Administrator Guides
Find guides for administering and configuring the Hamilton Apps suite
69 articles
- Automate user provisioning with SCIMSCIM keeps Hamilton Apps in sync with your identity provider (Microsoft Entra ID, Okta and others): employees are created, updated and disabled automatically from your directory — no manual account…
- Customize labels and translationsEvery text in Hamilton Apps — menu names, field labels, buttons, messages — is a label you can reword. Rename "Resident" to "Employee", adapt terms to your industry, or fix…
- Customize the portal appearanceMake Hamilton Apps look like your organization: your logo on every screen, your pictures behind the sign-in and home pages — with different visuals per site if you want.
- Configure access control and presence controlTwo device-facing features close the loop between bookings and the physical building: access control grants door access to meeting attendees, and presence control releases rooms automatically when nobody shows up.
- Configure booking types and statusesTypes classify bookings (internal meeting, client meeting, training...); statuses describe their lifecycle (confirmed, option, pending validation, cancelled). Both appear on every booking form, list and statistic.
- Configure general settings and the information pageThe common settings screen tunes how booking works day to day — defaults, sort orders, limits — while the information page and the help configuration shape what users read.
- Configure integrations: email, Hamilton API and web servicesThe Configuration section connects Hamilton Meeting to its technical environment: the SMTP server that sends the emails, the Hamilton API used by mobile and modern services, and the web services…
- Configure reference data: civilities, countries, cities and special daysA large part of the administration is reference data: short lists that feed the forms everywhere. All these screens share the same list pattern — learn it once, use it…
- Configure taxes, tariffs and imputation codesWhen rooms or services are charged — to clients, or internally between departments — three datasets come into play: VAT rates, tariff types with their prices, and the imputation codes…
- Connect your calendars: Exchange, Microsoft 365 and WebexCalendar synchronization keeps Hamilton Meeting and your mail platform consistent: bookings appear in the room calendars, and meetings created in Outlook occupy the rooms in Hamilton Meeting. Webex integration links…
- Create and configure meeting roomsThe room record drives everything users see when they book: name, capacity, layouts, opening hours, photos — plus the integrations attached to each room (calendar sync, presence control).
- Customize email templates and notification recipientsEvery email Hamilton Meeting sends — booking confirmations, changes, cancellations, reminders, validation decisions — comes from a template you can edit, per site and per language. Distribution lists add fixed…
- Define booking validation rulesValidation rules decide which bookings need human approval before they are confirmed — typically for prestigious rooms, external events or paid bookings. Rules put bookings on hold; validators decide.
- Find and merge duplicate recordsDuplicates creep in: the same person typed twice, a company spelled three ways. The deduplication tool finds candidate duplicates by comparing the fields you choose, and merges them without losing…
- Import data and schedule automated tasksThe tasks engine feeds Hamilton Meeting from your source systems: scheduled imports of residents from files or web services, photo imports, purges and notifications — running automatically, in order, without…
- Manage permissions with user and room groupsTwo group systems control who can do what: user groups carry the functional rights (what features an account can use), and room groups carry the room access (which rooms an…
- Manage residents, companies, departments and servicesResidents are your organization's people — the bookers, hosts and participants of every meeting. Their records carry the company, department and service used across bookings, filters and statistics.
- Manage room layouts and fixed equipmentLayouts describe how a room can be arranged (theater, U-shape, boardroom) and set its capacity in each arrangement. Fixed equipment describes what is permanently installed and powers the equipment search…
- Manage the services catalog: families, services and suppliersThe services catalog is what bookers can order with a room: catering, equipment, room set-up. It is organized in families and subfamilies, each service carrying its lead time, preparation needs…
- Manage usersA user account is what people sign in with. Each account is linked to an employee (resident), belongs to a rights group, and can be dedicated to one person or…
- Manage visitor records and statusesExternal participants invited to meetings become visitor records in Hamilton Meeting. Administrators maintain these records and the reference lists that describe them: statuses, companies and functions.
- Set up room tablets and display screensTwo kinds of devices extend Hamilton Meeting to the corridor: door tablets at each room for on-the-spot booking and check-in, and display screens showing several rooms' availability at a glance.
- Set up sites, buildings, floors and parkingsRooms live somewhere: a site, a building, a floor. Setting up this hierarchy first makes every later step — rooms, desks, plannings, statistics — fall into place.
- View and manage licensesHamilton Meeting is licensed per usage; the Licenses screen shows what your organization is entitled to and what is consumed. Knowing where you stand avoids surprises when new users arrive.
- Configure desk properties and equipmentBehind each marker on the map is a desk record: its name, location, order and availability rules. Technically, a desk is a special room record with the Desk switch on…
- Define flex office policiesFlex office policies encode your hybrid-work rules: days on site, mandatory days, approval of plans. As administrator you create the site-wide policies and, where needed, department policies that managers can…
- Manage desk groups and booking permissionsWho can book which desks, and how far ahead? Desk groups answer both: they bundle desks, set the booking window, and are assigned to users. Combined with the desk rights…
- Set up floors and place desks on the floor planThe interactive desk map your users book on is built in two steps: upload a floor plan on each floor, then position the desk markers on it. Both happen in…
- Bulk manage visits, visitors and companiesCleaning a year of visits, correcting a company across hundreds of records, purging obsolete visitors: the Tools section offers three bulk screens designed for mass maintenance, with the same filters…
- Configure access control integration and profilesConnected to your physical access control system, Hamilton Visitor turns check-ins into door rights: the visitor badge opens exactly what the visit allows, and every passage is traced back into…
- Configure general settings and reference dataThe settings screens tune reception's behavior globally and per site, and a set of reference lists feeds every form. This article also documents the standard list pattern shared by most…
- Configure integrations: Microsoft Graph, email and Hamilton APIThe Configuration section connects Hamilton Visitor to your technical environment: Microsoft Graph for the Microsoft 365 features, the SMTP relay for every email, the Hamilton API for companion services, and…
- Configure parcels, lockers, keys and lone-worker devicesThe side modules of reception — mailroom, key handout, lone-worker protection — run on reference data you maintain in the Others section of the administration.
- Configure portal menus for site groupsOn multi-site platforms, the portal can propose different menus depending on the site group: which applications and entries each population sees when they sign in. This configuration lives in Hamilton…
- Configure taxi companies and ride statusesThe taxi module books and tracks rides for visitors and staff. Its configuration lives in three places: the taxi companies, the ride statuses, and the taxi rights deciding who books,…
- Configure types: visits, identity documents, vehicles, messages and carriersFive type lists classify what flows through reception. They shape the forms, drive the workflows and dimension the statistics.
- Connect peripherals: scanners, cameras, biometric readers and signature padsReception hardware makes check-ins fast: scan an ID, snap a photo, capture a signature or a fingerprint. Declaring the devices and assigning them to workstations is what makes their buttons…
- Customize email and signature templatesTwo more template families complete the visitor experience: the emails Hamilton Visitor sends (invitations, notifications, parcel alerts) and the signature documents visitors sign at the desk.
- Define locations and restricted zonesBeyond buildings and floors, two location layers drive the visit workflows: localisations, the precise destinations visits point to, and restricted zones (ZRR), whose access is regulated and validated.
- Define visit validation rules and validator groupsValidation rules decide which visit requests need examination before the visitor may come — and who examines them. Together with the CPPA rules for restricted zones, they encode your site's…
- Design badge, label and invitation templatesWhat visitors hold in their hands — badges, labels, invitation emails' visit pages — is designed here, pixel by pixel, with the template editors.
- Import data and clean up duplicatesReception data lives long and comes from everywhere. The tasks engine feeds Hamilton Visitor automatically — residents from files or web services, photos, purges — and the deduplication tool keeps…
- Manage document types and renewalsAccess often depends on valid documents: identity papers, insurance certificates, prevention plans, safety trainings. You define the document types and their validity rules; the application then tracks expiry and renewal…
- Manage hosted companies and their staffSome external companies live on your site permanently — service providers, tenants, partners. Their staff are neither residents nor day visitors: they are hosted staff, with their own records and…
- Manage resident rights and delegationsResidents (your employees) use Hamilton Visitor too — as hosts pre-registering their guests. Their own permission system controls what they may do, which visit types they may announce, and who…
- Manage residents, companies, departments and servicesResidents are the hosts of every visit: their records must be accurate for reception to reach them, for parcels to find them, and for statistics to mean something.
- Manage users and rights groupsUser accounts and their rights groups decide who does what in Hamilton Visitor: receptionists, validators, mailroom staff, statistics readers. Rights are fine-grained — one right per feature — so each…
- Manage visitor records, statuses and functionsVisitor records are Hamilton Visitor's core asset: one clean record per person, reused at every visit. The administration maintains the records, their classification, and the signature archives.
- Set up sites, buildings, floors, counters and parkingsEvery visit happens somewhere: a site, a building, a floor — and is processed at a counter. This structure is the foundation of reception, statistics and access rules.
- Set up workstations, tablets and kiosksReception runs on hardware: staffed workstations at the counters, and self-service tablets or kiosks where visitors check themselves in. Declaring and configuring them is what turns a device into a…
- View and manage licensesHamilton Visitor is licensed per usage. The Licenses screen shows your entitlements and their consumption — check it before onboarding new reception staff or opening new counters.
- Build checklistsChecklists turn recurring controls into verified facts. Building one takes two steps: create the verification lines, then assemble them into a checklist attached to a site and a post.
- Configure events, event families and system eventsThe event catalog is the language of the duty log: every recorded incident points to an event type, organized in families. System events extend the catalog to what devices report…
- Configure general settings and labelsThe settings screens tune the application's behavior — globally and per site — and the label editor rewords the interface in your organization's vocabulary.
- Configure integrations: email and Hamilton APIThe Configuration section connects Hamilton Security to its technical environment: the SMTP server for notifications, the Hamilton API for companion services, the database connections and the background scheduler.
- Configure people movement trackingThe people movements screen (BTR) tracks who enters and leaves the controlled zone. Its reference data — the BTR entries themselves — is maintained in the administration, and the module…
- Configure shift periodsShift periods (vacations) structure the guards' day: morning, day, night — each with its days, time slot, start and end. When configured, agents open their period at shift start and…
- Configure workstations and peripheralsSecurity posts are equipped: badge readers, ID scanners, patrol readers, fingerprint sensors, signature pads. Declaring the workstations and assigning their devices is what makes the hardware buttons appear on the…
- Create instruction sheets and standing ordersInstructions are the orders your agents work by. Hamilton Security manages them in layers: shift-start sheets, permanent instructions (with sharing between sites), instructions associated to events, and temporary instructions with…
- Design custom report templatesEvent reports — accident reports, intervention reports, inspection forms — are built from templates you design: their fields, their types, their layout. Agents then fill them from the duty log,…
- Manage agents, teams and qualificationsAgents are the users of Hamilton Security: guards, supervisors, operators. Their records carry the credentials, team, qualifications and professional card — and, on equipped sites, their fingerprint for fast identification.
- Manage key cabinets, keys and loan authorizationsThe key module mirrors your physical key cabinets: each cabinet, each hook, each key — and who is allowed to borrow what. A faithful setup makes the loan and return…
- Manage resident and visitor recordsHamilton Security shares its people records with the other Hamilton applications: residents (the site's employees) and visitors appear in movements, events and key loans. The administration maintains both, plus their…
- Manage sites, site groups and multi-site modeHamilton Security is organized by site: every event, mission, patrol and agent belongs to one. Site groups let supervisors work across several sites, and the multi-site mode adapts the application…
- Manage user rights groupsRights groups define what each profile of user can see and do — from the field agent to the site administrator. One group, one role: agents, supervisors, key managers, report…
- Plan missions: agenda, types and schedulesMissions are the planned tasks of each post — openings, rounds, escorts. You define the mission catalog and types, then schedule them in the agenda; the application generates the daily…
- Set up locations: places, buildings, sectors, streets and roomsEvery event in the duty log answers "where?". The location reference lists — places, buildings, sectors, streets and rooms — are the vocabulary agents pick from when they record events,…
- Set up patrols: routes, tags and patrollersA patrol is a route of checkpoints (tags) walked with a patrol device (patroller). Setting up patrols means declaring the devices, registering the tags, composing the routes — and using…
- View and manage licensesHamilton Security is licensed per usage. The Licenses screen shows your entitlements and their consumption — check it before onboarding new agents or opening new posts.