Quick Start Guide for Dealer

Quick Start Guide for Dealer

Kalay Cloud VMS

Note

Audience: Dealer administrators who provision Clients, manage Technicians, and coordinate deployments | Time: 15—20 min for first Client + Technician setup | Outcome: First Client created, Technician assigned, handoff checklist completed

1. Your Role in the Ecosystem

Note

Vendor -> Dealer (you) -> Client Main -> Client Sub --- You create and manage Client organizations and Technician accounts. Clients manage their own sub-accounts and devices. Technicians handle field installation under your assignments.

Figure: Organization and role structure

Key Terms

• Client: a downstream customer organization you create and manage within the platform.
• Technician: a field installer account you create and assign installation tasks to.
• VMS Channel: a licensed slot --- each connected camera channel consumes one.
• Cloud Recording Plan: a cloud storage subscription, differentiated by retention days and recording mode (event vs. fulltime).

2. Before You Start

1. Dealer Account Activated --- created by your Vendor, email activation completed.

2. Resources Allocated --- VMS channels and cloud recording plans assigned by the Vendor.

Tip

Need help? Contact your Vendor administrator if resources have not been allocated to your account.

3. Getting Started --- Your First 15 Minutes

Follow these steps to log in, review your resources, create your first Client, and assign a Technician.

Step 1: Log In (1 min)

1. Open your activation email from the Vendor.

2. Click the activation, enter account email and paste default password.

3. Log in at your Kalay Cloud VMS URL.

4. Accept the cookie banner if it appears.

5. Wait for the Dashboard to load.

What success looks like: You land on the Dashboard with summary cards, left navigation, and the Management menu visible.

Step 2: Review Your Dashboard (2 min)

Dashboard Area	What It Tells You
All Accounts / Main / Sub	Total account count across your Client organizations
Cloud Recording Plan (Event)	Active vs. total for event-based plans allocated to your Clients
Cloud Recording Plan (Fulltime)	Active vs. total for continuous recording plans
VMS Channel	Active vs. total licensed channels --- check capacity before creating new Clients
Devices (lower section)	Breakdown by type and per-Client table with status

Figure: Dealer Dashboard --- note the “DEALER” badge and “All Client” device filter

Tip

Check VMS channel and cloud plan capacity before creating a new Client. If your quota is fully allocated, contact your Vendor.

Step 3: Create Your First Client (5 min)

1. Navigate to Management -> Clients in the left menu.

2. Click “Add Client” (top right).

3. Configure the Client organization (see field reference below).

4. Allocate Cloud Recording Plans.

5. Click Save, then create the Client Main account.

6. The Client receives an activation email automatically.

Client Configuration Fields

Field	Required	Notes
Company Name	Yes	Client organization name as shown in the platform
Logo	No	Brand logo for white-label display
Expiration Date	No	Leave blank for unlimited; set a date for time-limited contracts
Theme	No	6 color options or default
Custom URL	No	Dedicated web address; requires SSL certificate upload
Cloud Recording Plans	No	Set limits per plan type; leave blank to disable

Cloud Recording Plan Types

Plan Code	Mode	Retention	Contract
7/30	Event	7 days	30-day billing cycle
30/30	Event	30 days	30-day billing cycle
7/30	Fulltime	7 days	30-day billing cycle
30/30	Fulltime	30 days	30-day billing cycle

Caution

Plan types are subject to change based on project specifications. Confirm available plans with your Vendor before finalizing Client allocations. Screenshots in this guide may show earlier plan labels.

Client Main Account

After saving, an account section appears:

• Email (required) --- Client admin’s email address
• Name --- display name
• Mobile --- optional contact number
• LINE ID --- optional LINE account

Click ✓ to complete. The Client receives an activation email automatically.

Add Sub-Accounts (Optional)

After the Client Main account is created, you can optionally create additional sub-accounts for the Client:

• Sub-accounts have limited permissions.
• The Client Main account can also create their own sub-accounts after login.
• Use sub-accounts to delegate monitoring access to specific team members within the Client organization.

Figure: Clients page --- status, accounts, devices, plan allocation, assigned Technician

Step 4: Create a Technician and Assign a Task (5 min)

Technicians handle device installation and configuration for your Clients.

1. Navigate to Management -> Technicians.

2. Enter Technician information:

Field	Required	Notes
Email	Yes	Lowercase letters only
Name	Yes	Full name
Mobile	No	Recommended for field coordination
LINE ID	No	LINE contact for notifications
Remark	No	Free text: company, address, specialties

3. Click ✓ to save. The Technician receives an activation email.

Figure: Technician management --- email, name, contact info, “Assign Task” action

4. Find the Technician and click “Assign Task” -> “Create Task”.

5. Select Client, enter Project Name, set Start and End dates.

6. Click OK to assign.

Caution

Only one project per Client at a time. For multiple locations under the same Client, create a separate Client organization for each.

Task Status Lifecycle

Status	Meaning
Scheduled	Task assigned, not yet started
In Progress	Technician actively working
Completed	Installation finished --- timestamp recorded
Delayed	Past end date --- follow up with the Technician
Deleted	Task cancelled --- timestamp recorded

Task actions: Use Edit (✎) to modify task details. Use Delete (🗑) to cancel a task (confirmation required). Edit and Delete are only available on the most recent active task.

Figure: Technician task list with Create Task dialog

Step 5: Verify Setup (2 min)

• Return to Dashboard --- confirm the Client appears in the per-Client device table.
• Go to Management -> Clients --- confirm the Client shows as Active with correct plan allocations.
• Go to Management -> Technicians --- confirm the Technician appears with the assigned task.

Done! Your first Client is provisioned, and the Technician can begin device installation.

4. Ongoing Operations

After initial setup, your ongoing work is Client provisioning, Technician coordination, and customer handoff.

Customer Handoff Checklist

Before handing the environment to the Client, confirm:

✓	Check
□	Client organization created with correct name and status “Active”
□	Cloud Recording Plans allocated (or intentionally left blank)
□	Client Main account created and activation email sent
□	Technician assigned and installation task created (if applicable)
□	Devices visible on Management -> Device after Technician completes installation
□	Client Main Quick Start Guide shared with the customer admin

Tip

Handoff rule: Your job is done when the Client can log in, see their devices, and manage their sub-accounts. Day-to-day monitoring is the Client’s responsibility.

5. Troubleshooting

Client Cannot Access System

1. Verify Client status is “Active” in Management -> Clients.

2. Check that the Expiration Date has not passed.

3. Confirm the Client admin received and completed the activation email.

4. Test login with the correct Client URL (may differ if custom URL was set).

Technician Cannot See Task

1. Verify the task was created and saved.

2. Check Technician activation status (look for “Waiting for activation” label).

3. Confirm the associated Client is Active.

4. Verify task dates are current.

Cannot Create New Client

1. Check remaining VMS Channel and Cloud Recording Plan quota on the Dashboard.

2. If fully allocated, contact your Vendor for additional resources.

Device Not Appearing After Installation

1. Verify the Technician added the device (check task status).

2. Confirm the Client account is Active.

3. Check that the device is powered on and online.

4. Wait 2—3 minutes for system sync, then refresh.

Caution

When to escalate to your Vendor: Login fails, Dashboard does not load, expected data is completely missing, blank pages block a required task, or you need additional licenses. Include: your role (Dealer), exact page name, the Client/device in question, and a screenshot.

Next Steps

• Share the Client Main Quick Start Guide with each new Client for device verification and sub-account management.
• Share the Technician Quick Start Guide with assigned Technicians for device installation workflows.
• Use the handoff checklist in Section 4 as your repeatable process for each deployment.
• Monitor task statuses and follow up on any “Delayed” tasks.

Version History

Date	Description	Author
2025/11/12	Quick Start Guide for Dealer v1.0	Jonas Chen
2025/11/14	Add prerequisites and role structure	Jonas Chen
2026/03/20	Align to standard QIG structure	Louis/Jonas Chen