Other
Institutional & Group Access
This guide covers how to manage non-individual entities like schools, sports teams, corporate partners, and families. Member Access OS treats these as Groups, allowing for bulk management and specialized entry modes.
1. Group Types
When creating a group, you can categorize it to align with your billing and reporting:
| Type | Typical Use Case |
|---|---|
| School | University clubs, primary school classes, or faculty groups. |
| Team | Sports clubs (e.g., Football, Netball) that train at set times. |
| Corporate | Local businesses providing wellness benefits to employees. |
| Family | Multi-member households sharing a single billing account or visit pool. |
| Class | One-off or recurring workshops with a specific roster. |
2. Entry Modes: Roster vs. Headcount
The most critical decision for any group is how members are verified at the gate.
Roster-Based (Identified)
Each member of the group must be individually registered in the system and linked to the group.
- Verification: Members tap their own NFC tags or phone wallets.
- Tracking: The system logs exactly who entered and when.
- Best for: Long-term teams, school semesters, or corporate memberships where individual accountability is required.
Headcount-Based (Anonymous)
The group is treated as a single entity with a maximum capacity (quota).
- Verification: The Group Coordinator (Lead) scans their dedicated Team Tag at the Manual Gate.
- Tracking: The staff member enters the number of people entering with the coordinator.
- Best for: School field trips, one-off events, or large teams where individual registration is too slow or impractical.
3. The Group Coordinator (Lead)
Every group can have a designated Lead. This person has unique capabilities:
- Dedicated Team Tag: A coordinator can be assigned an NFC tag that is independent of their personal member tag.
- Bulk Check-in: Scanning the Team Tag at a staffed Manual Gate instantly pulls up the group's roster or headcount interface.
- Roster Management: Depending on permissions, leads may be able to view or manage their own roster.
4. Session Quotas (Max Headcount)
You can set a Max Headcount for each group.
- Enforcement: If a group tries to check in more people than their quota allows, the gate interface will flag a "Quota Warning" to staff.
- Billing: Quotas are often used to reconcile monthly invoices for corporate or school partners.
5. Management Workflow
- Create Group: Set the name, type, and default entry mode in the Groups tab.
- Assign Coordinator: Enter the lead's email and optionally link a Team Tag.
- Build Roster: Link individual members to the group via their profile settings.
- Gate Entry:
- For Rosters: Members tap individually.
- For Headcount: Lead taps their tag; staff records the count.
6. Group Management (Self-Service)
Designated Group Leads have access to a specialized Group Management section within their personal member dashboard. Group Management is for teams, schools, military units, and corporate groups, enabling decentralized control of shared access and rosters.
Group Lead Capabilities
- Preference Management: Leads can toggle the group's Entry Mode (Individual vs. Bulk) and Default Check-in Mode (Roster vs. Headcount) to match their current session's needs.
- Group Access Tag Assignment: Leads can register and update their dedicated Group Access Tag directly from their dashboard. This tag is stored separately from their personal member tag, allowing them to use one physical card for group check-ins and another (or the same card with a different ID) for personal access.
- Live Roster Visibility: Leads can view the current members linked to their group to ensure their roster is up to date before arriving at the gate.
Visual Distinction
The dashboard is split into two high-contrast sections:
- Group Management (Indigo): Focused on shared access for teams, schools, military, and corporate groups—preferences and group identity separate from personal passes.
- Personal Access (Slate): Focused on the lead's individual membership and personal keys.
This separation ensures that a lead's responsibility for a group—whether a squad, class, unit, or department—never interferes with their personal facility usage.