Please note that the tutorial given below is just a guide. There may be slight difference between your screen and the screenshots given below.The Person form is used to input the details of a person. There are two ways to access the Person form; select 'Person' from the 'Information' menu or click the 'Person' icon on the toolbar, both are shown below:

Once this has been clicked you will be presented with the following form:

This is the form that allows a particular person to be added, edited or deleted.

Adding a Person

Person Details - This is the default tab on the Person form. Before adding a person, first check that the person to be added has not already been entered. Below is a list of each of the fields available and description of what they do:

Person ID - A mandatory field to specify the id of a person. This can be recorded manually or by the scanner. 
 
First Name - An optional field to specify the first name of the person. It is useful to fill in this data where possible as later there is an option to search for people by first name (Searching for an existing person). 
 
Last Name - A mandatory field to specify the last name of the user. This is so that a person name can be associated with the Item Authorisation of the Item menu. 
 
Password - An optional field to specify the password of the person. 
 
Person Type - A mandatory field to specify whether the person belongs to a department (referred to an internal organisation). This is a user-defined lookup and must be populated before it can be used; see Adding a Lookup Record for more information. If there are no departments in the list, then new ones can be added instantly by clicking ' < ' button located on the left side of the list box. Or from a company (referred to an outside organisation). This is also a user-defined lookup and must be populated before it can be used see Company for more information. 
 
Maximum Check-Out Items allowed - An optional field to specify the maximum number of check–out items a person is allowed to. 
 
Employee - An optional field to specify if the person is an employee of an organization. 
 
Suppress Expiry - An optional field to specify whether to suppress the Warning expiry warning. 
 
Telephone Number - An optional field to specify the telephone number of the person. 
 
A blank box on the right hand of the form is meant to add or edit an image to a Person. This image can then be viewed in Check-in and Check-out forms. This can be performed by double – clicking in the box from where picture image can be specified located on the computer.

Search for an Existing Person

To find an existing person, click on the 'Information' menu at the top of the page and select 'Item'. This brings up the Item form from which, an existing person can be found. Click on the binoculars button at the bottom center of the page. The following form will appear: 

This form permits the searching for a particular person by First Name, Last Name Person ID, Department or Company. The page defaults to search by First Name but a single click on the downward pointing arrow on the drop-down menu in the top left will reveal the following option list:

Once the relevant option has been selected, type the details in the empty box below the drop-down menu. For example, if Last Name is selected the search criteria could be Jones. After the text has been typed, click the 'Search' button and any results matching that that has been typed will be displayed. Note that Keytracker ignores discrepancies between upper and lower case letters here. Also, one can search for all entries that begin with a particular letter of the search category by simply entering the letter in the empty box and clicking 'Search'.

If the search brings up the result required, the details can be accessed by either single clicking on the result and press the 'Open' button toward the bottom left or by double clicking on the result.

Editing an Existing Person

Keytracker makes editing an existing user very easy:

First, the existing user must be found; follow the steps for Search for an existing person to do this (above).   

Notice the 'Save' button has changed to an 'Edit' button toward the bottom right of the form. To edit any details, click the 'Edit' button (notice the same button changes to 'Save' so that any changes can be saved). 
 
The boxes in which the information of the user is displayed go from being greyed to white. This allows text to be entered into empty boxes or information in other boxes to be altered or even deleted. 
 
Once all changes have been made, click the 'Save' button and the changes will be stored.

Deleting a Person

In order to delete a record of a user, it must first be found. To do this, follow the stages of Search for an existing person then press the 'Delete' button. In doing so the follow message will be displayed:

This is just a precautionary measure in case the delete button was pressed accidentally. Clicking 'Yes' will delete the record; clicking 'No' will keep the record.

Person History

Person History is the second tab on the Person form. The populated form of this tab is shown as:

 

This tab displays the list of transactions occurred in which the person is involved. It may be while in Check-in or Check-out. It also provides an option to print this report by the Print button shown on the bottom right of the form.

Default Items

Person History is the third tab on the Person form. The populated form of this tab is shown as:

This tab displays the list of default items a person can have. Items can be selected by searching from the list of items available using binoculars button. These defaulted items are displayed in Check-out form. For more information, see List of Defaulted Items.