File Transfer

Setting Up a Free Local FTP Server for your Database and Easy Employee Check-In

Every organization has turn over. So naturally, your list of employees and their credentials is going to be updated frequently–especially with larger organizations. Maintaining this list and keeping it up to date is something that will be done with the access control system and doing it more than once can be tedious. To automate this process, it might be helpful to export that database to an FTP server that Cloud-In-Hand can grab at a regular interval. This can be done by downloading  and setting up a free local FTP server like FileZilla. Automating this process makes Employee Check-in a breeze since you won’t have to manage employee changes and badge updates once it’s set up. Here’s how to setup your free local FTP server and connect it to your Cloud-In-Hand account below:

Step 1: Complete the installation process and open up the FileZilla client. The FTP can be setup to always start when the computer starts if you prefer manually.

Step 2: You will be prompted with a window to set the hostname or IP address. By default, this should be “localhost.” The menu will also default the local administration port of “14147.” Both of these settings can be left alone. Right now, there is also no password set so you can leave this blank and press connect.

Step 3: Now, you’ve arrived at the main window. We need to set up users and the shared FTP folder which will be on your device. Select Edit in the top left and click “Users.”

Step 4: From this menu, select “Shared Folders” from the page menu on the left. Then, under the “Users” section on the right, press add. From here, type the name of the username you want to add and press “OK”

Step 5: After the user has been added, next designate the shared folder. Note, this folder will be on your computer and accessed via external connections through the FTP. It’s recommended to create a dedicated folder for this step somewhere on your computer–it’s not important where as long as you can access it. Under the “Shared Folders” section, press “add” and select the folder you have setup to be the shared folder then press “OK.” 

Step 5: With the folder setup, we’re ready to set the folder permissions for the user(s) you have created. Select the user you want to set permissions for and then select the shared folder you have added. From here, check the “Write,” “Create,” and “Delete” from the FIles and Directories menu to the right of the “Shared Folders” menu. 

Step 7: Once you have your user(s) and shared folder setup, press “OK” then proceed to connecting to the FTP folder.

Step 8: From here, we’ll use a client to connect to the FTP folder and access the files. This example uses a file manager program called WinSCP. Download this program or use your preferred file management system to enter in the FTP server settings. Once you’ve downloaded your file management system, open it up and add a new site. Set the File Protocol to “FTP” and Encryption to “No Encryption.”  If you’re connecting from the same computer the FTP server is running on, you can use “localhost” for the Host Name. Otherwise, if you’re wanting to connect to it from another machine, you’ll need to use the external IP address of the machine running the FTP server as the Host Name. To find this external IP address, you can simply google “What’s my IP address” from the computer where the FTP sever is running. Regardless, the default port should be 21. Last, type in the User Name for the user you set up earlier and press Save. Now the setup is ready to connect and upload employee roster files. You can simply drag and drop your Employee Database onto the FTP. Once a file is uploaded, you can check the folder you created from the original machine and see the file in that folder. If you’re having trouble connecting, ask your IT team about what ports are available to use.

Step 9: With the FTP Server setup and your connection successful, we’re ready to put the details into Cloud-In-Hand. Log into Cloud-in-hand, go to the accounts section, and select DB FTP. 

Step 10: All that is left to do is to put in the same credentials you used in your file management system to access the FTP. For accessing your FTP with Cloud-in-Hand you’ll need to use the external IP address mentioned in Step 8 for the FTP Server. If your FTP does not have sub folders then you can leave the “Root Path” section blank. The last part you need to fill out is the Member Database “File Name.” Make sure the file name on the FTP that includes your personnel names and badge IDs is the same as what you put into the Cloud-In-Hand web portal. If you plan to use stratus-io and Cloud-In-Hand for emergencies, you can also regularly upload your on-site database list and put the file name in the “Emergency Database File” section.  Finally, press save.

One last thing to mention… The FTP Server will automatically disconnect you by default after sometime of inactivity. To keep always connected, disable this by going to Edit > Settings > Clicking “General Settings.” From here, set the “No Transfer Timeout” setting to 0 and press “OK” in the bottom left. 

You're All Done

stratus-io  can be deployed anywhere, anytime. This how-to shows one of the many powerful Time and Attendance features, that is using an FTP Server for ease of updating the Employee roster database. Another popular feature provided to businesses by stratus-io Time and Attendance, is to keep track of who has been inside their facility and account for them at any time. By using stratus-io, businesses are able to continue to keep track of who has been inside their facility and account for them at any time. Free trials are available by clicking the button below. New features and functionality are being released all the time to ensure that your business is equipped to track personnel and collect the data you need.

stratus-io works with all your existing credentials as a great extension to your existing systems or can be used entirely on it’s own as an end-to-end solution. Deployment can be a headache. stratus-io powered by Cloud-In-Hand: Solutions Platform is a gamechanger. Deploy in hours not weeks. Get your free trial today and let us show you why we’re the best.