Access Control in detail 💡

Access Control is the most powerful tool that is at the disposal of clubs and gives them the power to manage the members' entries, dictating when and how people are allowed to have access to different types of services. Using the rules for Access Control gives the ability to allow members to have access to the club at a specific time or day of the week.

To help you understand...

Imagine Tags as a digital key and Access Control as the keyhole that will open the doors when the right one is used in the right conditions. 

WHERE TO CONFIGURE ACCESS CONTROL ?

The main core settings are located in the SETTINGS menu in the Access Control tab. In this section you will find three different tabs: Zones, Entry point, Alerts.

These tabs in a few words ...

CONFIGURE THE ZONE

The Zone is where you set every access right, and the settings within the Zone are related to the Standard/Exceptional opening times, the accepted memberships and some more that we will see in detail just below.

More information on the Zone configuration can be found here

Standard Opening times

The title of this subsection may take to the wrong conclusion ; here you won't have to set the Opening hours of the club, instead this is the time frame where the Reader will be active.

It is crucial to have a 24 hours’ time frame, e.g. if the staff need to access earlier than the public opening time they won’t be able to if the reader is active later on. You will be able then to set the members at which hours they will be able to access through the accepted membership subsection.

Important

It is best practice to give a standard opening time 24hr which doesn't mean that the club must be open for that period of time but is when the reader is active. The member access hours are managed in the accepted membership section.

Exceptional times

Exceptional times are not used too much, it is mainly used for when the club is closed, but it’s probably easier to use the standard opening times closing the days the club will be shut.

Accepted memberships

In this subsection will be set the tags that will grant access to the Zone, the main one is Pass, in this way when a card is read access control will check the related member file and if the latter contains the pass Tag, access control will grant access. It is useful to keep in mind that the fewer keys are specified in the accepted membership subsection less work will be needed. E.g. It is not necessary to have 2 tags that give access to the same zone at the same time or if other restrictions are not set, it will only make things more difficult.

To add a new one, just click on +ADD MEMBERSHIP, selecting a tag, select hours and add potential restriction for the tag finally  click on SAVE.

For networks of club, it can be useful to set restriction based on the site, to avoid access to members of the same club network but of a different branch.

Good to know

Restriction conditions can be set for specific types of memberships, as an example, off-peak memberships can give access just at certain hours in the day.

Restriction conditions can also allow certain members to book for sessions online and have access to them within a range of time.

More information on restrictions by club can be found here

Inlet Flow (Units)

The settings included in this subsection will let you control the units for the online booking. In this section it will not be set who can and who can’t have granted access, that is set in accepted memberships.

More information on the Intel Flow can be found here

Entry Rules

If you want to add additional unit costs when the member stays longer than a set amount of time you need to tick the box Output Flow, that will give you the ability to deduct for example an additional unit every 60 minutes.

More information about output flow can be found here

CONFIGURE THE ENTRY POINT

Important

Within Entry point settings, it is important to make sure that all the readers must be set in the same way or not to grant different level of access.

Under the Entry Point tab for some clubs you will find different turnstiles or doors, each of them will have different rules that are managed in Entry point, E.g. one door will grant access only to female members, or if there is a class that need to be booked in a separate room in entry point you will find all the settings that will allow the clubs to grant access to that room just to members who have that class booked.

More information can be found here

ALERTS

An alert can be assigned manually or automatically to a member for various reasons: a missing mandate , a member in debt, personal belongings forgotten at the club, etc. There are several types of alert to deal with these different situations. Also, if you want to set automatic alert you can contact your Xplor Gym Implementation manager who can create it. 

More information about manual alerts can be found here

Here it is possible to set a list of reasons for blocking and lists of incidents. To set the lists, select Amend list.

ENTRY RIGHTS

What you need to know about Entry Rights ...

When a member book an activity online, one unit will be granted to pass access control, the list of activities and the time frame when it is allowed is set in Entry rights -> Entry token , clicking on the row and clicking on the Access subsection you can set how much time prior to the beginning of the session they can access and how much time after the session is started.

There are basically 2 different units, the one that is obtained booking online and the one that will grant the access through access control in the specified range of time, it is set like that because a single access to a session can cost more that one unit for example.

More information on how to solve issue with member access can be found here

TO GO FURTHER - ACCESS CONTROL AS A SOURCE OF USEFUL INFORMATION

Access control is also able to give back some statistics based on the entries that the club had in a certain period of time.

Go to Management/Entries:

It is also possible to add an indicator in the Dashboard clicking in the configure button and clicking the plus button.

More information on how to see member’s entries can be found here

LISTS

Under the List subtab you can find a List of all the members that entered the club, that list can be filtered and exported.

CLUB SCREEN

As well as for statistic data, Access Control can give useful information on the go.

When the club screen is set you will be able to see different type of information about the members that are swiping their cards.

The basic information is:

• Member's name and first name
• Photo 
• Member's status : prospect/ active member/ lost member/ excluded member  
• Entry point and entry time 
• The used membership to enter and its expiry date. 

But also additional information added to the member file other than a background colour that quickly helps to understand the outcome of the card swiping.

More information on how what can be controlled on club screen can be found here

PUBLIC SCREEN

The public screen is for the member who swipes their Entry Pass. It complies with GDPR standards on data protection.

More information about how to view members' entries can be found here.