This article gives guidance to Residence Administrators and staff about granting access to the KxWelcome Application:

• Residence Administrators will find guidance on adding staff members
• Staff will find information on installing the KxWelcome Application on their computers

KxWelcome installation and access requests process

Workflow diagram

Here below you can see a mermaid diagram representing the whole process.

Please note:

• The alternative description of the diagram here below contains active links to the article or the section mentioned in the picture
• Select the image to open a bigger version of the same

 

Alternative description of the diagram

Step 1 - Ticket Assignment

A ticket requesting KxWelcome Installation & Access for a staff member is assigned to ServiceDesk.

Step 2 - Authorisation Check

ServiceDesk checks if the person making the request is on the list of authorised persons as published in the article KxWelcome: requesting Installation Rights (section 'Staff members that can grant an Installation Rights request')

Step 3 - What happens if the requester is or is not part of the staff members who can grant an Installation Rights request

If Yes:

1. ServiceDesk enables application installation rights as explained in the article KxWelcome: requesting Installation Rights (section 'What to do whether a request comes from one of the staff members listed above or not')
2. ServiceDesk informs the requestor that they can install KxWelcome, but they will not be able to use it until app access is granted and implemented by the Residence Manager, as described in the section 'Installing KxWelcome Application'
3. ServiceDesk reassigns the ticket back to Occupancy Management and ensures they are aware they need to enable the user’s access to the application.
4. The Residence Administrator grants application access rights as described in the section 'Residence Administrator - How to add a new account'of this article.
5. The Residence Administrator informs the user they can install and access KxWelcome as explained in this article (section 'Installing KxWelcome Application')
6. The ticket can be reseolved

If No:

1. ServiceDesk resolve the ticket and inform the requester about who needs to make the request. The list of authorised staff members is published in the article KxWelcome: requesting Installation Rights

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Residence Administrator - How to add a new account

This section is for KxWelcome administrators. Only KxWelcome administrators within the Residence team can add new accounts. 

Step-by-step instructions

1. Open the KxWelcome Desktop application and go to:
   
   1. File 
   2. Configuration 
   3. Security 
   4. Users
2. Press the +New button in the top-left
3. When adding the new account:
   
   1. User Name = soton\zzz2n12 (where zzz2n12 is the staff member's username)
   2. Logon Type = Domain Authentication
   3. Area Access: at least one checkbox needs to be checked
   4. Permissions: at least one checkbox needs to be checked for the user to be able to log in
4. Press the OK button when finished

Staff member should appear in the Active Directory group, jfSW_RoomServiceClient_Prod_SCCM. Ask the staff member to log into KxWelcome to confirm if they can log in or not - if not, raise a ticket to ServiceLine.

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Installing KxWelcome application 

Installing the KxWelcome application does not automatically grant usage rights, as installation and usage permissions are separate. 

Only a residence team leader can grant rights to use the application.

If the application is installed without these rights, it will automatically close upon launch.

To request access, contact a Residences team leader. 

Step-by-step instructions

If you are using a University computer that has no KxWelcome desktop application installed, please follow the instructions below:

1. Select the Software Center icon available on the desktop or from the start menu of Windows:
    
   
   
2. Search for KxWelcome
3. Select KxWelcome
4. Press the Install button
5. After the installation is completed:
   
   1. Go to the Search bar near the Windows Start button
   2. Enter KxWelcome:
      
      
      
6. The latest version of KxWelcome should appear. Select it to run the application

If you see no results when you search for KxWelcome, please raise a ticket with ServiceLine.

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Getting IT help

If you need help, please contact ServiceLine or visit one of our Tech Hubs.

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