Quick Start Guide for Vendor

Quick Start Guide for Vendor

Kalay Cloud VMS

Note

Audience: Vendor administrators who manage dealer networks and allocate licenses | Time: 10—15 min initial setup, 5—10 min ongoing operations | Outcome: First Dealer created, resources allocated, ongoing workflow established

1. Your Role in the Ecosystem

Note

TUTK -> Vendor -> Dealer -> Client Main -> Client Sub --- Each layer manages only the layer directly below it. You create and manage Dealers. Dealers create Clients and Technicians. Client Main manages sub-accounts and devices.

Figure: Organization and role structure

Key Terms

• 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).
• Dealer: your downstream partner who provisions Clients and assigns Technicians for device installation.
• Activation Code: a TUTK-provided code that unlocks cloud recording plan quota in your account.

2. Before You Start

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

2. VMS Channel Allocation Visible --- licensed channels displayed in your dashboard.

3. Cloud Recording Codes Received --- activation codes obtained from TUTK.

Tip

Need help? Contact your TUTK account representative if any prerequisites are missing.

3. Getting Started --- Your First 10 Minutes

Step 1: Log In (1 min)

1. Open your activation email from TUTK.

2. Click the activation link, 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 / Dealer / Main / Sub	Total scale --- how many accounts exist across all layers
Cloud Recording Plan (Event)	Assigned vs. total per tier. Click “Add” to enter TUTK activation codes.
Cloud Recording Plan (Fulltime)	Same as above for continuous recording plans
VMS Channel	Assigned vs. total licensed channels --- check capacity before allocating to new Dealers
Devices (lower section)	Breakdown by type (Camera, NVR, Bridge) and per-Dealer table with status
Login chart (bottom)	Login activity --- useful for auditing, not required for daily setup

Figure: Vendor Dashboard --- summary cards (top), device breakdown (middle), login activity (bottom)

Step 3: Create Your First Dealer (5 min)

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

2. Click “Add Dealer” (top right).

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

4. Allocate VMS Channels and Cloud Recording Plans.

5. Click Save, then create the Dealer admin account.

6. The Dealer receives an activation email automatically.

Dealer Configuration Fields

Field	Required	Notes
Company Name	Yes	Dealer 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 partnerships
Theme	No	6 color options or TUTK default
Custom URL	No	Dedicated web address; requires SSL certificate upload
VMS License	Yes	Number of channels to allocate (cannot exceed your available quota)
Cloud Recording Plans	No	Set limits per plan type; leave blank to disable for this Dealer

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 TUTK before finalizing Dealer allocations. Screenshots in this guide may show earlier plan labels.

Creating the Dealer Admin Account

After saving, an account section appears:

• Email (required) --- Dealer admin’s email address
• Name --- display name in the platform
• Mobile --- optional contact number
• LINE ID --- optional LINE account for notifications

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

Additional Dealer Accounts

You can add multiple admin accounts per Dealer if needed. Use Edit (✎) to modify account information. Use Delete (🗑) to remove accounts --- deletion is only allowed if the Dealer has no Clients.

Figure: Dealer Management --- status, VMS channels (active/total), cloud plan allocation per Dealer

Step 4: Verify Setup (2 min)

• Return to Dashboard --- confirm the Dealer appears in the per-Dealer device table.
• Go to Management -> Dealers --- confirm the Dealer shows as Active with correct allocations.

Done! Your first Dealer is ready to create Clients and assign Technicians.

4. Ongoing Operations

After initial setup, your Vendor work is Dealer network management (your primary scope) plus escalation support (read-only downstream visibility).

Page	Permission	When to Use
Dashboard	Full Access	Health check: account scale, VMS capacity, cloud plan usage, login activity
Dealer Management	CRUD	Create/edit/deactivate Dealers, adjust allocations, check status and expiry
License Allocation	Full Access	Distribute VMS channels, enter cloud recording activation codes
Client Management	Read Only	Escalation only: verify Client record when Dealer reports an issue
Device Statistics	Read Only	Escalation only: verify device/owner/channel when issue is device-level

Routing Guide

• Capacity or health check? -> Dashboard
• Create, edit, or allocate a Dealer? -> Dealer Management
• Dealer escalated a Client issue? -> Client Management (read-only)
• Device-level escalation? -> Device Statistics (read-only)

Escalation Boundaries

Route issues to the correct owner:

Role	Owns
Vendor (you)	Dealer network, license allocation, platform health, escalation triage
Dealer	Client provisioning, Technician assignment, customer handoff
Client Main	Sub-account management, device visibility within their organization
Client Sub	Day-to-day monitoring within assigned scope

Tip

If you are regularly checking Client or Device pages from the Vendor account, the issue is likely better resolved by the Dealer directly.

5. Troubleshooting

Dealer Cannot Access System

1. Verify Dealer status is “Active” in Management -> Dealers.

2. Check that the Expiration Date has not passed.

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

4. If all above check out, escalate to TUTK support.

Client Not Appearing in Client List

1. Confirm the Dealer actually created the Client (Vendor has read-only access).

2. Check Client status (Active/Inactive) via Management -> Clients.

3. Use search to locate by email or name.

4. Contact the Dealer to confirm Client creation.

License Allocation Issues

1. Check total purchased licenses on the Dashboard (VMS Channel card).

2. Compare Assigned vs. Total across all Dealers.

3. Ensure no single Dealer is over-allocated.

4. If quota is exhausted, contact TUTK to purchase additional licenses.

Next Steps

• Share the Dealer Quick Start Guide with each new Dealer to set up Clients and Technicians.

Version History

Date	Description	Author
2025/11/12	Quick Start Guide for Vendor v1.0	Jonas Chen
2025/11/14	Add prerequisites and role structure	Jonas Chen
2026/03/20	Consolidate structure	Louis/Jonas Chen