How to configure the new access control application

Given the great variety of events that we manage, and in order to facilitate the promoter's organisation and autonomy, Onebox has developed a new application for access control.

OB ACCESS CONTROL

The new Onebox access control application allows the user to have full control of the access and exit of the public in the venue, as well as the updated capacity information instantly, without the need for any external counter.

It is an application that has been created due to the needs of all our clients and therefore covers all the issues that they have encountered.

What are the advantages of this application? 

Unlike previous PDAs or access control with external companies:

• Immediate information update.
• No whitelist or blacklist is needed.
• In/out can be validated.
• Automatic capacity information.
• Expected attendance information.
• Faster reading.
• Mobile reading.
• 100% online type validation, local with online synchronization and local with whitelist and online synchronization.
• Real-time validation control, either per device or as a whole.
• Import external codes.

What device do I need?

At Onebox we have new PDAs, which are more modern, accurate and easy to use. But this new application is also available for any Android or IOS device. So, on your mobile phone you can have the application either to validate or to have the support information.

We recommend for the PC versions, a 1D or 2D reader (Qr, data matrix or barcode) that connects via USB to it, although the control can be done by entering the codes manually 

*Note: For events with an expected capacity of over 400 people we recommend the use of PDA.

How do I get the app?

You can get the application from either the android or the IOS stores.

 

How do I access the app?

As a prerequisite you must have a user with access control permissions in "My account"> "Users"> "Permissions"> "Access control".

 

Once you have your credentials, simply enter your username and password on the app's home screen.

 

Once inside the app, the first screen will be to select the range of dates you wish to validate: today, in 7 days, in 15 days.

This allows you to validate tickets in a range of a maximum of 15 days, which allows, in the case of giving an accreditation/wristband, for it to be collected earlier.

Once you have selected the date range, you will see all the sessions with the date and time of the session that are available for validation. You only have to activate them and click on finish.

   

 

By default, when a session is created, there are start and end validation parameters that range from two hours before the start of the event until 23:59 on the same day. These parameters only affect the validation and not the search for sessions in the established date ranges. The data used to search for sessions in the established date ranges is the session start date. To customize this aspect, go to "Sessions"> "Access control" and configure when you want that session/event pass to be available in the ticket validation application:

 

 

Once these points have been configured, you are ready to validate.

 

What functionalities does it have?

Now that we are able to validate, we only need to know which modes are available and where to find the data.

 

1.- This icon shows the current coverage with the OB validation servers. The three dots indicate the quality of the connection with the API for the data update, i.e. it gives us all the real information including last minute sales and returns. 

2.- In the history you can check the barcodes validated on any device, even search for a specific one to see the history of the states through which a code has passed (entries, exits, etc.).

3.- In Access settings we can select the reading mode or type of access. This is explained in more detail in the image below.

4.- The indicator marked as 4 is the sum of tickets that are still to be uploaded to the API. It is important to keep an eye on this parameter because if it increases and does not decrease, it means that there may be a communication problem. 

5.- Indicator 5 shows the date and time of the last synchronization of the input data. It is also important to keep an eye on this data as in the previous point.

6.7.- Indicators 6 and 7 show the percentage and total attendance at the event with respect to the expected attendance (sales).

It is important to note that these totals are indicative of the current capacity of the venue, as on departure this number will be subtracted, so it always shows only the tickets that are currently in "IN" status.

8.- Indicates the total validations of the device. 

 

If we go into Access Settings (3), we can select two important different aspects:

 

1. Reading mode:

- Scanner: Allows you to use the device's reader if it has one. Both with PC and Android or IOs devices, an external USB reader or a Bluetooth reader can be used. It is important to note that conventional readers are not able to read QR or Data Matrix formats.

- Manual: This mode allows you to use the keyboard input to enter the barcode, useful for PCs and for cases where the barcode is unreadable by the reader. 

- Camera: Indispensable mode for both Android and IOs mobile devices without a reader. It is able to read both barcodes and QR and data matrix, but the reading is much slower than that of a reader and the device will consume far more battery. It is an ideal option for small capacity venues. 

Access mode:

- Entrance: the validation counter will add each access to the capacity inside the venue. 

- Exit: The exit mode will subtract the validated barcode from the already validated capacity and mark it as OUT. 

It is important to note that an exit is not a "devalidation" but an Exit validation, which will change the state of the code so that it can be validated again on entrance.

To change any of these tools, simply select them and confirm.

Other important adjustments 

From any of the main screens, time slot, event or session selection, you can access the application settings via the cogwheel icon at the top right of the screen.

 

• Connection mode

Taking into account the specificities of the spaces where events take place, we have three working options for access control:

 

- 100% Online

We recommend this method when the Internet connection is excellent.

This option does not download data to the device, but via API connection, it checks and uploads the data in real time, making it the most reliable form of validation.

- Local validation with online synchronization 

This method stands out for its agility in terms of reading. The device stores all valid codes for the event and updates them every few seconds.

In case of Internet connection failure, each PDA will have the data of the Valid tickets up to the moment of connection failure and will synchronize all the information again when the connection is reestablished.

- Local validation + Whitelist with online synchronization 

Ideal validation method when the connection, either by WIFI or via the server is unstable, as it downloads all valid codes for the session, whether they are sold or not. The data will be updated when a connection is available.

It does not take into account the returns made if you have no connection.

•       Appearance:

It allows us to change the Look of the application between day mode and night mode.

• Language:

Allows you to change the language of the texts on the application between English, Spanish, French and Catalan.

 

•      Closing of the session:

Closes the account and therefore the data stored on the device is deleted.

 

 How do I add external codes to Onebox?

 

In session> Access control> External barcodes.

If you click on barcode import, you will be given the option to download a template with the header that the document must have for the correct import of the codes.

Once your document is ready, select the file and click next, check that all the columns are correctly assigned and then click upload.

Once you upload it, it will inform you if the codes were uploaded correctly, or if there has been an error in the import.

 

What answers will it give me when validating?

• Validated

When the input and validation are correct:

 

•      Validated with restriction

If the ticket and validation are correct, but you need a supporting document to confirm it. This is usually used for groups such as the over 65s, youth card holders, people with reduced mobility, etc:

 

• Error- Ticket not found

When the ticket does not correspond to the session in the application:

• Error- Ticket already validated 

The validation has already been done and indicates date and time of validation:

 

• Error- Ticket out of range.

This happens when the access control start date/time is after the validation attempt. This is configured at session level> Access control> Custom: