Check-in/Check-out your Clients

 

To facilitate using Access Management, we encourage your clients to download the Amilia app for quick access to their Amilia ID; which is used to identify each participant.

In the case of memberships, clients may opt to use a printed membership. In the event a client does not have a physical membership on hand or the Amilia app, administrators can enter the Amilia ID manually. 

First, create your access control(s). When completed, several actions are available:

  • Kiosk: Grant entry to your facilities. A scanner is required.
  • Monitoring: Grant entry, monitor client balances, activity check-ins/check-outs, track child pick-ups, and update attendance lists. A scanner is optional.
  • Overview: Summarizes registered activity participants, who has arrived and who has left at the end of an activity. Manually check-in/check-out using a keyboard and mouse.

Each action offers a unique way to manage access to your facilities. Click below to learn more about which one best suits your needs.

 

How it Works

1. The Kiosk

2. Monitoring

3. Overview

4. View Reports and Attendance lists

 

1. The Kiosk

The Kiosk is a client-facing screen that was designed with sports centers in mind. Organizations can set up an unattended scanner where clients simply scan their Amilia ID from their virtual or physical membership card and see on the kiosk screen whether access is granted or denied.

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Setup

To use the Kiosk, you may configure your access control in the following way(s):

  • Add memberships and/or activities. 
  • Block access for participants with a balance, or participants blocked by admins. 
  • NOTE: The Kiosk records a list of all those who have scanned their Amilia ID. It does not perform the Check-In/Check-out function, nor the Track responsible function.

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Along with your 2D scanner, you must set up a computer and screen to be made available to your customers. Click here to consult a list of scanners we recommend.

Once you're ready to start tracking entry, click on Kiosk in your control and click your cursor in the 'Scan your Amilia ID' field to start scanning!

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What to Expect (Access Status)

When the Amilia ID is scanned, the participant's name, photo (if applicable), membership expiry date (if applicable) and their access status appear on the Kiosk screen. 

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  • Access Granted: A large green checkmark appears, allowing clients entry to your facility. They must have a required active membership and/or be enrolled in an applicable activity. The activity attendance list is updated. 
  • Access Denied: A large X appears on the screen. Reasons for refusal vary from whether the client has a balance (if configured), was blocked by an admin or doesn't meet the membership/activity requirements. To block individuals, toggle the option in the 'Admin Notes' section of the client's profile. Admin intervention is required for access to be granted.
  • This code does not exist: An exclamation point appears when an invalid Amilia ID is entered. Admin intervention is required. If the Amilia ID is valid, try scanning again.

NOTE: Leaving the Kiosk screen logs you out of Amilia. This measure was put in place to prevent your clients from accessing your Amilia back-office.  This is why we suggest hosting the Kiosk on a separate terminal.

The administrator (from another computer) can view and manage the access log by clicking the Access Management module and selecting the Monitoring action via the control.

 

2. Monitoring

The Monitoring subtab is suitable for any type of organization and is the principal screen used to view all entries, check-ins/ check-outs, balances, and activity or membership details in participants' accounts. Administrators are present at the front desk and use a scanner or their keyboard and mouse to input Amilia ID's when clients arrive at the premises.

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Setup

The Monitoring subtab is available for all control types. Configure your control(s) in the following way(s):

  • Add memberships and/or activities.
  • Block access for participants with a balance, or participants blocked by admins. 
  • Check-out participants as they leave the premises.
  • Track responsible if you want to keep track of individuals responsible for picking up a child. The check-out option must also be enabled.
  • NOTE: Controls linked to memberships only cannot perform check-ins/check-outs nor track child pick-ups.  Only the membership's name, date and time the Amilia ID was scanned is tracked in the Monitoring subtab.

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You may use a 2D scanner or stick with your keyboard and mouse. A separate terminal is not required as participants will be facing the administrator responsible for scanning or entering the Amilia IDs into the system.

 

Using the Monitoring Interface

Click the Monitoring action to monitor access to your premises per control. A record of each entry you make for that control via Monitoring, Overview or the Kiosk appears in this subtab. It is the principal interface used to manage access and generate reports.

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  • By default, only the entries of the current day are displayed. To view previous entries, change the Start date or use the Add a filter drop-down menu.
  • Click Operations to generate access reports.
  • Once an Amilia ID is scanned or typed in, the entry appears in the Monitoring log.
  • Click the participant's name to jump to their account in the Clients tab.

 

How the Check-In/Check-Out Works

Click on Lookup to search by name or email. Click your cursor once in the field before scanning or typing an Amilia ID:

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Monitoring access with a control that includes memberships only:

  • The subscription is valid if the participant holds an applicable membership.
  • There is no check-in or check-out option for memberships. If the control includes an activity, you can choose to record entry for either the activity or the membership.
  • The entry record appears in the Monitoring log.

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Checking-in with a control that includes an activity:

  • The subscription is valid if the participant is enrolled in an applicable activity.
  • Check-in to record the date and arrival time. The entry appears in the Monitoring log.
  • If a participant is enrolled to more than one applicable activity that takes place on the same day, click check-in for one and scan again to check-in for the other.
  • The activity's attendance list is updated. 

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  • Amilia alerts you if a participant is not enrolled in an applicable activity.
  • The record is also saved in the Monitoring log.

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Checking-out with a control that includes an activity:

  • You must first have checked the participant in to be able to check them out.
  • The record is saved in the Monitoring log.

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Track Responsible when checking-out from an activity:

  • The Check-out and Track Responsible options are toggled in the access control.
  • You must check-in the participant to be able to check them out.
  • Upon checking out, a box appears listing the Primary, Secondary and Emergency contact(s) found in the child's profile under the Account Members subtab.
  • The record is saved in the Monitoring log.

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3. Overview

The Overview subtab displays participants expected to arrive for an activity and can also be used to manually perform check-ins and check-outs. It's a great way to see who hasn't left at the end of an activity, ensuring no child is left behind! Administrators are present at the front desk and may use their mouse or search by name to migrate clients.

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Using the Overview Interface

Check-in and check-out data updates here whether you work via Monitoring or directly from the Overview subtab. It's an ideal check-in/check-out solution if you do not have a scanner.

  • Pending: The list of registered participants expected on the day of the activity.
  • Checked in: Find the client in the Pending list and click Overview_icon.png to move to Checked in.
  • Checked out: Click Overview_icon.png on the client located under the Checked in column to migrate them to Checked out. When using the security feature, you will be redirected to the Monitoring subtab to track the Responsible. Remember to toggle the Check-out and Security feature in the access control to enable those features.
  • NOTE: Check-ins and check-outs done via Monitoring will update in the Overview. Checking in for an activity also updates the activity's attendance list. 

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4. View Reports and Attendance List

Every entry performed via Kiosk, Monitoring and/or Overview appears in the Monitoring log.  You can generate reports per control via the Monitoring subtab.

  • Via the desired control, click the Monitoring action.
  • Specify your date range.
  • Export access List provides the full list of entries for that control during the date range.
  • Export late check-in/check-out report provides a list of individuals who checked-in after the activity start time and checked-out after the activity end time.

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Activity check-ins automatically update the activity's attendance list. You can view attendance via the Activities>Registration>Applicable activity>Attendance list subtab.

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