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 to your studio’s receptionists to ensure a seamless flow, both for your members and your staff.
Before monitoring access to your studio, please make sure that you have correctly configured the feature by following the steps of our helpsheet on How to configure Access Monitoring and that you are logged in to the reception desk with the according receptionist staff access.
Note that if you are logged in as an administrator or owner of the studio, you will not be able to scan members, but you will always have access to the live list of members' visits in the History of visits page detailed below
Scanning members
With the scanner
Make sure that the scanner is plugged into the computer and has been configured following the steps of the Honeywell barcode scanner set up or the scanner Newland FM3056
Then go to any page of the back-office
Note that the members' bar-codes cannot be scanned if your active tab is not a tab of the back-office (for example any Google page)
The members checking in at the reception desk can now scan their bar-codes visible on their studio app in the Profile tab
Tips to optimize the scanning :
barcodes are detected more easily by the scanner when they are compact i.e. not too zoomed in on the screen
if possible, avoid placing your mouse cursor in an active text field in the back-office
Each time a member scans their bar-codes, you will see a notification indicating the member's name and entry status. If you wish to see more information about this member entry, click on "Open".
Without the scanner
If the member does not have access to their cellphone or if you are having issues with the scanning of the barcode, you can trigger the member visit manually either by :
Searching for a member in the search bar
From any page of the back-office, click on the member search bar on the top right of your screen
and search for the member's name or email. Then on the list of results, click on "Member entry" next to the member name
You will see a notification indicating the member's name and entry status. If you wish to see more information about this member entry, click on "Open"
Searching for a member in the Member Visit tab
First, on the navigation menu, click on "Access" to open the Access Monitoring page in a new tab.
Then on the Member visit page, click on the member search bar and search for the member name or email.
On the list of results, click on the right member. The information about this member visit will now appear on the same page.
Monitor members information
Once a member has scanned their barcode or you manually trigger their visit, the member information about their visit is visible on the Member Visit page in Access
The member can have one of the following statuses :
Valid
No actions are required on your part, the member does not have any unpaid item, owns a valid pass with remaining credits, or has a session happening on the timeframe allowed (see step 3 of our helpsheet on How to configure Access Monitoring), and is allowed to enter.
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.
Once you have all the necessary information, you can close the member page or wait for the next member to scan in.
Warning
An action is required on your part to regularize the member's status and address the warnings before letting the member enter or not.
Acknowledge and address warnings
Warnings can be for example :
the member has a session planned in an establishment not compatible with the zone that you are monitoring access for
the member uses a pass not compatible with the zone that you are monitoring access for
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 with remaining credits anymore
the member has recently changed their profile picture
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.
Not valid
Actions are required on your part and the member is not allowed to enter as long as warnings are not addressed.
Warnings can be for example :
the member does not have a pass with credits left
the member has unpaid invoices, a negative account balance, unpaid appointments
and no session planned in an establishment compatible with the zone that you are monitoring access for
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.
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 be indicated if the member checked in during the allowed timeframe defined in the settings (see step 3 of our helpsheet on How to configure Access Monitoring)
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