Quick Tips

1. Go to the app store on your device (Apple App Store, Google Play etc.) and download the Microsoft Power Apps mobile application by searching for 'Power Apps'
2. Once the app has downloaded, login using your University Login details (uun@ed.ac.uk and password)
3. Within Power Apps, search for either the 'UoE Entry and Exit' app (available to all staff and students) or the 'Building Occupancy' app (available to security and building staff only)
4. Click on the ellipsis next to the app (...) and choose 'Add to Favourites'
5. Click on the app to enter

The Entry and Exit app is available to all staff and students and allows them to record their entry and exit to a building. The app will notify a user if they forget to log an exit and highlights any missed exits. Users will only see their own data when using the app.

1. When the application is launched for the first time, a welcome screen displays the following:

• The 'Entry & Exit' app name
• A (+ sign) as the Add New Entry button
• Guidance and welcome text
• A (cog wheel icon) Settings button that navigates to the app Settings screen
• A (spanner icon) Help button that navigates to the Help screen
• A (document icon) Policy button that navigates to the Privacy Statement screen
• An (x sign) Exit button enabling the app to be closed

2. When it comes to entering a building, click on the (+ sign) to add a new entry, ensure your name is pre-populated, then enter all of the requested information:

• Your mobile number
• Select the building (by browsing or searching for both building name or address)
• Entry date and time (pre-populated with time app was opened)
• Expected exit time (pre-populated with 3 hours from now, select new time if different)

Then click the (tick icon) in the top right hand side of the screen to save your entry.

3. After logging a new entry the app will redirect to the home screen, displaying the icons listed in step 1 above, plus the following:

• A (circular arrow icon) Refresh button that loads the latest data into the application​​​​
• A (double arrow icon) Sort button that changes the order of the list
• A list of any building entry/exit records the user has recorded in the last 3 days
  • Entries with a white background highlight the current building entry
  • Entries with a light pink background highlight entries that have been correctly exited, displaying the actual exit time
  • Entries with a dark red background highlight missed checkouts, where a person has passed their anticipated exit time but not signed out

To update a missed checkout entry, select the record, update your exit time, then click on the (tick icon) in the top right hand side of the screen to save your entry.

4. When it comes to exiting the building, select the current building entry to access the data. You have the option to edit:

• Your contact number
• The chosen building
• The entry date/time
• The anticipated leaving date/time
• The actual exit date/time

Or you can click on the 'Set Now as Exit Time' button which automatically populates the actual exit date/time with the current date/time. Click on the (tick icon) in the top right hand side of the screen to save your entry.

If you have not logged your exit on the app at the expected exit time, you should receive a reminder email to notify you 30 minutes after the expected exit time has passed.

Access to the Building Occupancy app requires approval and will be limited to authorised security and building staff. For those with approved access the app provides real time information on building occupancy and visual warnings when a building is approaching maximum capacity. The application provides details of who is in each building and their anticipated leaving time.

1. When the application is launched for the first time, a welcome screen displays the following:

• The 'Building Occupancy' app name
• A (circular arrow icon) Refresh button that loads the latest data into the application
• A real time count of the total number of people in all buildings
• The number of buildings using this app
• A list of buildings using this app, showing:
  • A count of how many people are currently in each building
  • If the building has a maximum capacity set, highlighting % occupancy
  • If the building occupancy exceeds 75% then the building name entry is highlighted in dark red
• A (screwdriver and spanner icon) Help button that navigates to the Help screen
• A (document icon) Policy button that navigates to the Privacy Statement screen
• An (x sign) Exit button enabling the app to be closed

2. To see more detail, click on a building name entry to show the building screen, which will display the following:

• The name of the building
• The address of the building
• The number of people currently in the building
• The capacity of the building
• The percentage occupancy of the building
• A list of people in the building

Any person who has passed their anticipated leaving time but not logged an exit will be highlighted in dark red.

3. If a person is selected from the building screen list, then the person screen is displayed, showing their contact telephone number and other read only information of the person’s entry log.