Monitoring visits on the Facility Dashboard

Summary

The Visits widget shows who has entered your facility today, updating as people arrive. From it, your team can see every visit for today or an earlier day, and record a visit by hand when someone arrives without scanning in.

✅ See arrivals and denied access attempts as they happen, with the reason access was denied

✅ Search, filter and look back over any earlier day's visits

✅ Check a customer in manually, and create them as a customer if they're new

Before you start

All permissions are in the role editor under Front of House > Facility Dashboard, and unticked by default:

Two Front of House permissions also apply, both ticked by default: Click view details button under visited tab to open a visitor's details, and Add customer tab to create a customer while recording a visit.

The Visits widget

• The widget shows today's 10 most recent visits, newest first, and updates by itself.
• Each visit shows Check-in or Access attempt, a Checked in or Denied label, and the time and entry point.
• A denied attempt lists why, under reasons for denial, for example No valid membership or booking, Membership expired, Outside permitted access times or Access restrictions not met. The newest one is open; click to show or hide the others.
• Redeemed guest passes show with a Guest label.
• For a reception screen, click the full screen icon to give the visits the whole display.

Seeing all visits

1. In the Visits widget, click View all. The number shows how many visits there have been today.
2. The full list opens in place of Today's activities. Click the X to close it.

• The three totals at the top are Access attempts, Checked in today and Denied today. Click one to show only those visits; the totals always cover the whole day.
• Use Search members by name to find someone, and Latest first or Oldest first to change the order.
• Each row shows the member, Type, Time, Location and Status. For a denied attempt, hover over the information icon to see the reasons.
• Visits recorded by hand show Manual, who added them, and any note.
• The list shows 10 visits per page.

Looking at an earlier day

Click the date at the top of the list and choose a day. You can choose today or any earlier day, but not a future one.

Recording a visit by hand

Use this when someone arrives without scanning in, for example if they have forgotten their card or the gate is not in use.

1. In the Visits widget, click Add visit.
2. Under Customer, type at least two characters of their name or customer reference, and choose them from the results. To pick someone else, click Delete next to the name and search again.
3. Optionally, add a Note of up to 1,000 characters.
4. Click Record check-in.

The visit is recorded at the current time and appears in the widget straight away. It is marked Manual in the full list, with the name of the member of staff who added it.

Note: recording a visit does not check the customer's access rules, open a gate, or mark a booking as attended. Mark attendance from Today's activities.

If the customer is new

1. In Record a check-in, click Create customer.
2. Enter their First Name and Last Name, and an Email or Phone Number. Gender and Date of birth are optional.
3. Click Create customer. They are registered at the facility and selected for the check-in.

If the email already belongs to a customer, Flow selects that customer instead of creating a duplicate.

Looking at a visitor

Select a visit to see a summary of that customer alongside the list. From there you can:

• See their profile photo
• Open their customer Profile or Front of House Dashboard
• See all of their memberships, grouped by status with Active first, and an alert if one expires within 30 days

Birthdays and membership anniversaries

When a visitor has a birthday today, or reaches a membership anniversary, the dashboard highlights it. It is a small prompt that lets your team offer a warm, personal welcome.

Troubleshooting

Someone is missing from the widget.
The widget shows today's 10 most recent visits. Click View all to see the rest. Also check the facility switcher is set to the right venue.

I cannot see View all, the date, or Add visit.
They need View All Visits, Change Visit Date and Record a manual visit respectively. Ask an administrator to check your role.

I cannot see Create customer.
It needs the Front of House permission Add customer tab.

I can see visits but cannot open a visitor's details.
This is controlled by the Front of House permission Click view details button under visited tab, which is shared with the Front of House Visited tab.

Can I record a visit for an earlier time?
No. A manual visit is always recorded at the time you click Record check-in.

I recorded a visit, but the customer's class booking still isn't attended.
A manual visit only records the arrival. Mark attendance from Today's activities.

What's next?

• Facility Dashboard: overview and setup
• Managing today's activities and attendance on the Facility Dashboard