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Welcome to EKAMA Security Patrol.

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This video guide is for the first administrator of a new EKAMA system.

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Chapter by chapter, it shows how to set the system up, how your officers use the mobile app, and how to watch your operations every day.

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EKAMA has three parts.

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The first is the Admin Panel.

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You open it in any web browser.

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This is where you and your managers set up sites, checkpoints, people and schedules, and where you watch everything live.

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In the middle is your own EKAMA system.

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It is hosted for you, keeps every record, and runs the automatic jobs, such as reports and alerts.

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The third part is the Security Patrol app on each officer's Android phone.

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Officers scan the QR code at each checkpoint, report incidents, and mark attendance.

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Every scan carries the time and the GPS position.

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Finally, the system sends e-mails: incident reports the moment something happens, and daily, weekly and monthly patrol reports to the people you choose.

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Every account has one of four roles.

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Administrators and managers sign in to the Admin Panel.

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Security officers and visiting officers use only the mobile app.

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The role decides where a person signs in.

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Their module permissions decide what they can do, and their institution access decides which sites they see.

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Set things up in this order, because each step needs the one before it.

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First your sites, called institutions.

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Then the checkpoints with their QR codes.

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Then the users.

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Then patrol schedules, then the settings for e-mail and reports.

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Then install the app on the officers' phones, and start watching.

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Attendance, visiting officers and visitors are optional, and come after the basics.

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Chapter two.

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Signing in and finding your way.

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Open your system address in the browser.

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Enter the administrator username and password from your welcome e-mail, and click Access System.

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After five wrong attempts, sign in is locked for fifteen minutes, so type carefully.

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Change the first password once you are in.

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You land on the Dashboard.

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On a new system it is empty, because nothing is set up yet.

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It fills in by itself once officers start patrolling.

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The sidebar on the left holds every module.

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Main has the set-up pages: institutions, locations and users.

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Patrol has schedules, the live monitor, reports and the incident log.

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Attendance has employees, shifts and leave.

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If you cannot find a page, type its name in the search box at the top of the sidebar.

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To sign out, use the red button in your profile card at the bottom.

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An idle session ends after thirty minutes.

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Chapter three.

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Your sites, Institutions.

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An institution is one client site, such as an apartment building or a warehouse.

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Its checkpoints, schedules, officers, attendance area and e-mail settings all belong to it.

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So the institution always comes first.

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Open Institutions from the sidebar and click Add Institution.

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The banner shows your package: how many sites you can add.

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Enter the institution name, its address and a contact e-mail and phone.

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The preview on the right shows what is still missing.

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Next, set the GPS pin.

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If you are standing at the site, click Use my location.

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Otherwise, paste the coordinates from Google Maps, or drag the pin on the map.

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Without a pin, attendance cannot be marked at this site.

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The GPS radius is how close a person must be to mark attendance.

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One hundred metres is the default.

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For the patrol scan fence, start with Log only: scans from too far away are accepted, but flagged for you to check.

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Rotating QR is an option for high risk checkpoints.

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Leave it off to begin with.

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Click Add Institution to save.

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Each site appears as a card.

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The to-do line on the card tells you what is still missing, such as checkpoints, officers or mail settings.

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Repeat this for every site.

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Chapter four.

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Checkpoints and QR codes, Locations.

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A checkpoint, called a location, is a point inside a site where a QR code is posted.

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Open Locations and click Add Location.

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Choose the site, and give the checkpoint a clear name, such as Main Gate or Lobby Reception.

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Set the floor: zero is the ground floor, minus one is the first basement.

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The patrol order is the checkpoint's position in the round.

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One is visited first.

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Save, and the QR code is created automatically.

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Add every checkpoint for the site in the same way.

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They are listed under each site, in patrol order, with their QR code and their scan history.

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When the list is complete, click Print QR sheet to print all the codes at once.

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You can also download a single code from its card.

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Print the codes on weatherproof labels, and post each one at eye level, in good light, at the right checkpoint.

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Renaming a checkpoint later does not need a new print.

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If a checkpoint is no longer used, deactivate it instead of deleting it, so that its history is kept.

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The Layout Editor is optional.

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You can draw a simple floor plan of the site, place the patrol points on it, and print or export it for your officers.

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Chapter five.

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Users and permissions.

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Users are the people who sign in.

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Remember three things.

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The role decides where they sign in.

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Module permissions decide what they can do.

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Institution access decides which sites they see.

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Open Users and click Add New User.

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The package banner shows how many active users your plan allows.

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Every active account uses one place, whatever its role.

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The form works in steps.

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First choose the role.

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For a patrol officer, choose Security Officer, and pick the site where this officer works.

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A security officer always belongs to one site.

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Then enter the full name, e-mail and a password.

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Officers use this password in the mobile app.

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In Officer Details, enter the Employee ID.

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This is the User ID the officer types into the app, so keep it short and simple, such as EMP001.

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Leave Mobile App Access switched on.

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Then tick the app options this officer should see in the app's bottom bar.

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Patrol, Incident and Visitors are typical.

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Add Attendance if this officer's phone will be used for staff attendance.

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Click Add user to save.

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For a supervisor, choose the Manager role instead.

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Managers sign in to the Admin Panel with a username.

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Tick only the modules they need, and for each one, the actions: view, add, edit or delete.

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Select All gives everything.

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All accounts appear in the user list, with their role, sites, permissions, app access, GPS status and last login.

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From here you can edit a user, reset a password, deactivate an account, or log an officer out of a lost phone.

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Chapter six.

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Patrol schedules.

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A patrol schedule turns a site's checkpoints into timed patrol slots.

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You give it a time window and the days.

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The system spreads the checkpoints evenly across the window, in patrol order: never less than fifteen minutes apart, and never more than two hours.

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For example, a window from six in the morning to six in the evening with five checkpoints gives a slot every two hours.

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On the officer's phone, a checkpoint shows Scan now from thirty minutes before its time until thirty minutes after.

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After that, it counts as missed.

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Open Schedules under Patrol, and click Create Schedule.

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Choose the site and give the schedule a name, such as Day Patrol.

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The quick presets fill in common windows, such as day, night or office hours.

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Set the start and end times, and the days it runs.

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The preview on the right lists every patrol time before you save.

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Click Create schedule.

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Next, assign an officer.

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Click Assign on the schedule card, choose the officer, and click Assign.

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Only officers of that site are listed.

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To give single slots to different officers, open the schedule and assign each slot.

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Each schedule card now shows its window, days, slots and officers.

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The figures at the top warn you about schedules with no officer, and checkpoints that are not in any schedule.

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The timeline view shows all sites on one twenty-four hour line, with a red marker for the current time.

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It is the quickest way to spot gaps in your cover.

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Chapter seven.

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Settings.

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e-mail, reports and automatic jobs.

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Settings is grouped in tabs.

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You need four of them at the start: Email Configuration, Report Recipients, Face Verification, and Scheduled Tasks.

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Incident Recipients sits next to Report Recipients.

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Here is what the system e-mails, and to whom.

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Every new incident goes to the incident recipients, with its photos and voice note.

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Patrol reports go to the report recipients: daily, weekly on Mondays, and monthly.

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Each site sends through its own mail setting.

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In Email Configuration, first choose the site.

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Enter your mail server, the port, and the encryption, usually SSL on port 465, or TLS on port 587.

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Your e-mail provider can tell you these.

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Enter the mailbox username and password, the sender address and name, and an admin e-mail that receives a copy.

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Click Test Email first.

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When the test arrives, click Save.

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Repeat this for each site.

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In Report Recipients, choose a user, such as your operations manager.

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Tick the sites they should get reports for, and the report types: daily, weekly or monthly.

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Then save the user.

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Each recipient is listed with their sites and report types.

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You can pause or remove them at any time.

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Incident Recipients works the same way.

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Choose who is e-mailed about every incident, and for which sites.

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The officer who reported the incident gets a copy automatically.

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On the System Settings tab, check that the time zone is Sri Lanka, Asia slash Colombo.

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All patrol times and reports use it.

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Face Verification checks every attendance selfie against the employee's enrolled photo.

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If you use attendance, paste the OpenAI key here, keep the recommended model, and click Check key and model before you save.

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The key is never shown again in full.

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Finally, open Scheduled Tasks.

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This page runs every automatic job: report e-mails, incident e-mails, alerts and clean-ups.

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The switch at the top must say Scheduled tasks are on, and the green box should say everything is running on schedule.

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If it says paused, or that the scheduler has not run, contact EKAMA support.

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Chapter eight.

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The officer app.

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install and sign in.

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Now put the app on your officers' phones.

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In the Admin Panel, open About System.

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The Download Mobile App section has the download button, and a QR code for the same file.

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The download needs an administrator or manager sign in, so officers cannot download it themselves.

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The easiest way: sign in to the Admin Panel in the phone's browser and tap Download.

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Or download the file on a computer and copy it to the phone.

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Open the downloaded file.

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Android asks you to allow installs from this source.

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Allow it, then tap Install.

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Open the app and allow every permission it asks for: location, camera, microphone and notifications.

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Then, in the phone settings, set the app's battery use to Unrestricted.

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This is the most common reason for alerts and GPS stopping when the screen is locked.

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On first start, the app asks for a language: English, Sinhala or Tamil.

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It can be changed later with the language button at the top.

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The officer enters the User ID and password you set on the Users page, and taps Login to Patrol.

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Keep me logged in is ticked, so the officer stays signed in.

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Untick it on a shared phone.

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Each officer account works on one phone at a time.

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If it is already signed in elsewhere, the app shows Already Logged In.

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Log out on the other phone first.

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If that phone is lost, an administrator can end the session from the Users page.

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Chapter nine.

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The officer app every day.

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This is an officer's shift.

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Log in, which puts the officer on duty.

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Check that GPS is active.

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Go to the next checkpoint when it says Scan now, and scan its code.

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Report anything unusual as an incident.

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Log out at the end of the shift, which takes the officer off duty.

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After sign in, the patrol screen opens.

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At the top, the GPS chip should say GPS Active.

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Today's progress counts the completed patrols, and the banner names the checkpoint that is due now.

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Below, every checkpoint of the day is listed with its time and status: done, scan now, pending or missed.

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The bottom bar holds the app options you ticked for this officer, with the round QR button in the middle.

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At the checkpoint, the officer taps the round QR button and holds the code inside the frame.

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The phone vibrates when it reads the code.

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The app takes a fresh GPS fix and records the scan.

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Patrol completed successfully appears, and the checkpoint turns Done.

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The scan reaches the Admin Panel straight away.

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To report an incident, the officer taps Incident and chooses the type, such as theft or a safety hazard.

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Up to five photos, a voice note and a short note can be added.

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Submit Report sends it at once, and the recipients are e-mailed.

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The other options appear only if you ticked them for the officer.

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Visitors shows today's expected guests, so the officer can check them in and out at the gate.

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Attendance lets staff mark in and out on the officer's phone at the site.

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The employee enters their code, taps Find Me, and takes a selfie, which is checked against their enrolled photo.

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Leave lets an officer request leave, and lets a reporting person approve requests from the phone.

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Voice is a push-to-talk channel for special deployments, which you create in the Admin Panel under Event Voice.

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At the end of the shift, the officer opens More, taps Logout, and confirms.

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This takes the officer off duty and frees the account for the next phone.

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Chapter ten.

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Watching operations.

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Dashboard, Live Monitor and Reports.

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Once officers patrol, the Dashboard comes alive.

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Today around the clock shows every patrol slot and visit of the day: done, missed, or still open, with an operations health score in the middle.

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Needs your attention lists what to deal with first, such as incidents waiting for review, officers without live GPS, or leave requests to approve.

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Each line opens the page that solves it.

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Right now shows who is on duty at this moment.

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Further down, you see patrol completion over thirty days, each site's score, visiting officers, and incidents by type.

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At the bottom are your field officers with their battery and GPS, the workforce for today, and the checkpoints that are missed most often.

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These are the places to talk to your team about.

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The Live Monitor shows every officer on duty on a map, with their last checkpoint, battery and GPS.

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Choose a site at the top to zoom in.

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Emergency calls made from the app appear on the right.

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Reports shows, for each site and checkpoint, which patrol slots were completed and when, and which were missed.

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Choose the site, checkpoint, officer and dates, then Apply Filters.

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Each slot shows Completed with the scan time, or Missed.

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Use Export or Print to share the report.

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The same reports are e-mailed automatically to your report recipients.

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Chapter eleven.

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Incident Log.

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When an officer reports an incident, it is saved as Pending.

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Recipients are e-mailed at once, and the nearest on-duty officers are alerted on their phones.

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The officer who accepts goes to the scene and sends an investigation report, which marks it Reviewed.

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A supervisor then sets it to Resolved.

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Open the Incident Log under Patrol.

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The cards count all, pending, resolved and e-mailed incidents.

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Filter by dates, site, officer or status, and see where each incident happened on the map, or switch to the table view.

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Click an incident to open its details: the photos, the voice note, the investigation report and the timeline.

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Change the status from the status list when it is dealt with.

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A red badge in the sidebar shows how many are still pending.

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Chapter twelve.

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Attendance and leave, optional.

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Attendance is optional.

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If you use it, set it up in this order: leave rules and holidays, then employees, then shifts and rosters, then face enrollment.

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After that, staff mark in and out on the officer's phone at the site, and you follow it in the Attendance Monitor.

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Leave Setup already holds the two common employee types, with their legal basis, leave types and holiday rules.

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Check them, and add your own if needed.

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In the Holiday Calendar, check the public and Poya holidays for the year, and add your own business holidays.

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In Employee Management, add each staff member: the employee code, name, employee type, the sites where they can work, and the reporting person who approves their leave.

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Employees are staff records, not logins.

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In Shift Management, create your shifts: the in and out times, the grace minutes before someone counts as late, and the standard hours, after which overtime starts.

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Tick the sites that use this shift, then click Create Shift.

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In Shift Roster, give each employee a weekly pattern: the site, the dates it applies, and the shift for each weekday, or Off.

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One-off changes are added later as overrides.

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The roster list shows every employee's week at a glance.

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Before an employee can mark attendance, enroll their face.

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Click New Enrollment Request, choose the employee and the site.

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The officer's phone at that site rings, and the employee takes one clear photo.

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The request is valid for twenty four hours.

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The Attendance Monitor shows the totals for any period, and a summary for every employee: present days, late time, early departures, overtime and leave.

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Export it to Excel or PDF.

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Leave requests arrive in Leave Management.

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Approve or reject them here, or the reporting person can do it from the app.

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Chapter thirteen.

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Visiting officers, optional.

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A visiting officer is a supervisor who inspects several sites on a planned round, scanning the same checkpoint codes.

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Add the employee record first, then the user, then a visit schedule.

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In Users, add a new user with the Visiting Officer role.

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Link the account to the employee record, and give it the sites it should visit.

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Then open Visiting Officer under Patrol, and click Create schedule.

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Give the round a name, a time window and the days.

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Choose the sites, and the visiting officer.

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Tick the checkpoints to visit.

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Spread evenly gives each visit a planned time, and you can change any of them.

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Then click Create schedule.

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The Today tab follows the round live: visits planned, done, due now and missed, with what is coming up next.

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The Reports tab shows completion, on-time and late visits per day and per officer, for any period.

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Chapter fourteen.

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Visitor Management.

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Visitor Management lists the day's visitors: on site now, expected, late, not confirmed and completed.

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Click Register visitor to add an expected guest with their host, time and vehicle.

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At the gate, visitors are checked in and out with Scan QR in the Admin Panel, or by the officer in the app's Visitors tab.

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Needs attention flags guests who have not confirmed, or who stay too long.

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The officer at the gate sees the same list on the phone, with each guest's host and time.

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Chapter fifteen.

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Notifications, feedback, Event Voice and integrations.

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Notifications sends a message to your officers' phones.

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Urgent messages ring until the officer acknowledges them, and you can see who read each message, and when.

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Customer Feedback e-mails short questionnaires to your clients, now or on a schedule, and collects their ratings and replies.

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Event Voice creates temporary push-to-talk channels for special deployments, such as an event or a VIP visit.

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Officers you add talk through the Voice tab in the app.

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The Integration Hub connects other systems, such as fire alarm panels or HR software, so that their events can create incidents automatically.

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Chapter sixteen.

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Your first-week checklist.

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Here is everything in one list.

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Add your sites with their GPS pins.

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Add the checkpoints, and print and post the QR codes.

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Create the officers and managers.

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Create a schedule for each site and assign officers.

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Set up e-mail for each site, and the report and incident recipients.

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Check that scheduled tasks are on.

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Install the app on every officer's phone, with battery set to Unrestricted.

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Then, every day, open the Dashboard and work through Needs your attention.

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Check the Incident Log, and look at the missed checkpoints in Reports.

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That is it.

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Your EKAMA system is ready to protect your sites.

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You can come back to any chapter of this guide at any time.

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Thank you for choosing EKAMA.