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Granting or Denying Facility Access

Paige Freeman
  • Updated

The Facility Access module is available for YMCA & JCC clients only.

If staff are using a card reader to scan facility access cards, skip to Customer Facility Access (Step 5) of the below workflow. Steps 1 – 4 are included for staff using manual search capabilities.

Staff can navigate directly to the scan page of the Facility Access Details using the Facility Scan option in the left navigation or on the Facility Access Central page.

For more information on the Customer Facility Access details screen, please see Customer Facility Access Details.

  1. From Facility Access Central, use the search bar at the top of the screen to search for the customer who wishes to gain access to the facility.
    1. The main search bar allows you to search based on customer Name or Alias
    2. Click the magnifying glass next to the search bar to view Additional Search Options, as shown below:

      Additional Search Options include the following:
      1. Alias (CUS_ALIAS.SEARCH_NAME)
      2. Customer ID (CUSTOMER.CUSTOMER_ID)
      3. First Name (CUSTOMER.FIRST_NAME)
      4. Last Name (CUSTOMER.LAST_NAME)
      5. Primary Phone ( )
      6. Branch (USR_BRANCH)
  2. Once you have entered your search criteria, click Search to perform your search.
    The search results screen will display, as shown below.

    If there is only one search result returned, the search screen will move automatically to the Customer Facility Access screen.
  3. From the search results screen, locate the correct customer record using the information provided in the results grid, including:
    1. Customer ID (CUSTOMER.CUSTOMER_ID)
    2. First Name (CUSTOMER.FIRST_NAME)
    3. Last Name (CUSTOMER.LAST_NAME)
    4. Primary Phone ()
    5. Branch (USR_BRANCH)
    6. Birth Date (CUSTOMER.BIRTH_DATE)
    7. Address ()
    8. City ()
  4. Once you have located the correct customer record, click the hyperlinked First Name to open the Customer Facility Access screen.
  5. Upon entering the Customer Facility Access screen, the system will verify the following:
    1. Staff Branch
      The branch chosen upon login by the logged in staff user is verified for facility access. For example, if a staff member chose the Downtown branch for facility access during login, only customers with a membership with access to the Downtown facility will be granted access.
      1. Selected branch is part of USR_FACILITY_ACCESS.USR_BRANCH for the same product (Active membership)
    2. Customer Membership
      The system will verify that the customer has a current Active membership with facility access to the current logged in staff member's chosen branch. For example, if the customer has a current Active membership with facility access to the Downtown branch, and the logged in staff member chose the Downtown branch for facility access during login, the customer will be granted access.
      1. ORDER_DETAIL.SUBSYSTEM = 'MBR'
      2. ORDER_DETAIL.CYCLE_BEGIN_DATE <= system date
      3. ORDER_DETAIL.CYCLE_END_DATE >= system date
      4. ORDER_DETAIL.FULFILL_STATUS_CODE = 'A' or 'T'
  6. If the customer is granted access based on the above criteria, the Customer Facility Access screen will display as shown below:
  7. If the customer is denied access based on the criteria above, the Customer Facility Access screen will display as shown below:
  8. The result of this screen is recorded in the USR_FACILITY_VISIT table in the following columns:
    1. MASTER_CUSTOMER_ID = customer ID of the customer for which the screen is opened
    2. SUB_CUSTOMER_ID = sub customer ID of the customer for which the screen is opened
    3. USR_DATE = system date
    4. USR_TIME = current time
    5. USR_ACCESS_ALLOWED = 'Y' if access is granted, 'N' if access is denied
  9. The USR_LAST_VISIT column in the CUSTOMER table is also updated with the date and time of the visit.
  10. The Customer Facility Access detail screen will display for a certain amount of time identified in the USR_RESET_SEARCH_SCREEN application parameter before automatically redirecting to the Facility Access Central.
  11. If there is another granted scan within the time period set for the USR_Y_FACILITY_DUPL_INTERVAL application parameter, the duplicate scan will not be stored in the database.