How to start using Access Granted Systems

How to start using Access Granted Systems

In this article, we will...
  1. Guide you through startup tasks that every new administrator should complete.
  2. Guide you through startup tasks for specific AGS's services & features.  You'll only need to complete the startup tasks for the features you use.    

Tasks for every new administrator 

Click here to view the typical AGS start up timeline
Day 0
  1. You signed up with this form: https://accessgrantedsystems.com/signup/
Day 1
  1. We will...
    1. Create your account.
    2. Send you an login email to create an administrator log in and password.  This email comes form the software.   
    3. Send you a 2nd email listing the next steps.  This email is personally written and comes from your new AGS account representative.    
  2. You will
    1. Log in and create your password. 
    2. Take the next steps according to your rep's email.  
    3. Schedule a support session with your rep.  
Day 2+
  1. You'll meet with your account representative over Zoom.  In the meeting you will...
    1. Review your account
    2. Answer any questions you have
    3. Teach you how to use the software and be successful
Ongoing
  1. Account Customization: Some platforms within AGS are custom made for you.  We'll continue to customize and make changes as needed.  365 days a year.
  2. Support: Supporting you never ends and is always free.  Don't hesitate to email us, open a support ticket, schedule a Zoom meeting, or use our Knowledge Base for self-directed support: https://support.accessgrantedsystems.com/portal/en/kb

 What should you do after signing up? 

  1. Bookmark: https://accessgrantedsystems.com/
  2. Log in!  
  3. Schedule a support session. 

What should you do once logged in?  

  1. Add users.  Add your assistants, board members, and staff.  We can't help them until you add them and give them permission.  
    1. https://support.accessgrantedsystems.com/portal/en/kb/account-portal/users
  2. Go to your account settings.  Edit your billing, invoice, and enable payouts.   
    1. https://support.accessgrantedsystems.com/portal/en/kb/articles/how-to-view-the-account-portal
    2. https://support.accessgrantedsystems.com/portal/en/kb/articles/how-to-enable-payouts   
Tip:  Make the most out of support sessions.  Log in first.  Don't spend 15 minutes out of a 30 minute support session resetting a password or completing routine administrative tasks.

Tasks for specific AGS services & features

Click the service or feature you'll use.  
Check-In Software
Startup tasks
    1. Create users
      1. Management & Staff: https://support.accessgrantedsystems.com/portal/en/kb/articles/how-to-add-a-user
      2. Generic Attendant: https://support.accessgrantedsystems.com/portal/en/kb/articles/add-a-generic-user
    2. Set your community's preferences
      1. https://support.accessgrantedsystems.com/portal/en/kb/poolpass-software/setting-up-your-season-the-facility
    3. Print check-in instructions
      1. https://support.accessgrantedsystems.com/portal/en/kb/gate-attendant-lifeguard-instructions
    4. Add members
      1. Using the application portal?  Stop!  Don't add members yet.  First meet and consult with your account representative for custom instructions.  
      2. Add members manually.
        1. https://support.accessgrantedsystems.com/portal/en/kb/articles/how-to-add-a-family-patron
      3. Upload an existing list.
        1. https://support.accessgrantedsystems.com/portal/en/kb/articles/how-to-upload-your-member-list
    Recommended Check-in Settings
    1. Automatically check-out all members overnight
      1. https://support.accessgrantedsystems.com/portal/en/kb/articles/daily-checkout
    2. Enable multi-member check in (family check-in)
      1. https://support.accessgrantedsystems.com/portal/en/kb/articles/how-to-enable-family-check-in
    3. Name your location
      1. Single location: https://support.accessgrantedsystems.com/portal/en/kb/articles/how-to-name-a-location
      2. Multiple locations: https://support.accessgrantedsystems.com/portal/en/kb/articles/how-to-setup-multiple-locations
    Hardware Tips
    1. Purchase or rent the recommended hardware.
      1. https://support.accessgrantedsystems.com/portal/en/kb/articles/what-is-the-recommended-hardware
      2. https://accessgrantedsystems.com/hardware/
    2. Test your hardware at the facility.  Log in, scan a test member, check-in a test guest, etc. 
    ePasses
    Classic Passes
    Startup tasks for ALL communities that use classic passes  
    1. Design your classic passes.
      1. https://support.accessgrantedsystems.com/portal/en/kb/articles/how-to-design-your-classic-pvc-physical-pass

    Startup tasks for SOME (not all) communities  

    Communities that print and mail passes directly to patron homes.  
    1. By default, AGS prints and mails passes directly to patron homes.  No additional tasks needed.  

    Communities that do not use the check-in software (Flash a Pass)
    Some single lifeguard or small pools issue Photo ID Passes.  Members present their current year's pass to gain entry rather than using the paid check-in software.  You may wish to add more design elements to your passes.  
    1. Add a YEAR PRINTED, COLOR CODE, or issue ADULT passes to adults and CHILD passes to children.  
      1. https://support.accessgrantedsystems.com/portal/en/kb/articles/how-to-add-logic-to-classic-pvc-physical-passes

      Communities that print and mail passes to management.
      1. Change your mailing option.  
        1. https://support.accessgrantedsystems.com/portal/en/kb/articles/what-are-my-classic-passes-mailing-options

      Communities that use a box of generic passes.
      1. A box of passes is a custom product.  Contact or schedule a support session with your  account representative.  
        1. https://support.accessgrantedsystems.com/portal/en/kb/articles/how-to-order-a-box-of-generic-passes
      2. You may wish to setup incrementing barcodes.
        1. https://support.accessgrantedsystems.com/portal/en/kb/articles/how-to-setup-incrementing-barcode-numbers

      Communities that Self-Print classic passes using an in-house ID printer
      Application Portal
      Startup tasks
      1. Edit your community's settings
        1. https://support.accessgrantedsystems.com/portal/en/kb/application-portal/applications/setting-up-your-season
      After AGS builds your application
      1. Test your application.
        1. https://support.accessgrantedsystems.com/portal/en/kb/articles/how-to-view-and-test-your-application
      2. Process and approve your test applications.
        1. https://support.accessgrantedsystems.com/portal/en/kb/application-portal/applications/routine-applications
      3. Revise your application.
        1. Give us feedback.  The account portal is a custom made.  We need your input to build your perfect application.  
        2. Only move to step 4 once your applicaiotn is 100% perfect.  
      4. Notify your members to apply.
        1. https://support.accessgrantedsystems.com/portal/en/kb/articles/patron-instructions-online-application
      AGS's top 4 tips
      1. Email your account representative last year's application.  We'll recreate last year's application. 
      2. Turn on/off the application as needed.  
        1. https://support.accessgrantedsystems.com/portal/en/kb/articles/how-to-turn-on-or-off-the-application
      3. Make a flyer.
        1. https://support.accessgrantedsystems.com/portal/en/kb/articles/how-to-make-a-flyer
      4. Use AGS's paper application service for free.   
        1. https://support.accessgrantedsystems.com/portal/en/kb/articles/how-do-paper-applications-work
      Community Portal
      AGS provides a website where your patrons can go to find the application, other links and information.  

      Startup tasks
      Booking Portal
      Startup tasks
      Virtual Guest Passes
      Virtual Guest Passes (VGP) are used by communities that need to track a simple single use guest pass.  They can be issued free or sold on an AGS platform.    

      Startup tasks for ALL communities 
      1. Enable the guest register if you want to record the guest's name.  
        1. https://support.accessgrantedsystems.com/portal/en/kb/articles/how-to-record-guest-name
      Startup tasks for SOME (not all) communities 

      Options to issue guest passes for free 
      Options to sell guest passes 
      1. Sell Virtual Guest Passes in the marketplace. 
        1. https://support.accessgrantedsystems.com/portal/en/kb/articles/how-to-sell-a-virtual-guest-pass-in-marketplace
      2. Sell Virtual Guest Passes on the application.  
        1. Contact your AGS representative.  This is custom built into your application.  
      Test your guest policy from start to finish 
      1. If you are selling VGPs in the marketplace, temporary change the price to $0.00.  Make a free transaction, then check-in the guest.
      2. If you are selling VGPs on the application, submit a test application.  Then approve the application.  Then check-in the family and guest. 
      Tickets
      AGS's Ticket feature is used by communities that need a more complex system to sell and mange guest passes, special events,  or other products.    

      Startup Tasks
      1. A 2D Barcode Scanner is required. 
        1. Click here to purchase a 2D Scanner: https://accessgrantedsystems.com/purchase-scanner/
      2. To get started, please read our ticket help section: https://support.accessgrantedsystems.com/portal/en/kb/ecommerce/tickets/setting-up-your-season
      Test your guest policy from start to finish 
      1. Temporary change the price to $0.00.  Make a free transaction, then check-in the ticket.
      Concessions
      AGS's Concession feature is used by communities that need a cashless way to manage a simple concession stand.      

      Startup Tasks
      1. A 2D Barcode is required. 
        1. Click here to purchase a 2D Scanner: https://accessgrantedsystems.com/purchase-scanner/
      2. To get started, please read our concession help section: https://support.accessgrantedsystems.com/portal/en/kb/ecommerce/concessions/setting-up-your-season

       AGS is here to help.  Contact your AGS Account Representative if you need help at any time.  We want you to be set up for a smooth, successful season.