The Access Management overview allows admins to monitor all visitor entries with security features that include participant profiles, tracking child pick-ups, check-outs, account balances and entry blockers. You can easily refer to (and export) the access history by viewing the Access points report.
Before getting started, make sure your access point is ready!
How it Works
1. Overview of the Access Management Interface
The Access points menu lists existing access points to manage (or modify their Settings). Otherwise, click on the '...' icon to create a new access point, or to view the Access points report (a customizable summary of all visitor entries).
The Visitor check-in field is used to search by typing/copy-pasting a client's name or Amilia ID (an alternative to using a scanner).
The Check-in overview is a daily log of visitor scans. The Attendance tracking adds more features such as the ability to check-out, track child pick-up and add daily notes. However, Attendance tracking does not sync with attendance lists in the Activities tab or the Amilia mobile app.
The Visitor information displays a client's info, notes, and scan history. You can block entry and/or notify staff upon scanning their record.
Check-in Overview and Attendance Tracking Features
Does your access point include activities? Is access granted to membership or subscription holders only? Will you track check-outs and child pick-ups? Based on your needs, you can monitor visitors from the Check-in overview, the Attendance tracking table, or both!
🏆 Check-in Overview | 🏆 Attendance Tracking |
The default visitor log | Must be enabled in the Settings |
Tracks who was granted or denied entry | Adds the check-in/check-out, child pick-up, and Daily notes features |
Displays scan status (Success, Access Denied, Review account) | Displays Check-in/Check-out buttons but doesn't display scan status |
Doesn't list expected visitors nor updates activity attendance lists | Lists visitors expected for events occurring that day & updates activity attendance lists when they check-in |
Clears at 12 am Refer to the Access Points report for past dates | Clears at 12 am (including Daily notes) Refer to the Access Points report for past dates |
2. What to Expect when you Check-in/Check-out Visitors
There are 3 ways to scan visitors:
If you have a 2D scanner, simply scan their account barcode.
Use your keyboard and mouse in the Visitor check-in search field.
If Attendance Tracking is enabled, click on 'check in' or 'check out'.
You must use a 2D scanner or the Visitor check-in to check-in visitors using a membership/subscription or Multipass. This cannot be achieved using Attendance Tracking.
✔️Successful Check-in/Check-out
Visitors must be registered to at least one of the access types linked to the access point to be granted entry (i.e., check-in). Visitors can use a Multipass to register to an eligible drop-in upon arrival.
Attendance Tracking is required to use the check-out feature. A visitor must first check in before they can check out. A release password can be required at check out for child participants, to confirm the identity of the person picking them up. This can be activated under Account > Forms and enabled in the applicable child registration form. Set the Password to release custody of the child option to Visible or Required.
Scan or use the Visitor check-in field. For activities, you can refer to Attendance Tracking (if enabled) to check-in expected visitors for an activity occurring that day.
What to expect at Check-in
In the Check-in overview, the visitor's scan status reads 'Success'.
In the Attendance tracking, the Check in button turns into a Check out button.
The access type (i.e., event) and scan time are visible on both tables.
If entry is granted with a membership/subscription or Multipass, the visitor's record appears in Attendance tracking (if enabled).
What to expect at Check-out (Attendance tracking must be enabled)
In the Check-in overview, the visitor's scan status reads 'Success'. It's no different than when you scan the visitor upon entry.
In the Attendance tracking, the Check in button turns into a Check out button.
For child pick-ups (if enabled), you must select a person from the child's contacts.
The access type (i.e.,event) and scan time are visible on both tables.
If a release password is required to register for an activity, the password becomes visible to the admin when they click to check out the child.
🚫Access Denied
Visitors are denied entry if they aren't registered to at least one of the access types linked to the access point, and/or the option to 'Block entry if there is an unpaid balance' is enabled in the settings for all clients, and/or the option to 'Block entry at access point' is enabled for a specific client in the Visitor information.
What to expect when entry is denied
In the Check-in overview, the visitor's scan status reads 'Access Denied'.
In the Attendance tracking, the Check in or Check out buttons won't work.
The scan time is only visible from the Check-in overview, and the Check-in history in the Visitor information.
To proceed, the unpaid balance must be resolved (if applicable), or the 'Block entry at access point' disabled in the Visitor information (if applicable).
Scan the visitor again to check-in or check-out.
⚠️Review Account
Visitors are granted entry but admins are notified to review the account if the 'Notify at check-in if there is an unpaid balance on a visitor's account' setting is enabled, and/or the 'Notify staff at access points' is enabled in the Visitor information.
What to expect when you're notified to review an account
In the Check-in overview, the visitor's scan status shows 'Review account'.
In the Attendance tracking, the Check in or Check out buttons still work.
The access type (i.e., event) and scan time are visible in both tables.
The Visitor information appears. Add or remove notes if needed.
You don't need to scan the visitor again until it's time for them to leave.
3. The Visitor Information
In Access Management, a client's profile is available in the Visitor information. This card appears only when you click on their name, or when you are notified to review the account. Clients don't see the Visitor information.
The Visitor information allows admins to:
Jump to the client's account: Clicking a client's name in the Visitor information redirects you to their account in the Clients > Account members subtab. From there, you can quickly access their Client Billing.
Add/remove notes (optional): These notes remain until an admin changes or removes them. This is linked to the Admin note section in the client's account, meaning they can be viewed, modified, or deleted from both the Visitor Information or the client's account in the Clients > Account members subtab.
View the client's check-in history: You can see the last 5 scans of the client (from any access point). Click 'View more' to see the client's Account activity, a new page that displays their entire scan history, with filters to target your search.
Enable a notify and/or block alert: Unlike the 'unpaid balance' alerts that are activated from the access point's Settings, the alerts in the Visitor information can be enabled at any time, for any reason, and only apply to the specific client.
🚫 Block entry at access points: Upon scanning the visitor, an error message appears, and access is denied. Add a Block reason if this alert is selected.
⚠️ Notify staff at access points: Upon scanning the visitor, a message notifies you to review the account. Keep in mind this doesn't block access.
(These alerts can also be toggled from the Clients > Account members subtab.)
4. Frequently Asked Questions
1. Which admin permissions do I need to use Access Management?
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.
2. Do I have to enable the Attendance tracking feature?
By default, entries are recorded in the Check-in overview and display a visitor's scan status (Success, Access denied, Review account). You can check-in visitors and enable alerts, but other features require you to enable the Attendance tracking.
It provides an additional table to monitor visitor check-ins/check-outs and permits the selection of features such as tracking child pick-ups and the ability to check-out visitors who were granted entry with a membership/subscription or Multipass.
It's up to you if you want to enable Attendance tracking!
3. Which scanners do you recommend?
The scanner you choose must meet the following criteria:
Offers continuous scanning
Has a keyboard mode
Scans in 2D
Supports Bluetooth (for iPads, make sure the scanner is compatible. Most Bluetooth scanners are not compatible with iPads).
We recommend Epson, Motorola and Zebra
4. Can I check-in/check-out a client for multiple activities at the same time?
Scan or use the Visitor check-in field to select multiple activities at once.
In the Check-in overview, a successful scan appears for each event (i.e.,activity).
In the Attendance tracking, the visitor's Action button is updated for each event.
👉 You can't use the Attendance tracking to check-in/check-out a client for multiple events at once. You must click the Action button for each event individually. This is why we suggest using your scanner or the Visitor check-in field in this case.
5. How does the check in work if a client is using a Multipass?
If a client registered to an event using a Multipass prior to their arrival, they are granted entry like any other visitor who is registered to an eligible access type.
If a client uses a Multipass to register to a drop-in upon arrival, the activity and the Multipass must be included as eligible access types in the access point's Settings.
🎫 Here's what to expect:
You must scan or use the Visitor check-in field.
In the Visitor check-in window, select the Multipass and then select the client.
If only one drop-in class is available, the visitor is registered to that drop-in. If multiple drop-ins are available, you can select which one to register to.
A Multipass with limited passes will see one pass deducted.
If the Attendance tracking is enabled, the client's name will appear on the list of expected visitors and you can click the check out button when they leave.
6. What's the difference between the Daily notes in Attendance tracking and the notes section in the Visitor information?
Admin notes in the Visitor information is linked to the Admin notes section in the client's account. They only change when an admin updates or deletes them.
The Daily notes in Attendance tracking are relevant to that day, and disappear each morning at 12 am. Clients cannot see them. You can refer to past notes by viewing the Access points report and applying the Daily notes column.
Daily notes are based on the visitor, not the event. If a client appears several times in the Attendance tracking list (as is the case if they are attending more than one event that day), the Daily notes are identical for each listing.
7. What happens if a client wasn't checked out at the end of the day?
Visitors are automatically checked out at 11:59pm if it wasn't done already.
8. How does the Access points report work?
You can access the report in the Access Management tab by clicking the '...' icon in the Access points menu and selecting 'View access points report'. Otherwise, click the Reports > subtab and locate the Access points report in the Operations section.
Here are some of the report's characteristics:
Combines the data from all of your access points into one report.
Apply date ranges, columns and/or filters to personalize your report. Click on the download icon to export the data to Excel.
You can't export more than 30 000 lines of data (i.e., scans) at a time. If your date range captures over 30 000 scans, we recommend shortening the date range and exporting multiple reports.
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