User's Guide Manual: Sentry Software
Comprehensive technical documentation for System Administrators.
Sentry, developed by ZKTeco Philippines, is a software solution designed to meet the modern security needs of companies. We understand that every organization strives for a secure working environment. To help achieve this, Sentry offers a comprehensive system with specialized modules for Personnel, Timelogs, Devices, and Groups, ensuring robust security management for your business.
Key Features
Simplified UI
Easy to navigate and understand for all levels of technical expertise.
Large-Scale Handling
Capable of managing up to 10,000 personnel records efficiently.
Real-time Monitoring
Live tracking of entries and exits for enhanced security.
Temperature Detection
Integrated functionality to monitor body temperature protocols.
Access Scheduling
Manage specific access times for different personnel or groups.
Auto Synchronization
Seamless data updates between devices and the system.
1.1 System Requirements
To ensure Sentry runs smoothly, please make sure your system meets the following requirements:
Server Requirements
- Database: SQL Server 2017 (Express, Developer, or Enterprise)
- Processor: Intel Core i5 equivalent or higher
- Storage: Min. 50 GB HDD space
Operating System (Windows)
- Windows 10/11 Pro or Enterprise
- Windows Server 2017
- Note: Windows 10 Home requires a Virtual Machine (VM).
Linux (Docker CE)
Compatible with: Ubuntu, Fedora, CentOS, Debian, Linux Mint.
Core Modules Overview
Familiarize yourself with the primary modules of Sentry Software to better navigate the system:
This is the module where you can create, edit, and delete personnel records. It serves as the central database for all individuals registered in the system.
This is the module where you can find the transactions done by the personnel. You can also export and upload transactions for reporting and payroll purposes.
This is the module where you can add and delete the biometric devices connected to your network. It manages the hardware communication between the software and the physical terminals.
This is the module where you can sort the connected devices and registered personnel by Company, Custom Grouping, Department, Location, and Position for organized management.
2. The First Run
After a successful installation, follow these steps to initialize the Sentry environment.
2.1 Desktop Icon
Locate the Sentry Software icon on your desktop. Double-click the icon to launch the
Sentry Service/ Bootstrap Console. If the icon is missing, you can find the executable file in the
installation
directory (usually C:\Program Files\Sentry Local\bootstrap.exe).
Figure 2.1: Sentry Application Shortcut
2.2 Sentry Service / Bootstrap Console
This console acts as the 'control center', ensuring the software is active and ready for use. It should remain open whenever you are using the app to ensure you have continuous access to the Sentry Software
Figure 2.2 Sentry Service / Bootstrap Console
2.3 Database Setup
Open your web browser then type localhost:5000 , you will be directed to this page
Figure 2.3: Database Connection Configuration
Configuration Steps:
- Input Server Name (e.g.,
LOCALHOST\SQLEXPRESS). - Input Database Name (e.g.,
SentryLocal). - Input Db User Id (e.g.,
sa). - Input Db Password
- Tick Create New Database and click connect, after that you will be directed to the login page of Sentry once the DB connection is successfull
3. System Operation
3.1 First Login
The Login Page is where you securely log in to your account. Simply enter your credentials to unlock the software features.
Username:
admin | Password: admin
Security Note: The account will be locked for 5 minutes if an incorrect password is entered five times.
Figure 3.1: Sentry Login Interface
3.2 Main Page
After logging in, you will be directed to the Main Page. The layout is divided into two primary areas:
- Left Panel: Contains the Navigation Menu for all modules.
- Right Panel: Displays the User Interface for the active module (Default: Dashboard).
Figure 3.2: System Workspace Overview
3.3 Dashboard
The Today’s View section provides a real-time snapshot of system activity:
- System Date: Displays the current calendar date.
- Attendance Summary: Count of Present and Absent personnel.
- Attendance Report: Bar Graph for daily statistics.
- Recent Transactions: List of the last 10 biometric authentications.
Figure 3.3: Real-time Dashboard Monitoring
3.4 User Profile
Located in the top-right corner. Clicking the profile opens a dropdown for account management.
3.4.1 Change Password
You can choose between Basic and Password Complexity (enabled via Settings > Advanced).
- Complexity: Requires strong passwords and periodic updates.
- Expiration: Sets a validity timeframe for regular security updates.
3.4.2 Licenses
Intended for support personnel and admins to manually add device licenses.
3.4.3 User/Developer Guide
Available guides for download:
• FTP Process Guide
• Keycode License Usage Guide
3.4.4 Sign Out
Ends the current session and returns to the login page.
4. Personnel
This is the module where you can Create, Read, Update, and Delete (CRUD) personnel information. It serves as the primary database for all personnel registered in the Sentry system.
4.1 Add Personnel
Follow these steps to register a new personnel in the system:
- Click the Add New button to open the "Personnel Detail Form".
- Enter the required information. Fields marked with an asterisk (*) are mandatory.
- If any required fields are left blank, an error message will appear highlighting the missing data.
- Upon successful completion, a success notification will be displayed, and the Personnel Page will automatically update to include the new personnel record.
Figure 4.1: Add Personnel Detail Form
4.2 Search Personnel
The Search feature allows you to quickly locate individuals or specific groups within the large-scale personnel database.
Search Options:
- Specific Search: Enter the Personnel ID or Full Name in the search bar for instant results.
- Keyword Match: The system supports partial name matching (e.g., typing "Rog" will display "Rogie").
- Dynamic Results: The personnel list updates in real-time as you type, ensuring efficient data retrieval.
Figure 4.2: Search Bar and Results Preview
4.3 Filter Personnel
The Filter feature is designed for high-level data management. It allows you to narrow down the personnel list based on the organizational structure you have established.
- Select Group: Open the Group Filter dropdown menu.
- Categorized View: Choose from the groups you have created (e.g., Department, Location, Position, or Custom Groups).
- Instant Update: The Personnel table will instantly refresh to display only the members belonging to the selected category.
Figure 4.3: Personnel Group Filtering Interface
4.4 Delete Personnel
The system allows for the removal of personnel records that are no longer active. Refer to Figure 4.4 for the deletion process of personnel information
Figure 4.4: Delete Personnel
4.5 Export
This sub-module is essential for exporting a large numbers of personnel records using Microsoft Excel and or PDF.
Excel (XL)
Generates a .xlsx file of Personnel list.
Click Excel Icon/ Button to download the file to your computer
Generate a non-editable, printable Personnel list for formal documentation.
Click PDF Icon/ Button to download pdf file to your computer.
Figure 4.5 A: Export in Excel Format
Figure 4.5 B: Export in PDF
4.6 Templates
This sub-module is essential for bulk data management, allowing you to handle large numbers of personnel records using Microsoft Excel.
Download Template
To ensure data compatibility, always use the official Sentry Excel template. This contains the correct column headers required by the system.
Upload Template
Once you have populated the Excel file with personnel data, use the Upload feature to import them into the database.
Figure 4.6: Download and Upload Template Interface
5. Time Entries
This module provides full control over attendance data. It allows users to track, manage, and audit all personnel movements recorded via biometric devices.
5.1 - 5.3 Generating Transactions
To view logs, navigate to the filter panel and use the following options to narrow down your data:
5.1 Specific Date
Select a date range to generate all transactions within that period.
5.2 Specific Personnel
Type the name or ID to view only their logs.
5.3 By Groups
Filter logs by your pre-defined Departments or Locations.
Figure 5.1: Transaction Filter Panel
5.4 - 5.6 Manual Management (Add/Edit/Delete)
Administrators have the authority to manually adjust entries in special cases (e.g., forgotten logs or system maintenance).
5.4 Add Time Entry
Manually input a missing IN or OUT log for an employee.
5.5 Edit Time Entry
Correct a mistakenly recorded time log.
5.6 Delete Time Entries
Remove duplicate or erroneous records from the list.
Figure 5.4: Add/Edit Time Entry Dialog
5.7 Upload Logs
This feature is used for importing logs directly from a file, commonly used when devices are in "Offline Mode" or logs are pulled via USB.
Figure 5.7: Log Upload Interface
5.8 Export (XL/PDF/Text)
Sentry supports three primary professional formats :
Excel (XL)
Generates a .xlsx file for advanced data processing and computation.
Creates a non-editable, printable report for formal documentation.
Text
Creates a flat text file usually used for uploading to third party software
Figure 5.8: Export Format Selection
6. Official Business (OB)
The Official Business module is designed to record and track personnel who are working off-site. Filing an OB ensures that their attendance remains valid even without a physical biometric log at the office.
Figure 6: Official Business
6.1 - 6.3 Filtering OB Records
You can easily track filed official businesses by using the following filter parameters:
6.1 By Date:
View all OB filings within a specific date range.
6.2 By Personnel
Generate a history of OB records for a single employee.
6.3 By Group
Filter results based on the department or custom group of the personnel.
Figure 6.1: Official Business Search and Filter Panel
6.4 Templates (Download/Upload)
For bulk filing of Official Business (e.g., company-wide field events), use the Excel Template system.
Download Template (XL)
Download the latest OB Template first to ensure all required columns (Date, Time, Reason) are correctly formatted before uploading
Upload Template (XL)
To upload a template just click the upload template and select the template that you will upload
Figure 6.4: OB Template Management Interface
6.5 Export List (XL/PDF)
Export your OB records for documentation or payroll verification. Choose between Excel for data processing or PDF for non-editable reports.
Figure 6.5: Exporting Official Business Records
6.6 Add New Official Business
To manually file an OB entry for an employee, click the Add New button and fill in the details:
- Select Personnel: Choose the employee from the registered list.
- Inclusive Dates: Set the start and end of the official business.
- Purpose/Remarks: Provide a brief description of the off-site activity.
Figure 6.6: Add New Official Business Entry Form
7. Leaves
The Leaves module manages the filing and tracking of employee absences (e.g., Vacation, Sick, or Emergency Leave). Properly filed leaves ensure that attendance records reflect the correct status of personnel during payroll processing.
Figure 7: Leaves Management
7.1 - 7.3 Filtering Leave Records
You can easily track filed leaves by using the following filter parameters:
7.1 By Date:
View all Leave filings within a specific date range.
7.2 By Personnel
Generate a history of Leave records for a single personnel.
7.3 By Group
Filter results based on the department or custom group of the personnel.
Figure 7.1: Leaves Search and Filter Panel
7.4 Templates (Download/Upload)
For bulk filing of Leaves (e.g., company-wide holidays or batch approvals), use the Excel Template system.
Download Template (XL)
Download the latest Leave Template to ensure all required columns (Date, Leave Type, Reason) are correctly formatted before uploading.
Upload Template (XL)
To upload a template, simply click 'Upload Template' and select the completed Excel file from your local storage.
Figure 7.4: Leave Template Management Interface
7.5 Export List (XL/PDF)
Export your Leave records for documentation.
Figure 7.5: Exporting Leave Records
7.6 Add New Leave
To manually file a Leave for an employee, click the Add New button and fill in the details:
- Select Personnel: Choose the employee from the registered list.
- Leave Type: Specify the type of leave (e.g., Sick, Vacation, LWOP).
- Inclusive Dates: Set the start and end dates of the leave period.
- Remarks: Input additional details or reason for the leave.
Figure 7.6: Add New Leave Entry Form
8. Event Logs
You can find the type of transaction happened in the biometric devices here.
Figure 8: Event Logs Management
8.1 Filtering Event Logs
Set the specific date and click search to view the event logs
- Generate by Date: Select a specific date or range to see all events filed (e.g., Company Outings, System Maintenance, or Special Holidays).
Figure 8.1: Event Logs Search and Filter Panel
8.2 Export List (XL/PDF)
Generate a hard copy or a digital spreadsheet of your system events for management review.
Figure 8.3: Exporting Event Log Records
9. Device Management
The Devices module allows the administrator to manage, monitor, and troubleshoot all biometric terminals connected to the Sentry network. From enrollment to remote maintenance, all hardware operations are centralized here.
9.1 & 9.6 Add/Edit Devices
Register new terminals to the system by providing the necessary network credentials:
9.1 Adding of Devices
On the biometric device, navigate to Menu > Communication > Cloud Server Settings / ADMS. Input the Server Address of the PC where Sentry is installed and Port use.
Figure 9.1: Device Configuration Dialog
9.2 Deleting of Devices
9.3 View Added Devices
9.4 Shew Deleted Devices
9.5 Restore Deleted Devices
9.6 Edit Devices
Figure 9.1: Device Configuration Dialog
9.3 & 9.13 Device Monitoring
Monitor the status of your hardware in real-time. The "Show Device Info" command retrieves the current firmware version, user count, and storage capacity of the terminal.
Figure 9.3: Connected Devices Overview
9.7 - 9.10 User & Biometric Data
Synchronize personnel data between the Sentry database and the physical devices.
Enroll FP (Fingerprint)
Remote triggering of the device to capture and save new fingerprint templates.
Download User
Pull user profiles from the device to the Sentry database for backup or migration.
9.9 - 9.12 Maintenance & Commands
Perform remote maintenance tasks to ensure the stability of the biometric terminals:
- Resend Logs: Re-fetches transactions that might have been missed during a network glitch.
- Reboot Device: Remotely restarts the terminal without physical intervention.
- Clear All Logs: Purges the device memory. (Use with caution!)
Figure 9.9: Hardware Maintenance Interface
9.2, 9.4 & 9.5 Device Lifecycle
Manage the removal and recovery of devices from the active list.
- Delete: Removes the device from active monitoring.
- Show Deleted: Access the archive of previously removed devices.
- Restore: Re-activates a deleted device without re-entering all configurations.
10. Access Groups
The Access Groups module allows you to authorize specific personnel to use designated devices. You can also configure device time zones within this section to control when access is permitted.
10.1 Creating an Access Group
Click the Add New button. When the form appears, fill in the Access Group Name and select the personnel or devices. Click Save to finalize.
Figure 10.1: Creating Access Permissions
10.2 Deleting an Access Group
Click the icon of the group to delete. Provide the Device Code for verification and click Yes to permanently remove the group.
11. Groups
Organize personnel into categories through Custom Groups and Sub-Groups for better department management.
11.1 Create Custom Group
Click the Plus (+) button, enter the Group Name, and press Enter to save.
11.2 Create Sub-Group
Select an existing Custom Group, click Plus (+), fill in the Add Group Form, and click Save.
Figure 11.2: Group and Sub-Group Hierarchy
12. Reports
Generate, view, and extract detailed attendance, OB, and leave data for auditing purposes.
12.1 Generating Reports by Date
Use the calendar picker to select your Date Range and click the Search icon to retrieve logs.
12.2 Exporting Reports
Click Export and select Excel or PDF. The file will download automatically.
Figure 12.2: Exporting to Professional Formats
13. Real-Time Monitoring
Observe live attendance logs and device activity as they occur.
- Click the Monitoring logo on the dashboard.
- Click OK on the redirection prompt.
- View the real-time feed of transactions and device statuses.
Figure 13: Sentry Live Transaction Feed
14. Settings
The central hub for User Roles, Time Zones, Database configurations, and System Updates.
14.1 User Role
Create user roles and define specific access rights for different software operators.
14.2 Time Zone Settings
- 14.2.1 Creation: Click the Plus (+) sign, fill the settings, and click Save.
- 14.2.2 Edit: Click the Edit button on the target time zone.
- 14.2.3 Delete: Click Edit > Delete, type the Time Zone Code, and click Yes.
14.3 Holiday Settings
Search: Select date range and click Search.
Add: Click Add New, fill details, and Save.
Reflections are automatic.
14.4 Time Log Settings
Import and configure specific time log parameters for data synchronization.
14.5 Advance Features
Activate API, FTP, SMS Services, CS Form 48, and Sentry Clock. Click Activate Now; a re-login is required to view full settings.
14.6 Database Settings
Manage connection strings and server configurations for the Sentry database.
14.7 Check for Updates
Verify if your Sentry installation is running the latest version.
Figure 14.7: System Versioning and Updates