Access Monitor - Overview

Introduction

This guide is for Front Desk Staff and System Administrators. It will walk you through the process of configuring and using the Access Monitor module to oversee club entry points and view detailed member information upon access attempts. This web-based interface is designed for real-time monitoring and allows for specific audio/visual configurations to suit your reception environment.

Before you start 

To access the new access monitor in PGM, you need to contact support through get support to get this module enabled on your site.  You then need the system permission set up on your employee role, this can be done in PGM->Clubs->System permissions.

The settings you need to have ticked for this is as follows:

• System administrator
  • Access Monitor
    • View

Club Configuration: The club you wish to monitor must not be set as "Hidden" in the system settings.

Zone Configuration: The specific area you want to monitor must be configured with the "ClubEntrance" service type. Zones not marked as entrances will not appear in the selection list.

Browser Access: Ensure you have a direct link to the Access Monitor, as the page is configured to be hidden from search engines.

Feature description

The following settings are available in the configuration menu to customize how member data is displayed and how the system alerts staff:

• Club

  • Description: Select the specific physical facility you are monitoring.

  • Example: Downtown Fitness Center

• Club Zones

  • Description: Select the specific entrance area (e.g., Turnstiles, Reception Desk) within the club. Only zones configured as "ClubEntrance" are available.

  • Example: Main Entrance

• Notify for scans without specified club zone

  • Description: A toggle setting that alerts the operator if a scan is received from a hardware point not currently mapped to the selected zone.

  • Example: Checked (Enabled)

• Use alert sound for entrances

  • Description: Enables an audio cue when a member successfully scans at the entrance, allowing staff to monitor entry without constantly looking at the screen.

  • Example: Checked (Enabled)

• Use alert sound for debt members

  • Description: Triggers a specific, distinct audio alert when a member with an outstanding negative balance scans in. This prompts staff to address the payment issue immediately.

  • Example: Checked (Enabled)

• Hide member's last name

  • Description: A privacy setting that masks the last name of the member on the monitor display, showing only the First Name and User Number.

  • Example: Unchecked (Last names are visible)

• Member scan display time (in seconds)

  • Description: Defines how long the member's profile card remains visible on the screen after a scan before automatically clearing.

  • Example: 5

Access monitor configuration

To find access monitor on PGM, go to PGM->Clubs->Access Monitor.

When loading up the access monitor for the first time, you will be presented with a configuration screen. 

The configuration will be saved within cache on your computer. If using incognito/private mode of browser or cannot accept cookies, you will need to configure access monitor each time you open the module up.

If your members are entering the club by QR codes at an entry point to your facility then it is important to use the Endpoint v2/AccessControl/ValidateCardScan in connection with other AccessControl Endpoints already used to register and validate that members visit
 

Club - Select single club to view the access monitor.

Club zones - Select one or multiple zones to monitor. The zones listed here are from the club selected in the club field.

An access device like a card reader will be mapped against a single zone. If you have multiple readers, this may be mapped to multiple club zones. 

The club zone type must have a service type 'ClubEntrance' for this process to work.  This is set in PGM->Club->Club Zone Type.

Notify for scans without club zones - This will also display scans done via POSWeb or API where its not allocated to a club zone.

Use alert sounds for entrances - This will make an audible 'bell' sound from your speakers as soon as a club member or guest successfully scans in.

For members or guests who denied entry, this will produce a different sound.

Use alert sound for debt members - For members or guests who are in debt, this will produce a sound when they enter.

Not to be used with 'Use alert sound for entrances'

Hide members last name - Ability to hide the members last name on the access monitor when they are visible. This is useful if the screen is visible to the members.

Member scan display time (in seconds) - Enter in a time in seconds for how long the club member will be visible on screen.

Save configuration - This will save the configuration.

Access monitor usage

Idle - When idle, the following screen will appear.

Successful scan to - This will display which club zone they scanned into.

Picture - This will display the club member/guest photo which is saved on the profile. If no photo is saved, the icon will appear instead.

User name - The club member/guest name will appear here, only the first name and the first letter of the last name will appear here.

Contract information - This will display the contract (payment plan) name.  If the club member does not have a contract, this part will not display.

Payments - This will display if the member is up to date with payments or not. If not up to date it will display a red icon.

If the club member is denied access, the screen will turn red.

Hints

• Privacy Compliance: Use the Hide member's last name setting in open reception areas where other members might be able to see the monitor screen.

• Audio Cues: The Use alert sound for debt members is a critical tool for front desk efficiency, allowing staff to multitask and only look up when a financial issue is flagged.

• Caching Disabled: The system forces the browser to disable caching for the main page to ensure you always receive real-time data.

• Data Validation: If the system attempts to retrieve data for a User ID that does not exist, the operation will fail immediately with an error.

• Search Privacy: The page includes noindex and nofollow tags, meaning it cannot be found via Google search; you must use the direct URL provided by IT.

Troubleshooting

• Issue: No sound plays when a member scans.

  • Cause: The Use alert sound for entrances setting is unchecked, or the computer speakers are muted.

  • Solution: Enable the setting in the configuration menu and unmute the device audio.

• Issue: Zone is missing from the selection list.

  • Cause: The zone might be marked as "Deleted" or its Service Type is not set to "ClubEntrance".

  • Solution: Contact system admin to verify the Zone setup in the Club Configuration.

• Issue: Member details disappear too quickly.

  • Cause: The Member scan display time is set to a value that is too low (e.g., 1 or 2 seconds).

  • Solution: Increase the display time setting to 5 or 10 seconds.

• Issue: "ArgumentNullException" or blank screen when scanning.

  • Cause: The system could not find a user record matching the scanned ID.

  • Solution: Verify the member's key tag assignment.

Use Case Examples

Example 1: High-Privacy Reception Desk

• Goal: Monitor entry without revealing personal data to bystanders.

• Steps/Settings: Check the Hide member's last name box. Set Member scan display time to 3 seconds to clear the screen quickly.

Example 2: Debt Collection Focus

• Goal: Identify and stop members who owe money.

• Steps/Settings: Check Use alert sound for debt members. When the specific alert sound plays, the staff member looks at the Today Balance field and addresses the member.

Example 3: Unmanned Turnstile Monitoring

• Goal: Staff member works in a back office but needs to know when someone enters.

• Steps/Settings: Check Use alert sound for entrances. The staff member listens for the beep to know traffic is flowing, only checking the screen if the sound stops or the "Debt" alarm sounds.

Example 4: Multi-Zone Error Checking

• Goal: Ensure scans from unassigned readers don't go unnoticed.

• Steps/Settings: Check Notify for scans without specified club zone. This alerts the staff if a scan comes from a door not currently selected in the Club Zones dropdown.

Example 5: Welcoming VIP Members

• Goal: Provide a personalized greeting to high-value clients.

• Steps/Settings: Watch the Tags list on the user display. If the tag "VIP" appears, greet them by First Name.