The Access Control report shows you every time a client presented themselves at your studio, whether the check let them in, and what the staff did about it. It is the record of who came through the door and when.
New to Reports? How to use a Report covers the buttons and controls.
It helps you answer questions like:
How many people came through the door last month, and how many different clients was that?
Which hours of the day are busiest at reception?
How often is someone turned away, and why?
How often does my team let someone in whose pass or payment was not in order?
Which venue or which door gets the most traffic?
Who checked this client in, and what pass were they using?
What this report replaces
This report replaces the back-office Access Monitoring report.
Before you read the numbers
The reporting period. The date range filters on when the visit was recorded at the door or at reception. The default is the last 6 months.
The comparison. Each KPI box compares the period you have selected against the equivalent earlier period.
What a row means
One row is one access check: one client presenting themselves once. A client who comes twice in a day appears twice.
The KPIs
KPI | What it shows |
Number of Visits | How many access checks were recorded in the period. |
Number of Clients | How many different clients those visits came from. |
Refused Entries | Visits where the client was turned away. |
Status Overrides | Visits where the check concluded the client was not valid, and staff let them in anyway. |
💡 Status Overrides is the number worth watching. Every one of them is a client who came in on an expired pass, an unpaid invoice or no booking, and it is the gap between what your rules say and what happens at the desk.
Columns
Column | What it shows |
Client Name | The client who presented themselves. Click the name to open their profile in the back office. |
Visited On | When the visit was recorded. This is the date the reporting period is based on. |
Client Email | The client's email address. |
Client Phone Number | The client's phone number. |
Client Gender | The client's gender. |
Client Membership Id | The client's membership number, as you set it. |
Visit Hour | The hour of the day the visit was recorded, from 0 to 23. |
Venue Names | Every venue the visit granted access to, in alphabetical order. One check often opens access to several. |
Venue Address | The street address of the venue the visit is attributed to. Where a check covers several venues, this is the first of them alphabetically. |
Visit Reason | The booking that justified the visit. Blank when the client had no relevant booking at the time of the check, which is the case for roughly six visits in ten. |
Initial Access Status | What the check concluded when the client first presented: Valid when nothing blocked the visit, Warning when something needed attention, Not valid when access should have been denied. |
Updated Access Status | The status after the client fixed what was blocking them during the visit, by buying a pass or settling an invoice at the desk. Blank when nothing changed. |
Access Status | The final conclusion of the check, after any action taken during the visit. |
Admission | What your team actually did: Entered, Refused entry, or Not specified when no decision was recorded. This is separate from Access Status, since staff can admit a client whose status is not valid. |
Client Pass Name | The pass the check relied on, meaning the one the client would use to attend. Blank when the client held no pass the check considered relevant. |
Staff Email | The staff member who recorded the visit. Blank when the client checked themselves in at a door. |
Control Type | How the check was run: Access Monitoring when a staff member checked the client in from the back office, Self Service when the client checked themselves in at a door. |
Door Name | The door the client opened. Blank unless the visit went through a connected door. |
Door Distance Meter | How far the client's phone was from the door, in metres, when it opened. |
Location Name | The location the venue belongs to. Blank when the venue is not grouped under a location. |
⚠️Warning on Initial Access Status does not mean the client was turned away. It flags something that needed attention, such as an unpaid invoice or a pass about to run out. Use Admission to see what was decided.
Filters
Filter | What it does |
Client Email | One or more specific clients, by email address. |
Access Status | Visits whose final conclusion was Valid, Warning or Not valid. |
Admission | Visits where the client Entered, was Refused entry, or where nothing was recorded. |
Initial Access Status | The conclusion the check reached before anything was fixed at the desk. |
Control Type | Access Monitoring for desk check-ins, Self Service for door check-ins. |
Visit Reason | Visits justified by a particular booking. |
Venue Names | Visits granting access to one or more specific venues. |
Door Name | Visits through one or more specific doors. |
Location Name | Visits at venues in one or more specific locations. |
Visit Hour (0-23) | Limits to visits recorded within a range of hours. Set 6 to 9 for the early-morning crowd. |
Client Pass Name | Visits where the check relied on a particular pass. |
Staff Email | Visits recorded by one or more specific staff members. |
Group By
Group by | Use it to answer |
Visited On | Whether footfall is growing. Choose the step: day, week, month, quarter or year. |
Client | Who your most frequent visitors are, and who is being refused repeatedly. |
Initial Access Status | How many people arrive with something wrong before it gets fixed at the desk. |
Access Status | The split between valid, warned and invalid checks. |
Venue Names | Which sites get the most traffic. |
Admission | The overall split between people let in and people turned away. |
Control Type | How much of your check-in happens at the desk against at the door. |
Door Name | Which doors are actually used. |
Visit Hour | Your busiest hours, which is the view to use for staffing reception. |
Location Name | Traffic by location rather than by individual venue. |
Grouped rows give you:
Summary column | What it measures |
Number of Visits | How many access checks fall into the group. |
Refused Entries | How many of those visits ended with the client turned away. |
Status Overrides | How many were let in despite the check concluding they were not valid. |
Refusal Rate | The share of those visits where the client was refused entry. |
Override Rate | The share where the check said not valid and the client was let in anyway. |
Matching your old back-office report
Studio Access
Where your old columns are now. A / means the column does not exist on that side.
Name of the column in legacy reports | Name of the column in legacy Excel file export | Name of the column in the new report (and downloaded file) |
First name | First name | Client Name |
Last name | Last name | Client Name |
Client Email | ||
Telephone | Telephone | Client Phone Number |
Sex | Sex | Client Gender |
Member ID | Member ID | Client Membership Id |
Date of visit | Date of visit | Visited On |
Time of visit | Time of visit | Visited On / Visit Hour |
Location | location | Location Name |
Address | Address | Venue Address |
Establishment | Establishment | Venue Names |
Visit reason | Visit reason | Visit Reason |
Authorization status | Authorization status | Initial Access Status |
Updated status | Updated status | Updated Access Status |
Admission | Admission | Admission |
Door ID | door_id | / |
Door name | door_name | Door Name |
Door distance (m) | door_distance | Door Distance Meter |
Studio | Franchisee | / |
/ | / | Access Status |
/ | / | Client Pass Name |
/ | / | Staff Email |
/ | / | Control Type |
What's different
Date and time are now one column. The old report had a separate Date of visit and Time of visit; here Visited On carries both, and Visit Hour gives you just the hour for filtering and grouping. If you need them as two separate columns in a spreadsheet, see Splitting date and time in Excel.
The time-of-day window is now a filter. The old report let you narrow to a range of hours across every day in the range. You can instead use the Visit Hour (0-23) filter instead, which can also be grouped on.
Four columns are new. Access Status shows the final conclusion of the check, where the old report only gave you the initial one and the update. Control Type tells you whether the check happened at the desk or at a door, which the old report never distinguished. Client Pass Name and Staff Email are also new.
First name and Last name are merged into the single Client Name column.
Downloading
The download gives you exactly what you are looking at: your columns, your filters, your date range, and the summary view if you are grouped. Available as Excel, CSV or PDF.
Data freshness
On Report pages, data is refreshed on an hourly basis.
Permissions
Access follows your existing back-office report permissions. Everyone who can see this report sees every venue in your company; use the Venue Names filter, or group by Venue Names or Location Name, to narrow it down to one site.
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