How to register and control your customers' access to your business

By choosing this option, you can link the device to a zone in your gym.

 

Select from the dropdown menu the area you want to link it to. These areas or rooms must have been previously created in the My Academy/Gym > Areas or Rooms section. For more information, check our related tutorial 👈.

You will be able to set access conditions and link them to reservations.

• Link for reservations. Activates what we will call "reservation mode," meaning that if activated, access will be limited according to the general reservation settings, and attendance will be validated for the activities configured for the selected area or room.

• Allow access to potential clients: if enabled, it allows potential clients to access the center (according to other established settings).

• Allow access only to customers with a reservation: This will limit access exclusively to customers who have a current reservation.
  It is compatible with the "Link Reservations" verification. If both options are active, only customers with a current reservation and within the time limit defined in the general reservation settings will be able to access the lounge, and the reservation will be validated.

Show customer access notification

This functionality will allow you to display pop-ups in all manager views, giving you the ability to receive notifications when a customer tries to access your business.  

These notifications will inform you whether access was allowed or denied and, in case of denial, will also indicate the reason.  

Want to know how the customer access notification system works?  

I invite you to watch this video 👇

How to activate client access notifications  

To enable this feature, simply access the Trainingym Manager, go to the My Center > Access Control menu, and click on the edit icon 🖊 of the device you want to configure.

Then, activate the option "Show client access notification." Once activated, you will be able to receive notifications about client accesses.

With this new feature, you will be able to track your customers' access, receiving detailed information about who tries to access, from which device, and the reason why access was denied, if necessary.

Remember that, to use this function, it is necessary to have the corresponding permissions, both at the device level and at the employee level.

Manual Access Log

As a fitness center staff member, you can now manually register the entry or exit of individuals (Clients/Staff/Others) from the center through the Trainingym Manager.

Choose the device you want to log in to and click on the lock 🔓.

A modal window will open where you can select some parameters.

1. Select the option input or output.
2. Select the person's role (Client / Employee / Other) for whom you are recording the entry or exit (required).
3. Search by first name, last name, or email and select the corresponding record (required):
   
   
   1. If you are a client, you will be able to search in all Customer lists: Active, Potential, and Low.
   2. If you are an employee, you can search the asset list.
   3. If you select "Other," this search field will be disabled.
4. Confirm or cancel the activation of the mechanism.

 

Groups

The Groups section allows you, if you have 2 or more devices, to create groups that include the access devices of your choice.

Add group

To add a new device group, click on "Add group".

The group creation mode will be opened.

• Name: Fill in the name that your new group will have. Maximum of 50 characters (required)  
• Group color: This will identify the color of the group in the group list.  
• Image: You can assign an image to identify the group.  
• Device linking: Choose from the dropdown list how many devices you want to assign to the group.  
• • Choose the different devices you want to add.

• • Click on ➕ Add devices.

Click "Confirm" to add a new group or "Cancel" if you want to exit the group creation mode without saving.

Your new group of devices is now available, with the color and image of your choice.

Edit group

To edit an already created group of devices, click on the pencil ✏️ and the editing mode will open.

Make the desired modifications and Confirm / Cancel to apply or discard the changes.

Delete group

To delete a group, click on the trash can 🗑️.

Access control by QR

Trainingym allows you to register members' access to any area of your sports center, even if no integrated devices are available. With this functionality linked to the configuration of total capacity and the different areas of the center, we ensure something essential: operating without exceeding the maximum allowed capacity under any circumstances.

 

The procedure is really simple, as it merely involves scanning the member's QR code using a camera. We offer several fully complementary options for this procedure:

1. QR scanning through the Trainingym Manager  
2. QR scanning through the Webapp Staff

In this article, we will explain how to do this step by step using the first of the options mentioned above.

Log in to the Trainingym Manager with your employee username and password. Then, go to the My Gym menu > Access Control and click the Open Web Control button.

Remember that you can configure your "occupancy traffic light" so that the Web occupancy view screen shown in the app and on the Web reflects the occupancy status differentiated by 3 colors, as explained in this other article.
After clicking on Open web control, a new browser tab will open, where we must select the area or space of the center in which we want to register the entries and/or exits.

After the area and type of registration are selected, a screen will be displayed where members can enter their personal QR code to register access or exit the chosen space.

If this option is enabled, it will only allow access to a client who scans their QR code within the permitted access window for an activity they have previously booked. Otherwise, access will be denied.

 

If all conditions are met to allow customer access, scanning the QR code should grant the customer proper access.Caso todas as condições sejam atendidas para permitir o acesso do cliente, a leitura do código QR deve permitir o acesso correto do cliente.

💡New: personalize access settings for each activity and service. If you want to know how it works, we’ll explain it. 👉 in this tutorial..

Mark exit from the center

All clients who register their entry automatically appear in the menu Capacity > Occupancy Status in Trainingym Manager. We have three options to register their exit from the center:

• Open the control web and select "Register the exit," then have the member scan their QR code again upon leaving.
• Manually register the client's departure from the center on the same occupancy status screen.
• Ask an employee to scan the member's QR code in the team's Staff web app. (+ details in this article).

 

Mark Gym Exit

All members who check in automatically appear in the Capacity > Control menu in trainingym Manager. We have 3 options to check outside the center:

• Open the web exit control and have the client scan their QR code again when leaving.
• Manually log the client's gym exit from the same screen.
• Let an employee scan the client's QR code from the Staff Login.(+ details in this article)

Check the occupancy status of the center

Remember that the state's colors depend on the occupancy state definitions, as explained in detail here.another article. Just like the Trainingym Manager, you can activate direct access to the occupancy status directly from the Trainingym application.

 

Visualization of Webapp Staff Occupancy Status

Types of access

In My Academy/Gym > Capacity > Occupancy Status, you can check the clients currently in the center and their type of access.

• If the access device that was manually activated is linked to a specific area or room, the client to whom you manually granted access will also appear in the occupancy status of the room in question; otherwise, they will only appear in the "real-time center occupancy" listing.
• We added a new column to the customer list at the center that will display the "Type of Access".
  
  • Manual: If access has been granted manually from a device by clicking on the lock 🔓 and logging the access.
  • Automatic: If the client has logged in through a turnstile on their own or by scanning their QR code on the control web.

Check the customer's card access  

Types of access:

• Manual entry  
• Lathe entry  
• QR entry  

Check the accesses in the employee's record  

Check center access through Access Reports  

In Reports > Academy > Access, you can review center access and the type of access in each case.

Access control linked to products

Trainingym now allows you to set business rules for access devices.
In the Payments menu, for each product generated, it will be possible to define a series of conditions linked to one or more devices.

We include 3 types of products (tariff, bonus, and product), of which the "Access Control" tab will only be available for tariffs and bonuses, as products are considered physical or digital goods that customers can purchase but do not have an associated tariff/bonus.

Choose an already created rate or voucher, click on it, and look for the "Access Control" tab.

Linking devices or groups of devices:

You can link your product to one or multiple devices, as well as to groups of devices.
Click on the dropdown menu Devices or Groups and add the desired devices.

Access limit

It is possible to set one or more time intervals for your product (during which the device(s) selected in the previous section will be activated).

1. Select the desired day or days.  
2. Enter a start time.  
3. Enter an end time.  
4. Click on ➕ Add timetable.  

Now you have your first track created.
If you wish to add more tracks, repeat the process as many times as you like, adjusting the tracks of your product.
You can delete a track already added by clicking on the trash can 🗑️

Press 💾 Save when you finish editing your rate or voucher to apply the changes.

The devices linked to this product will only be activated in the ranges you have configured on them.

It will apply to all customers who have a subscription to this rate or bonus.

Allow or deny turnstile access to a Member based on their file

Now you can enable or disable the ability to activate any access device from your customer's profile.
Go to a customer's profile, in the Data tab, and look for the "Allow access" option.

Allow the reset of a customer's facial identification photo

From a client's record, you have a new option: "Allow the alteration of the facial identification photo".
These are the conditions under which a customer can reset their facial ID if your center has activated the facial recognition module and has a reader linked to integrated devices.

• The Client may reset their ID once every 30 days.  
• To reset the ID more than once, it will be necessary to enable the option "Allow facial ID photo change" in Trainingym Manager.
• • If the option is disabled and it has not been 30 days since the last photo update, the reset option will not be displayed in the app.
  • If the option is disabled and 30 days have passed, the option to reset the photo in the app will be displayed.
  • If the option is enabled and the photo is updated through the app, the option in Trainingym Manager will be disabled, and the 30-day counter will be reset. The reset option is displayed in the app and remains hidden when the photo is taken.
  • If it is the first time the photo is taken, the 30-day timer is activated.  
  • If the photo is taken from the Manager, the timer will be activated.

Don't worry about controlling who enters your fitness business. Leave that to Trainingym's hardware and software.

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Access control for fitness businesses