As visitors come and go, a lot happens behind your front desk so that it runs smoothly. From taking activity attendance, tracking child pickups, addressing unpaid balances, and verifying accounts are up-to-date; the Access Management feature helps you tackle a variety of tasks in just a few clicks.

We'll review how to establish your rules of entry by configuring an access point.

Has your organization already used Access Management?

An access point has 4 sections to configure: General, Access point settings, Attendance tracking settings and Access types.

The Name can reflect a program, activity, main location, time-period, etc. A single access point can track check-ins across multiple activities, private lessons, memberships (including subscriptions), multipasses, and facility bookings (with an invoice).

The Location field (optional) lets you pick a facility as the main location for the access point. In the Access points report, scans will be reported as taking place at this location. If none is selected, the Facility column will be blank.

You can activate alert notifications upon scanning a participant.

3 different sounding alerts are available for admins tracking check-ins from behind their computer and/or when visitors check-in by themselves from the Visitor kiosk:

Upon scanning a participant, this setting brings up the Visitor information for review. The visitor's scan status in the Check-in Overview will read 'Review account'.

This type of alert does not block entry.

Upon scanning a participant, this setting displays an error message, blocking entry. The visitor's scan status in the Check-in Overview will read 'Access denied'.

If enabled, attendance tracking provides the ability to check-in/check-out participants scheduled for activities occurring that day, update your activity attendance list(s), track participants that use a membership (including subscriptions) or Multipass for entry, and more!

At check-out, admins will be prompted to select an individual from a child's Contacts, who is responsible for picking them up when it's time to leave.

Participants with an eligible membership (including subscription) or Multipass may require entry without having previously registered to an eligible activity. Initially, they do not appear on the Attendance tracking list.

After the participant scans their name/ID to check-in, they are added to the Attendance tracking list and can check-out upon leaving the premises.

Select one or more activities, private lessons, memberships (including subscriptions), multipasses, and/or facility bookings (with an invoice) that apply to the access point. Visitors who don't possess a registration to at least one of the items selected will be denied entry. You can add or remove eligible items at any time.

You can limit entry based on the time an activity begins and/or ends.

Allow entry based on the day of the event means participants can check-in on the day of the event, regardless of when it starts.

Limit entry based on the event start time

Admins need the View and scan entries and Manage access points permissions. The View and scan entries permission is required, and the Manage access points option can be added for extra access to create and modify access points.

There is no limit! Up to 3 access points are visible from the Access points menu. If there are more, you can select one from a drop-down menu.

Delete an access point if it has never been used. Otherwise, you can archive it.

From the Access points menu, select the access point and click on Settings. Scroll to the bottom of the access point's configuration screen and click on the Archive button.

To unarchive an access point, click on the '...' icon from the Access points menu and then on the archived access point. Scroll to the bottom of its configuration screen and click on the Unarchive button.

Admins can use a scanner, their keyboard & mouse, or a variation of both when monitoring entries from the Check-in Overview or Attendance Tracking.

The only time a scanner is required is when using the client-facing Kiosk.

The scanner must meet the following criteria:

All participant scans are recorded in the Check-in overview. The Visitor information serves as a participant's profile and appears when:

👉 Remember, an account balance notification is enabled in the access point's setup. A notification for any reason is enabled by selecting 'Notify staff at access points' in the Visitor information.

The Kiosk feature is a client-facing screen meant to complement an unattended scanner where clients can scan their Amilia ID (from their virtual or physical membership card) and see on the Kiosk whether access is granted or denied.

Each scan is updated in real-time to the admin-facing check-in overview where administrators can then respond to participants who are denied access, who require review or need additional assistance.

Learn more about the client-facing Kiosk here.

Every client has an Amilia ID. It can serve as identification as well as proof of membership. Admins can view it in the client's account under the Personal Info section. Clients can see it in the Members section of their user account and in the Access Cards section in the Amilia app.

Yes! Instead of scanning the Amilia ID, you may scan your FOB. This is achieved by assigning custom membership numbers to your clients. Click here to learn more.

Access types pertain to your activities, memberships (including subscriptions) and/or Multipasses. Access is based on whether the participant has the eligible item rather than if they have an item that is valid for a set period of time.

However, you may create an access point that only permits entry to participants with a particular subscription.

In the Access points menu, choose an existing access point and then click the ... icon above to view the Access points report.

The report is housed in the Reports>Standard subtab in the Operations group.

Yes! Likewise, any admin notes written in the client's file in the Account members subtab will cross over to the Visitor information, including blocked access.

Attendance tracking allows admins to record check-ins/check-outs, child pick-ups and provides a Daily notes feature. It lists the visitors expected for events occurring that day and updates activity attendance lists upon check-in.

In Access Management, participants with medical information have a medic bag icon under their name record and more details are shown in the Visitor information. Contacts are found in the participant's file in the Clients>Account members subtab.

In the Amilia app, participants with medical information have a medic bag under their name record. Tap the icon to view the client's contact and medical information.

There aren't currently any automatic notifications or blockers to prevent someone from checking in more than once with the same membership. We've shared this improvement request with our development team.

Yes! Use the Attendance tracking to filter for participants who have checked in/checked out or still pending.

No. The only participants who can register for a drop-in directly at the kiosk are those with an eligible Multipass.

*Last updated in May 2024

Monitoring the Check-in Overview and Attendance Tracking

The Visitor Kiosk