This feature is, for now, under beta test. It has been activated for only a few of our clients. If you don't see the following options in your backoffice, you may not be part of the beta test.
Access Monitoring 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 your studio’s receptionists to ensure a seamless flow, both for your members and your staff.
Scanner configuration
Step 1 - Order the scanner
Before monitoring the visits to your studio, you will have to order the scanner(s) that will be used to scan members' barcodes on their app
Note that the scanners are not included in the feature and their cost has to be covered by the studio
Here are the scanner references that can be used: Honeywell Genesis 7580g ou Newland FM3056
We recommend these references to ensure that the feature works properly. If you wish to use another reference, make sure to meet the following requirements :
Be able to read barcodes on screens
Be able to be plugged into the reception PC via a USB cable
The configuration of the scanner must allow a high-speed reading mode (otherwise the scanning will not trigger a visit but only the display of a text)
The configuration of the scanner must be able to allow the display of the following format after reading a barcode: "A+number" (for example A629658220923)
Please note that should you go for another reference than the recommended one, we can not guarantee that the feature will work properly
Step 2 - Configure the scanner
Follow the steps of the following documentation to configure your chosen barcode reader: Honeywell barcode scanner configuration or Newland barcode scanner configuration and check that it results in the display of the correct format
Access Monitoring configuration
Once the feature is available on your back-office, go to the Staff page in Settings
Step 1 - Create a receptionist role
If you do not have a role dedicated to the reception yet, click on "Add role" and name it. If you already have such a role, click on the Edit icon.
For the permissions, give at least the permission to "Perform access monitoring" in Navigation menu > Access Monitoring.
We also recommend permitting the "Access location visits history" to facilitate the receptionist tasks.
For the other permissions, please refer to our helpsheet on the permission details and select what better corresponds to the actions that you want to allow your receptionists to do.
Step 2 - Create a receptionist staff account
Each receptionist staff account will be able to monitor visits from a fixed place where a scanner and reception desk will be posted. You can create as many receptionist staff accounts as you have areas to monitor entry for.
For example, you may wish to create a receptionist staff account for the general entry of one of your studios, another one for the entry of a specific sub-part of the studio, and another one for the general entry of another studio.
To do so, click on "Add staff", name it, and enter the generic email and password that will be used when logging in to the computer placed at the entrance of the area.
Then select the "receptionist" role
In the Teacher restriction section, if wanted, apply restrictions on some of the teachers (for more information see our helpsheet on How to restrict the permissions granted to your staff accounts.)
In the Access Monitoring section, indicate here the area for which this access will monitor visits.
If the desk is at the general entrance of the studio, select the location/address of the studio and leave the establishment field empty (if empty, all establishments are considered selected by default)
If the desk is at the entrance of a specific area of the studio, select the location/address of the studio and the establishment(s) that belong to this area
Then click on Save. The receptionist staff account will be added to the list of staff accounts.
You can repeat this step as many times as you need receptionist access.
If you already have a receptionist staff account or if you want to edit the selection, click on the Advanced Settings button and update the Access monitoring selection.
Note that a receptionist staff account without at least a location/address selected will not be able to monitor entries.
Step 3 - Indicate the authorized timeframe for member entry
Members with a session starting soon (or that just started) in an establishment monitored by the receptionist access are allowed to enter, even when they do not meet all criteria for entry.
For example, a member who does not have any credit left on their pass but has a session starting in 30 minutes will be allowed to enter (being the last session booked with their pass)
By default, the timeframe for entry is less than 59 minutes before the session starts and less than 15 minutes after it has started.
If you wish to edit this timeframe, go to Access > Settings
Then enter the new timeframe to be taken into account and click on Save
Note that this setting is shared by all receptionist staff accounts : the member entry timeframe will be the same for all receptionists' accesses created via this back-office
Monitor visits
Now that the configuration is done, communicate the credentials for the receptionist staff account to your receptionists and connect the reception computers to the right access.
For your receptionists and you to learn more about how the Access Monitoring feature is working, please see our helpsheet on How to monitor access to your studio.