DoorFlow

The WodBoard DoorFlow integration automatically manages door access for your members. When a customer purchases a membership or pass they are added to DoorFlow groups, and when it expires, pauses, or is cancelled, their access is removed.

Before You Start

You'll need an active DoorFlow account with your sites, groups, and channels already configured. By default DoorFlow comes with three groups 1) Members 2) Staff 3) Security & Maintenance.  If you require additional groups (for example one for 24 hour access) set them up before linking DoorFlow with WodBoard.

If you are an existing DoorFlow user moving to WodBoard we recommend you:

  1. Remove the connection in DoorFlow to your existing gym management software so it doesn't make any changes as your account is closed down (in DoorFlow -> Account Settings -> Integrations)
  2. Review who is in active in your DoorFlow account. WodBoard will only actively manage those customers it knows about (ie are in WodBoard) so if there are old customers in DoorFlow because the old integration didn't work correctly (or staff manually added users) then they will remain there.

Connecting DoorFlow

  1. Go to Settings → Gym Details in WodBoard
  2. Under Access Control, click Setup DoorFlow
  3. You'll be redirected to DoorFlow - log in and approve the connection
  4. You'll be redirected back to WodBoard once complete

On return WodBoard syncs with your DoorFlow account. If any of your members already exist in DoorFlow (with the same email addresses as their WodBoard profile), WodBoard will pickup on their existing profile

Configuring DoorFlow

Press the Settings link to access the setup modal.  There are several options each described below

Auto Sign-In

When enabled, WodBoard marks a member as attended for their booked class automatically (if they have one) when they tap their fob/phone on the reader. This applies up to two hours before a class starts and up to 15 minutes after it begins. If a member opens a door outside that window, no attendance is recorded.

Mobile Passes (PassFlow)

You'll only see this option if you have mobile passes setup at DoorFlow

When enabled WodBoard will automatically issue members an Apple Wallet or Google Wallet pass when their membership/pass activates.  This is different to physical identifiers (such as fobs/cards etc) which must be manually allocated.

Mobile-First Mode

You'll only see this option if you have mobile passes setup at DoorFlow

If you want to retire physical fobs and PINs in favour of mobile passes then you can enable this option. When a member activates their mobile pass, WodBoard automatically revokes their other credentials (fobs, PINs) in DoorFlow.

Drop-Ins and One-Off Bookings

WodBoard can automatically grant and revoke temporary DoorFlow access for drop-in purchases and one-off event bookings.  Users will be granted access 30 minutes before the event and access expires 1 hour after the event ends.  To do this choose the DoorFlow group they should be given temporary access to

Multi-location gyms

If you have more than one location in WodBoard, you need to tell WodBoard which DoorFlow site corresponds to each location. This ensures that door access events are recorded against the right place.

If you have a membership that grants access to all locations and you manage per-member location access via the customer profile (rather than via separate memberships), this won't translate to DoorFlow automatically - to handle this, set up location-specific memberships in WodBoard.

Setup Product access

With the settings now configured (make sure you press Save first), reopen the setting dialog and click through to "Manage product access".

For each group click + add to link passes or plans that should be given access to that DoorFlow group. For example if you have a "classes only" membership and a "24/7 access" and only the later gets access through the door then you would just add that product.

If you're using DoorFlow to control access to the building rather than determining time of day access, then you'll likely want to allow all products.

When you add a product WodBoard immediately syncs all currently active holders of that pass or plan into the DoorFlow. Removing immediately removes all members of that pass or plan from the group automatically.

Using the Integration

Once configured WodBoard handles all sync automatically so you can setup and forget about it. Specifically:

  • New member / activation - are added to DoorFlow automatically
  • Expiry, cancellation, or pause - removed from their DoorFlow automatically
  • Re-activation - re-added when their membership or pass becomes active again

Access events from DoorFlow are recorded under the member's profile, so you can see when they're attending your facility.

Attendance Recording

By default, WodBoard counts an attendance when someone books and attends a class. If you're using DoorFlow you can change this so that tapping through a door counts as an attendance instead.. Go to Settings → KPIs & Reports and look for the Attendance count method option.

Managing Credentials Manually

Gym staff can view, add, and revoke credentials for individual members from the customer profile.

  1. Open a customer's profile
  2. Scroll to the DoorFlow Credentials section
  3. Click + add to issue a new credential - select the type and complete the form
  4. Click revoke next to any credential to remove it
  5. For mobile credentials, a resend link is also available to re-send the wallet email if the member hasn't claimed the pass yet.

Fob card numbers and PIN codes must be unique across your entire DoorFlow account - you cannot assign the same value to two different members. If you see an error saying a value is already in use, that number is assigned to another member in DoorFlow.

A common point of confusion is that when a member is removed from DoorFlow they can still have the pass on their phone. This will allow them to tap on the reader but DoorFlow won't allow access. This is a akin to the customer still having their fob when they leave the gym - they can still tap but they will be denied access.

Customer journey - mobile passes

Members can add a pass to their mobile wallet in several ways:

  1. They get an email when they first become eligible for a pass and so most will click the link in the email to claim the pass
  2. They can log in to WodBoard and access the mobile page from the settings tab.  if they are eligible for a pass but have not claimed it in the last week it'll also show on their dashboard as shown below

The link they click goes to a DoorFlow managed page where they can add the pass to their phone.  You can email them your logo so that it matches your branding.

Disconnecting DoorFlow

  1. Go to Settings → Gym Details → Access Control → Settings
  2. Click Revoke
  3. Confirm

This removes WodBoard's access to DoorFlow.