Introduction
The new Zone Access Management feature in Events by Launchmetrics lets organizers define, control and verify who can enter restricted areas during an event, such as backstage, the riser or the red carpet. Organizers assign an access type to each invitee and staff member, front desk staff pair an RFID bracelet at check-in, and security gets an instant Admitted or Not Admitted result when they scan it at each zone entrance.
General Overview
Zone Access Management works across the web platform and the Events app. Organizers set up zones and access types on the web, and front desk staff and security pair bracelets and scan them at zone entrances in the app.
Web platform
Users who have access to the Zone Access Management features will find the set up under the Location section of the Event details page.
Step 1: Create zones
Zones are the areas of your event where security checks access at the entrance, such as backstage, dressing rooms, the riser or the VIP lounge.
Step 2: Set up access types
An access type defines which zones a group of people can enter. Create one for each group, such as All Access, VIP, VIC, Media, Kitchen Staff, MUA or Models, and select the zones it includes by clicking on them.
Give each access type a color to match its bracelet if needed.
Step 3: Assign access types to invitees and/or staff
In the invitees manager, assign an access type to each invitee or staff member. To go faster, filter your list and use bulk actions, or import access types from an Excel file.
iOS app
Step 4: Check-in and pairing
To start the pairing process, the invitee/staff member have to be checked in first, and this can be done in two ways:
- QR code check in:
After you scan an invitee’s QR code at check-in, an “RFID Bracelet Required” banner appears if they have an access type. Tap Start Pairing to pair their bracelet. This will take the user to this screen:
Hold the bracelet close to the scanner until the success screen appears:
2. Manual check in:
If you check in an invitee or staff member manually, on their profile and tap Pair next to their access type. This opens the pairing screen, where you need to follow the same steps as above.
The Pair button only works while you’re online.
Step 5: Scan bracelets at zone entrances
- Choose the zone will be scanning for from the dropdown:
2. Once you select a zone, the screen shows “Ready to Scan” and you can start scanning bracelets:
3. After each scan, the screen turns green with Admitted or red with Not Admitted, along with the person’s photo, name, company and access type. It goes back to Ready to Scan after 5 seconds, or sooner if you tap the screen:
Reporting
The Access Report shows every scan for your event. From the report, you can open any zone or access type to see the detailed scan log, filter it, and export it.
The first four metrics you will see are the following:
- Pairing rate: the share of invitees with an access type who have a paired bracelet.
- Zone usage rate: the share of paired bracelets scanned at least once at a zone.
- Scans per attendee: the average number of scans per attendee, counting only attendees scanned at least once.
- Unauthorized attempts: the share of all scans that were denied.
The scan volume over time will show you how many scans happened per day/hour.
And finally there table at the bottom shows a detailed view by zone or access type.
