License Pool

Introduction
Creating a User Account
Application of a License Pool
Management of a License Pool
     Adding a user
     Removing a user
     Adding / removing a WiDI
     Change Invoice Address
     Adding a deputy
     Change Payment Data
     Accessing i-record invoices

Although the license pool is not directly visible to the individual i-record user, it plays a central role in i-record. If a user and his WiDI is not part of an active license pool, he cannot work with i-record. But what is a license pool?

In a license pool all users, user rights and WiDIs of a single organization/company are organized. The license pool is subject to a fee and is located on the record server. The pool manager of the organization can now add or remove users and WiDI from his license pool, via his user account. When a user, who is registered and verified in the license pool, connects to the server via the i-record app, the user automatically receives licenses for all WiDIs in the license pool. In addition, all necessary data for using i-record, as well as software packages for the door control components (especially STA, BDE, sensors) are downloaded. If this is done successfully, the user can now work with i-record.

The following sections provide more detailed information on creating a user account, as well as applying for and managing a license pool.
 

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Whether you're a license pool manager or a field technician, you must have a user account (web account) to work with i-record.

To create a user account, go to https://i.record.global. Click the "Login" link (at the top of the webpage) to access the login screen.

Using the login form shown below, you can either log in to the website, create a new user account, or change your password.
Clicking the “Create Account” button takes you to the first step of creating a user account.

First, you select the country or organization to determine  the responsible subsidiary.
Important: If a technician creates a user account to be added by their company’s license pool manager to an existing license pool, the same country (or organization) as the one where the license pool is located must be selected here. Otherwise, it will not be possible to add the technician to the license pool.

Once the state or organization has been selected, the registration form opens for the user to fill out. Fields marked with * are mandatory.
Important: The email address and password will also be used later to log in to the i-record app. However, to successfully log in to i-record, the user must be in an active license pool (along with his or her WiDI).

Once all required information has been entered and the form is submitted by clicking the “Create Account” button, the data is forwarded to the i-record server. The user then receives an email in which they must confirm the email address they provided (by clicking a link). The user account is not activated until this is done.

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If an organization or company wishes to use i-record for the configuration and maintenance of record doors, it must first apply for a paid license pool from the relevant record country subsidiary. There are two ways to apply for a license pool:

• By phone, directly with the relevant record country subsidiary
• Online, via your user account on https://i.record.global

In the following section we will briefly describe the license pool application via the user account:

In this section, we will discuss how to apply for a license pool through your user account. To do this, the user must first log in to   https://i.record.global under “Login” using their email address and password. Their user account (“My Account”) can then be accessed by clicking on the closed lock icon (see below).

The “My account” page contains your personal information. This includes your email address, name, and address details, among other things. You can now view your personal i-record overview page by clicking the “i-record” link located in the blue bar.

On the “i-record” page that opens, you can now apply for a new, paid license pool by clicking the “Submit an application” button.

In the form that opens, you can enter all the information required for the application, such as company name, name, address, email, and phone number. You must also provide the email address of the desired pool manager, who will later manage the license pool. It is important to note that the pool manager must also already have a valid user account on the website.

Once the form has been filled out completely, it can be submitted by clicking the “Submit an application” button.

record will now check the details of the application and contact you if necessary. If the application is approved, record will open a license pool. The person responsible for the license pool (filled in in the application) will be entered as pool manager. The pool manager will then be notified by email that the license pool has been opened and asked to enter the remaining information via the website.
 

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The license pool is managed by the pool manager. The pool manager is the person responsible for i-record in an organisation/company. He can add users and WiDI to the license pool and remove them from it.

After the pool manager has logged in on https://i.record.global using e-mail and password, he has access to the license pool via his user account. As described above under Application for a License Pool the pool manager can view an overview of all license pools and license requests assigned to him by clicking the “i-record” link in “My Account". The “License Pools” table displays the license pool number, parts of the billing address, the status, and the number of users and WiDIs assigned to the license pool.

Note: If the license pool has just been created, it is still in the “Initializing” status. In this case, you must verify the address information and enter the VAT number. After accepting the Terms and Conditions, you must finally enter the payment information. Once everything has been filled in and saved, the license pool changes from the “Initializing” status to the “Active” status.

If you click the blue “Display” button in the license pool overview list (see the image above), the management page for that license pool will be displayed. First, all users and WiDIs added to the license pool are listed. Further down are the invoice and payment information of the license pool. While the left side displays an overview of all past and current i-record invoices, the right side shows the address and payment information, any designated deputy for the pool manager, and the payment data. 

On this page, the pool manager can now add users and WiDIs to the license pool. He can also update contact information and payment details, as well as designate a deputy for the pool manager. These topics are covered in detail in the following sections.

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To add a user, press the "Add user" button below the user table.

In the window that now opens, the user's e-mail address can be entered.

Important: The user must already have an account on https://i.record.global. In addition, the user must only belong to one license pool at a time. If the user is already part of another license pool, an error message will appear when trying to add the user to the new license pool.

The user's e-mail address is now visible in the user list. The user has not yet been verified by record. As long as this is not the case, the user cannot use i-record.

As soon as the user has been verified by record, the pool manager receives a confirmation by e-mail. In the table, the user now has a green check mark and the remark "verified". The user can now log on to the record server via the application and is now able to configure record doors.

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To remove a user from the license pool, the link "remove" can be clicked in the user list. After confirming this action, the user is immediately removed from the license pool. He can no longer connect to the record server to receive new, updated licenses.
 

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In order to assign a WiDI to a license pool, it must not already be assigned to another license pool. In addition, the WiDI must be valid (not registered as stolen or lost) in order to add it to the license pool. The process of adding and removing a WiDI is similar to the process for the user. Again, record has to verify the new WiDI before it can be used for i-record.
 

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You can change the invoice address by clicking the “Edit address & settings” button. i-record invoices for the previous month are sent in PDF format to the specified email address at the beginning of each new month.

Note: Both your current and past invoices can also be found on the left under “Invoice and Payment Information.”
(See also Accessing i-record invoices)

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The pool manager can add a pool manager deputy for the license pool. This deputy has the same rights as the pool manager and can therefore manage the license pool in his or her absence. To do this, click on "Add deputy" below the address details. The e-mail address of the deputy, who has already registered himself on https://i.record.global, can then be entered in the window that opens. The deputy can then access the license pool via his or her own user account.

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You can update your credit card information under “Payment Data” by clicking the “Edit payment data” button (e.g., after the card has expired).

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The pool manager has access to all i-record invoices created to date via the administration page of their license pool. The 3 most recent invoices are listed under “Invoice and payment information.” If you click on ‘display’ for the respective invoice, the invoice will open as a PDF document. If you want to download older invoices, you can click on “Show all invoices” to view all i-record invoices created for this license pool.

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