RFID Badges control access to Xerocraft via the front-door RFID readers and the automated locking system.

RFID badges can be changed in the following ways:

1. Controlling RFID badges from the Website
2. Controlling RFID badges from the Admin Portal
3. Controlling RFID badges from the Systems Portal

There are some limits to who and when RFID badges can be controlled:

• A user can change their own RFID badge ONCE only (For security reasons. Any changes to their RFID badge (such as to replace a lost one), will need to be through an administrator).
• Each member is allowed only one badge (for security reasons). This means no account can can more than one badge attached it it at any given time.

The door and RFID tags communicate closely to determine who to let in, and when:

• The door, once per hour, refreshes it's database of RFID tags and the membership status of their owners.
• The door, once every 2 hours, refreshes it's database of Shop Hours (from the main website).
• Quick note on Shop Hours:
• Shop Hours are created through the website.
• Shop hours have an "Access Level" associated with them that tell the door to let in certain types of members during each type of shop hours (such as "Let in ANY RFID badge", or "Let in only Paying Member's RFID badges", or "Only let in 24-hour members").
• When a RFID badge is scanned, the door considers the following:
• Does that RFID badge has any special overriding conditions (such as "Always Active" or "Always Deactive", etc.)?
• Does the current time fall within any Shop Hours? If so, do any of these shop hours allow this type of badge in? For example:
• If a non-paying member's RFID is scanned, and the current shop hours do not allow non-paying members in, then it will reject their badge.
• Does it not recognize this badge? Then it will send a request to the website and ask for this badge's information, then it will reconsider the earlier criteria. If the website doesn't recognize the badge either it will be rejected then.

There are a few ways to do this, but here are the two easiest:

1. From a user's profile: (NOTE: You must be either an admin, a shop manager, or in any leadership position).
2. Once you login, go to "Your Dashboard", then on the left hand menu click on "All Users" or "All Guests".
3. Once you're there search for a user (by their name, email, or username).
4. When they pop up, click on them to go to their account.
5. Once in their account, click "Manage RFID" in the "Administrator Controls" section.
6. From this new page you can do the following:
7. Add/Change their RFID badge
8. Assign them a membership
9. Control the RFID badge in additional ways that will not be reliant on their membership-status (Such as to "permanently" activate it, permanently deactivate it, or force-activate it until a certain date).
10. From the RFID Edit page: (NOTE: You must be either an admin, a shop manager, or in any leadership position).
11. Once you login, to to "Admin Dashboard", then on the left hand menu click on "RFID Tags".
12. Once you're there search for a user (by their name, email, or username).
13. When they pop up, click on them to go to their account.
14. Once in their account, click "Manage RFID" in the "Administrator Controls" section.
15. From this new page you can do the following:
16. Add/Change their RFID badge
17. Assign them a membership
18. Control the RFID badge in additional ways that will not be reliant on their membership-status (Such as to "permanently" activate it, permanently deactivate it, or force-activate it until a certain date).

To control RFID badges using the Admin Portal, you must be an administrator:

1. Navigate to https://admin.xerocraft.org
2. Login and click on the large "RFID Tags" button.
3. Once you're there search for a user (by their name, email, or username).
4. When they pop up, click on them to go to their account.
5. Once in their account, click "Manage RFID" in the "Administrator Controls" section.
6. From this new page you can do the following:
7. Add/Change their RFID badge
8. Assign them a membership
9. Control the RFID badge in additional ways that will not be reliant on their membership-status (Such as to "permanently" activate it, permanently deactivate it, or force-activate it until a certain date).

To control RFIDs form the systems portal, you must have the correct permissions to access the RFID section. Most shop managers, those in leadership positions, and administrators should all have been given this permission. Please reach out to an administrator if any of the following does not work for you and you believe you should have access to these tools:

1. Navigate to https://systems.xerocraft.org
2. Login, then on the left hand menu click "Users"
3. Search for a user by their username, email, or name. Once you find them click on their name to go to their system account.
4. Once there, click on "Status" at the top.
5. Scroll down until you find the RFID area. From here you can create a new RFID or click on an existing one and edit it.
6. From the create or edit screen, you can:
7. Add/Change their RFID badge
8. Control the RFID badge in additional ways that will not be reliant on their membership-status (Such as to "permanently" activate it, permanently deactivate it, or force-activate it until a certain date).

You can also go the other direction with the above instructions by going to "RFID Tags" on the main left-hand menu, and finding the tag and then editing it's settings from there instead.

These tools are available to most users and/or volunteers.

Certain shops or tools have training programs associated with them. To view all of these available certifications: Login, and then go to Your Dashboard > Certifications (in the left-hand menu).

Click on a certification to view more information about it if available.

From this page you can also:

• Request a specific Certification (by clicking on the certification you're interested in).
• Cancel your own certifications or certification-requests.

To access the shop's website tools, you must meet the following criteria:

• Be signed in
• Be a manager for a specific shop (or an administrator)
• Click on Your Dashboard and scroll to the bottom of the left-menu under "Your Responsibilities". You will see your shop's dashboard accessible from there.

This is the default page for a shop. This page shows statistics about your shop collected from logins from the kiosk.

You can get back to this page at anytime by clicking the "Statistics" tab at the top of the center content area.

This page can be accessed by clicking the "Tasks" tab at the top of the center content area.

This page lets you control all the tasks for all of Xerocraft (with an emphasis placed on YOUR shop's tasks). These tasks are what show up on the kiosk for volunteers to see and track hours towards.

VIEW ALL TASKS:

You can either view YOUR SHOP'S tasks, or ALL SHOP'S tasks:

1. Your Shop's Tasks: Follow the directions found directly above.
2. All Shop's Tasks: Go to Your Dashboard > Shop Tasks.

NOTE: A small Stick-Note Icon will appear to the left of any task that has a description or other sorts of additional information that a volunteer can access by clicking on it.

VIEW A TASK:

To view a task, click on the respective task's name in the list on this task page.
The new page it takes you to will show you all of the details about this task, it's current status, as well as any progress that's been made towards it.

VIEW A TASK'S PROGRESS:

Follow the directions in the "View a Task" section above first. Task Progress will show at the very bottom of a task's page.
Click on the small Eyeball icon on the left-hand side of the the Progress you're interested in looking at.
This Task Progress page will show you all of the details of the volunteer-logged task progress

CREATE A TASK:

To create a task, click on the "Create Task" button at the top of the page. This will take you to the task creation page.
You will need to supply the following info (* denotes required)

1. *Shop: Which Shop is this for? This default's to your shop. You CAN create tasks for other shops! But it is recommended that you know for sure that the other shop's manager would approve of this.
2. *Task Name: This is the name of the task as it will appear in all lists and on the kiosk.
3. Description: If necessary, this can be provided and will be available for volunteers to read when they click on this task at the kiosk or online. Useful for describing in more detail what needs to be done if the Task Name wasn't enough.
4. Cannot Be Completed: If checked, then this task cannot be marked as "completed" by any volunteer when they log hours towards it.
5. Repeats: If checked, then if this task is ever marked at "completed", then after this set amount of time it will be reverted to "un-completed" and will be available again in the task list.
6. Repeat Parameters: Only available if "Repeats" is checked
7. *Period: This will be the time period before a completed task is reverted to "un-completed". Examples are: 2 Weeks, 6 Months, 3 Days, etc.
8. Notify When Completed: If checked, then this will send a notification to the shop manager when this task is marked as completed by a volunteer.
9. Click the "Submit" button once you're finished.

EDIT A TASK:

There are two ways to access the editing page:

1. Follow the directions in the "View a Task" section above first. You will see an "Edit Task" Button at the top.
2. Click on Your Dashboard > Shop Tasks > TASK NAME (from list) > "Edit Task" button

See the "CREATE A TASK" section above for a detailed description of each form field.

DELETE A TASK:

There are two ways to delete a task:

1. Follow the directions in the "View a Task" section above first. You will see an "Delete Task" Button at the top.
2. Click on Your Dashboard > Shop Tasks > TASK NAME (from list) > "Delete Task" button

See the "CREATE A TASK" section above for a detailed description of each form field.

This page can be accessed by clicking the "Tools" tab at the top of the center content area.

This page lets you control all the tracked tools for all of Xerocraft (with an emphasis placed on YOUR shop's tools).
By tracking tools you can do the following:

• Track the status of a tool such as "Working", "Broken", "Needs Standard Maintenance", etc.
• Create Notes or Action-Item Notes and assign them to a specific person who will be notified. Such as: "Need to create a tool labeling system. Assigned to: David". etc.
• See what shop a tool is currently assigned to

VIEW ALL TOOLS:

1. Your Shop's Tools: Follow the directions found directly above.
2. All Shop's Tools: Follow the directions found directly above, then click on "View All Tools" on this page.

VIEW A TOOL:

Follow the directions in the "View All Tools" section above, but then click on the name of a specific tool.

From this page you can create Notes or Action-Item Notes and assign them to a specific person who will be notified. Such as: "Tool requires replacement cartridge. Assigned to: Kyle". etc.

From this page you can edit or delete the tool.

TOOL TRAINING:

To access's a tool's training/certifications, view the tool (See the "View a Tool" section above). The Tool Certifications will be on this page.

Tool training works the same as shop training. See the "Shop Training" section for more information about how training works.

CREATE/ADD A TOOL:

A tool can be added to a shop by clicking "Add Tool" from the tools page (See the "View All Tools": 1, section above).
A window will pop up allowing you to select the tool you would like to be categorized under your shop. If you do not see the tool you want, you can create a new one by clicking on the "Create New" button here.

To create a tool, you will need to supply the following info (* denotes required).

1. *Tool Name: What is the name of this tool? This is what will appear in all tool lists, so make is as concise as possible!
2. Short Description: If you had to be too concise in the "Tool Name" section, this is a good place to put a better & longer full-title of the tool.
3. *Current Status: Select the current status of this tool. Examples include "Working", "Broken", "Needs Special Maintenance", etc.
4. Description: If there is any information about this tool you think is useful or helpful, you can put it here.
5. Once you're finished, click "Save" to create the tool, or "Save & Attach" to create the tool then automatically assign it to your shop.

EDIT A TOOL:

There are two ways to edit a tool:

1. Follow the directions in the "View All Tool" section above first. You will see a small Pencil Icon in the list of tools for each tool. Click that Icon.
2. Follow the directions in the "View a Tool" section above first. On this page you will see a "Edit Tool" button.

See the "CREATE/ADD A TOOL" section above for a detailed description of each form field.

REMOVE A TOOL:

Follow the directions in the "View All Tools" section above first. You will see a small Trash Can Icon for each tool. Click that icon.

NOTE: This will NOT delete the tool, this will only remove it from being classified as under your shop.

DELETE A TOOL:

Follow the directions in the "View A Tool" section above first. On this new page you will see a "Permanently Delete Tool" button. Click this button.

NOTE: This will PERMANENTLY delete the tool FOR ALL SHOPS. If this shop was assigned to other shops at the time it will be removed from those shops, and all trainings for this tool will also be permanently deleted.

This page can be accessed by clicking the "Training" tab at the top of the center content area.

NOTE: Everything below is also applicable for each "Shop Tool" as well! To get to this page for a specific tool read the "Shop Tools" section above, and go to "Tool Training".

This page lets you control all the tracked tools for all of Xerocraft (with an emphasis placed on YOUR shop's tools).
By tracking tools you can do the following:

• Track the status of a user's certification such as "Certified", "Outdated", "Requested", "Awaiting Training", etc.
• Create Notes or Action-Item Notes and assign them to a specific person who will be notified. Such as: "Need to create a tool labeling system. Assigned to: David". etc.
• Modify a user's certification status or level.
• Email all/some certified users.
• Create/Modify different certification levels for the shop.
• Assign unique badges for each certification level (optional)

CREATE A TRAINING PROGRAM:

Not all shops or tools require training or certifications. If your shop/tool does and you would like to create a training program, then on this page you will see a button called "Create a Training Program". Click that button and it will automatically generate for you two Training Levels (aka "Certification Levels") to start off with. You're free to modify those if you wish (read the sections below to find out how if you need).

The Training page is made up of three different parts:

1. Shop Certifications: This section allows you to view, create, modify, delete, or leave action-item notes for Training Levels (aka "Certification Levels").
2. Certified Users: This section allows you to view/filter, modify, delete, email, or leave action-item notes for users with certifications of any status (such as "Certified" or "Revoked")
3. Notes: This section allows you to make & control notes on the shop's training program over all! See the "Notes" section for how to use notes.

*** 1.0 SHOP CERTIFICATIONS:

1.1 Create Shop Certifications / Training Levels:

To create a new Training Level, click on the "Create Another Training Level" button at the bottom of the list of available training levels. You will need to supply the following (* denotes required):

1. *Name: This is the Name of the training level! Do not put "Training" or "Certification" in this name! It will be added automatically often when this training level is referred to.
2. Description: This is where you should describe WHY this training level exists and what makes it different than the other training levels. Such as "This certification is for basic usage of the shop", or "This certification is for maintenance on the tool", etc.
3. Periodic Refreshers: If checked, then this means that the certification will only be good for a specific amount of time before the website marks it as "expired" and notifies the user that they will have to request a refresher if they want to maintain their certification.
4. Refresh Frequency Parameters: If the "Periodic Refreshers" checkbox is checked, then you will have to supply the following information:
5. Refresh Iteration: This will be the time period before a certification is automatically marked as "EXPIRED". Examples are: 6 Months, 1 Years, 2 Years, etc.

1.2 Edit Shop Certifications / Training Levels:

To edit an existing training level, simply click the small Pencil Icon to the right of the list of training levels.
See the section directly above for information about each field.

NOTE #1: You cannot edit the shop's Badge image from here. You will have to do this from the systems.xerocraft.org portal.0

NOTE #2: Editing a Training Level will not change WHO has that training! All users with this certification will still have this certification even if the name of the certification changes. So if you do not want the same users to carry this certification, it is recommended that you just create a new Training Level instead.

NOTE #3: If you edit an existing Training Level to require "Periodic Refreshers", then any existing certified users may become expired automatically suddenly if it has been too long since their last training.

***A note on Periodic Refreshers: The website checks every night near midnight for expired trainings, and automatically emails the user to inform them of the change***

1.3 Delete Shop Certifications / Training Levels:

To delete an existing training level, simply click the small Trash Can Icon to the right of the list of training levels.
This will PERMANENTLY delete the training level AND ALL USER CERTIFICATIONS that were assigned to it!

1.4 Add Notes:

To add a note or action-item note to a training level, simply click the Sticky Note Icon to the right of the list of training levels. See the "Notes" section for how to use notes.

*** 2.0 CERTIFIED USERS:

2.1 Certify New User:

To certify a new user, click on the "Certify New User" button at the top left just above the table of certified users. You will need to supply the following (* denotes required):

1. *For User: Click this to search for and select the user this is for. NOTE: If this user already appears anywhere in the table, you will not be allowed to create a new certification for them! You should instead modify their existing certification (see section 2.2 just below).

1. *Training Level: This is the Certification / Training Level you are wanting to assign to the user.

1. *Status: Provide the status you want their certification to be at currently.

2.2 Modify a Certified User's Certification:

To modify an existing User Certification, simply click the small Gear Icon to the right of the list of certified users.
You will have the option to modify either the Status or the Type:

• Modifying the Status: If you select to modify the status of a certification, you must select the new status for it to be changed to. You will have the option to also notify the user of this change or not. If you select to, the user will be notified of the change and will be shown what the status was changed From and To.

• Modifying the Type: If you select to modify the type of a certification, this means you are modifying the training level (Such as when a user goes from a "Basic" training level to a "Maintenance" training level). You will have the option to also notify the user of this change or not. If you select to, the user will be notified of the change and will be shown what the training level was changed From and To.

NOTE: A certification's "Last Promoted" date (shown in the table as "When?" for brevity) will be automatically updated to the current date if any of the following conditions are met:

• The Status is being modified TO "Certified" from anything other than "OUTDATED".

• The Type is being modified to any other training level AND the status currently either "CERTIFIED" or "OUTDATED".

2.3 Delete User Certification:

To delete an existing user certification, simply click the small Trash Can Icon to the right of the applicable row in the Certified Users table.
This will PERMANENTLY delete the certification, and will NOT notify the user. If you instead want the user to be notified then consider instead modifying the status of the training to "REVOKED" or "DENIED" first.

2.4 Add Notes:

To add a note or action-item note to a user's certification, simply click the Sticky Note Icon to the right of the list of users. See the "Notes" section for how to use notes.

2.5 Email Certified Users:

To email a certified user, simply click the Envelope Icon to the right of the list of users, or by selecting multiple users with the checkboxes to the left of their name, and then the small grey "Email" button that will pop up after at least one user is select (found at the top right of the Certified Users table). You can select multiple users at once by clicking the checkbox at the far upper left of the table to select all non-filtered users, or the checkbox next to a specific Training Level in order to select all filtered-users certified to that training level.

It is often helpful to filter this table by a certification's status in order to make selecting only the correct user's for emailing easier. To do this simply make a selection at the top of the "Status" column using the drop down selection. The filter will happen immediately. To clear the filter simply select the top most option "Filter Status".

*** 3.0 NOTES:

This section allows you to attach notes or action-item notes to this shop/tool's overall training program. See the "Notes" section on how to use notes.

Notes can be attached to many different types of content. This section will explain what they are, how they work, and how to use them.

Notes are great because they allow you to do the following:

• Leave relevant information about something for yourself or others who can view them (typically mangers)
• Choose to make the note require attention and notify the responsible party that they have a note requiring their attention / resolution.
• Put long detailed descriptions of a situation or anything else.
• Track outstanding tasks assigned to you or others.

NOTE: Notes are often better utilized, viewed, and managed within they systems.xerocraft.org portal.

CREATE: To create a note click the "Create Note" button. You will have to provide the following information.

EDIT: To edit a note, when viewing a list of notes, click on the title of the note you want to edit, then the small "Edit" button on the bottom left of the window that pops up.

These are the fields for creating/editing (* denotes required):

1. *Note Title: This is the name of the note. It's best to be concise here as this will appear in the table of notes!
2. Requires Attention: Does this note require attention? You will be able to assign the note to a specific user to be completed by a specific time, and that user will be notified and they will be able to "resolve" the note as well.
3. Needs Attention By: This is a date & time that the note should be resolved by. The website will notify the responsible person (if one was provided), 1 day in advance of the note being due.
4. Responsible: If provided, this is the user that will be notified of the newly created note. It is recommended that notes be assigned to users who have the correct permissions to use and interact with them, otherwise they will not be able to ever mark it as "resolved".
5. Content: If required, provide a longer description of whatever the note is about.

Notes are most typically shown in the respective dashboard of whatever they're attached to. For example: Notes attached to a Shop's Training Program would show up on the shop's dashboard > Training page.

Any table of notes can be sorted by almost every column shown. The respective columns (from left to right) on these tables are:

1. "On": The date this note was first created.
2. "Title": The name of the note
3. [Yellow Triangle w/ Exclamation Mark]: Whether or not this note requires attention. If the note HAS a Yellow Triangle, then it DOES require attention
4. "Responsible?": If applicable, this is who is assigned as the responsible party for this note.
5. "By": If applicable, this is the date the note is supposed to be resolved by.
6. [Green Check-Mark]: Whether or not this note has been resolved yet (When applicable). If the note HAS a Green Check-Mark, then it HAS been resolved already.

AUTOMATIC NOTIFICATIONS:

Notes send two different automated notifications:

1. As soon as someone is assigned as a responsible party at any time, they will get a notification informing them and showing all the note's contents in the email.
2. 1 day before a note's "Needs Attention By" date, a notification will be sent to the responsible party if the note has not already been resolved.