The following logic applies for both manual entry and auto entry, please remember that:
Manual entry allows you to check member access validity in real-time and ensure that only authorized members enter your studio. Most important member information is quickly displayed to your studio’s receptionists to ensure a seamless flow, both for your members and your staff.
Auto entry allows your member to enter autonomously in your studio. This feature removes the necessity of manually controlling each entrance and enables your staff to focus on what is truly important.
Since everything happens under the hood, it is important for you to understand the logic of Access Control, to know when a member can enter and when they cannot.
Before reading this article, make sure you've set up everything correctly for Access Control to work.
See how your members can find there access credentials here.
The member can enter
For a member to be able to enter the studio we will check the following:
1 - Localisation
To make sure the member is at the right place, the system will check the localisation of the member. For manual entry and auto entry the method used is not the same:
Manual entry
Localisation will be based on the establishment linked to the staff connected. Only members with passes or bookings compatible with the staff's establishment will be able to enter.
Auto entry
If Geofencing is activated, we will first check if a member is in the security radius around the door they are trying to open.
If not, the door won't open.
If yes, we'll move on to the other checks.
This feature has to be activated, see how.
2 - Checking on the passes and subscriptions
Then we will check if the member owns at least one pass with Grant studio access activated.
If not, we'll move on to part number 3.
If yes, we'll move on to the other checks of this section.
Then we'll check if the pass is valid and active:
The check-in date must be inside if the pass validity period.
The pass shouldn't be blocked.
We strongly advise you to activate the feature Deactivate subscriptions when payments fail in order to block passes linked to subscriptions when a subscription is unpaid.
You can activate it in Settings> Billing.
The pass shouldn't be reverted (linked to a cancelled invoice).
If the pass is part of a subscription, the subscription should not be currently paused.
If the pass is restricted to certain times, the entry should be in the given day and hours.
3 - Checking on upcoming appointments
This feature has to be activated, see how.
If this feature is activated and the member did not validate the checks of section number 2, we will check if the member has an upcoming booking and this session is coming up in the indicated buffer time, then access will be granted
Valid status
If the member validates all the conditions above, they will get the green status:
For manual entry: it means the member can enter
For auto entry: it means the door will open
If the member has a booking planned before the end of the day, you will be able to see it in the Next Booking section. You can expand this section to see the name of the session's teacher and the number of the member's spot if applicable.
From here you can also see which pass the member is using and if necessary, you can open the member profile, or bill the member with a new item.
Warning status
In this case the member as validated all the previous checks to enter, however there are some warnings to be aware of:
the member has a session planned in an establishment not compatible with the zone that you are monitoring access for (manual entry only)
the member uses a pass not compatible with the zone that you are monitoring access for (manual entry only)
the member has a session in a compatible establishment but has an unpaid invoice or a negative account balance
the member has a session in a compatible establishment but does not have a pass
the member has recently changed their profile picture
The behavior is not going to be the same if it's for manual entry or auto entry:
Manual entry: An action is required on your part to regularize the member's status and address the warnings before letting the member enter or not.
Auto entry: The door will still open for the member. However, in the entry history you will see the warning status on the member.
Acknowledge and address warnings
This part is only meant for manual entry
All warnings will appear below the member information and can be addressed from here.
The warning regarding a recent change in the profile picture is the only exception and is displayed next to the member picture
To address this warning, please make sure that the member checking in is the same person as shown on the picture.
To do so, click on "See previous" and open the picture history. If you can confirm that the member matches their picture, click on "Validate identity". The warning will then disappear.
Once you have acknowledged all warnings and if you have addressed some or all of them, you can click on the button "Refresh status".
If all warnings were addressed and the status of the member has changed, you will be notified in the member information
Indicate if the member is allowed to enter or not
If the member has a warning status, you will have to indicate if the member is allowed to enter or not.
You can decide to allow a member to enter even if not all warnings were addressed, depending on the type of warning and your studio's policy.
To do so, either click on "Refuse entry" or "Allow entry"
From here you can choose to close or to stay on the member page if you want to continue seeing the member information and warnings.
For auto entry, "Allow entry" will be selected automatically.
Not valid status
This status means that the member doesn't have the right to enter.
Actions are required on your part and the member is not allowed to enter as long as warnings are not addressed.
What is expected from you is not the same if it's for manual entry or auto entry:
Manual entry: Check on why the member cannot enter and try to solve the situation.
Auto entry: The door will not open to the member.
From here you can address the warnings and refresh the member status as explained above, or communicate to the member that they cannot enter
Access history of visits
To see the history of all member's visits that day, go to Access and click on the Location Visits tab
If you are a receptionist of the studio, you will see all visits of members who checked in at your desk (only for manual entries, for auto entries you will see all entries).
If you are an administrator or owner of the studio, you will see the visits of all members who checked in at one of the studio's receptions.
The visit reason will indicate the name of the session the member came for. If there is no session, then it indicate "None".
From here you can open again the member's information by clicking on the button on the right
You will be then able to perform the same actions as mentioned above or go back to the visit history
Note that at the end of the day, the history will be refreshed and emptied. To have a full list of members' visits to your studio on a certain period, you can consult the report Access Monitoring in Reporting.