Bookings - Access Based Bookings [QR code/Barcode]

Owned by Andrew Gibson
Last updated: Oct 08, 2024
4 min read

Release Details

Product: Bookings - EQ1

Release Date: Thursday 19th September 2024

Summary: If the Barrier Control Module is activated for a site and a resource is assigned to an access group, the booking Host will receive a QR code, or barcode, to access the secured meeting room

This functionality doesn’t cover all Access Control Systems, nor does it generate mobile credentials which can be used for access. It’s exclusively used for the Barrier Control Module most commonly used by the Visitor Management module on the Equiem One platform.

Overview

Access Based Bookings

A resource must first be configured to an active access control group in order for this functionality to work. Only sites configured for the Barrier Control Module in Admin Panel, can utilise this functionality. Please contact Equiem Support if you have any questions and they can direct your request to the appropriate team.

Background

Some spaces, such as meeting rooms, may require secure access, and the host making the booking may need temporary access which is revoked once the booking ends. Previously, this process was handled manually, leading to operational inefficiencies.

This new feature automates the entire process, from booking the resource to granting and revoking the host's access to the secured space.

Enabling an Access Group on a Resource

Prerequisites

This section is only accessible by Equiem admins. Please contact Equiem Support if you need an access group setting up.

A site must first be set up with available Access Control Connections in Admin Panel via Site Settings > Modules > Access Control

 

Once the Visitor Access Control option is selected, a new connection can be created and associated with Buildings at the site.

Enabling at a Resource Level

Once an Access Control Connection is in place the group can be associated with the resource.

When creating a new resource, or editing an existing one, providing the Building selected for the location of the resource is associated with the Access Control Connection in Admin Panel:

A new section will show up in the form called Access Control and you’ll be able to select from the available access groups.

After the resource setup is complete, the host who books the resource will receive an access pass with a QR code or barcode via email.

Host Access Pass Email

When the Host books the resource, or a proxy booking is made on behalf of someone else, they will receive a QR code/barcode (depending on how the access group is configured) in their confirmation email. This will be displayed as follows:

 

Apple/Google Wallet Passes

The Host can choose to add the QR code/Barcode to their preferred Wallet by selecting the relevant button below the QR code/Barcode in the email:

Apple Pass Format

Google Pass Format

Adding Pass to Wallet [Video]

The below video demonstrates adding the pass to Apple Wallet. The experience is similar for Google Wallet.

 

 

Using the Access Pass

Simply present the QR code/barcode to the optical reader to gain access to the secured meeting room.

Pass Branding

The access control passes are branded using the site’s primary colour set in Admin Panel via Site Settings > Web > Branding > Primary Colour :

FAQs

Question

Answer

Question

Answer

What happens if I’ve disabled my booking email notifications, how do I get my access pass?

In this instance we will override your email preferences and send you the booking emails which include the access pass

How do I get an access group set up at my site?

Please contact Equiem Support and they can direct your request to the appropriate team who can assist with this request

Why can’t I see the Access Control section when setting up the resource?

This may be because:

  1. There are no access control connections set up in Admin Panel

  2. You’ve selected a Building which doesn’t have an access control group assigned to it