duplicate check-in caused by a device error, open it and use the delete button (requires the "full" level of the Access Control Log permission).
Key fields
| Field | What it's for |
|---|---|
| Date | The date the access-control device recorded the check-in. It's required. |
| Employee | The employee the check-in was matched to, determined automatically from the card code that was read. It's a read-only value. |
| Access Control Card ID | The physical card code read by the device at the time of the check-in. It's also read-only in this log. |
Validations when saving
- Date is required.
- Employee identification is required: the check-in must carry either the employee or a card code that matches an already-registered employee.
- No matching card, no save: if the card code doesn't match any employee's record, the check-in is silently discarded.
- One check-in per employee per day: if a check-in for that employee and date already exists, additional check-ins for the same day are not saved.
- When your company has subsidiaries enabled, the list and the detail only show check-ins for employees assigned to the subsidiary you're currently working in.
Availability, permissions and conditions
- Access is controlled by the "Access Control Log" permission of your user group; the "full" level is what enables the delete button on the detail screen.
- This feature requires the Enterprise plan with the Payroll module enabled for your company. If you don't see this option in the menu, your plan or your company doesn't have this combination enabled.
- For a check-in to be matched correctly, the employee must have their access-control card code captured on their record.
Tips and common pitfalls
Not seeing check-ins for an employee? First check that their record has the correct card code captured; if the code doesn't match any record, the device may be sending check-ins AdmCloud can't match to anyone.
Only one check-in is kept per day. If an employee checks in several times on the same day (in, out, lunch, etc.), this log only shows their first recorded check-in for that date; for the full detail of ins and outs, check your company's access-control or attendance device system.
This screen doesn't manually create or edit check-ins. If you need to correct a history, the source of truth is the access-control device or system that feeds this log; here you can only review and, if you have the permission, delete incorrect records.