Administration
The Administration tab allows you to easily manage information regarding your institution.
Managing information
In the Profile information section, you can fill in all the information about your institution:
- Required information: name of the institution, contact email, phone number and website
- Additional information: depending on your type of institution: access conditions, book borrowing, seating, interior map, access to the catalog...
- Services: personalized services (select the services by clicking on them)
- Photos: one or more photos corresponding to your building, your rooms, your different services, etc...
- Location
Change timetables
By clicking on Change hours, you will be able to set the standard and exceptional opening hours of your institution.
The Edit button at the top of each section allows you to quickly edit the schedules of your choice or to determine the opening and closing days.
For exceptional hours, the selection by week allows you to quickly enter extended periods when the institution is closed or subject to different hours.
The correct information of the schedules is crucial for an accurate calculation of the visitor’s flow data of your institution!
Remember to anticipate public holidays and school vacations that could affect the opening hours.
There can be repercussions from modifying your institution's schedules (standard or exceptional) on all the resources.
By modifying the standard or exceptional hours of the institution, you can also allow for this change to directly impact bookable resources so that the hours will reflect those of the institution.
To prevent this change, click on the button to prevent the modification of the schedules from affecting the bookable resources:
Creating a link between the facility's schedules to the resources' schedules is relevant in the case of an exceptional closure of the facility, or if all the resources of the facility strictly follow the facility's schedules.
If there are peculiarities in the management and scheduling of the resources, we do not recommend creating a link between the facility’s schedules and the resources.
Define capacity limits
The capacity is the number of people that can be in the institution.
This indicator can represent a:
- Safety gauge
- Comfort gauge
The calculation of the occupancy rate is based on this gauge for the display of real time data:
- Standard capacity: gauge taken into account, unless exceptions are set
- Exceptions: different gauge taken into account on the set slots (possibility to refine the gauge according to the days and hours)
Example of exception: in an university library:
- Students can go out for lunch and leave their belongings in their seats, lowering the gauge at lunchtime allows for a more representative occupancy rate.
- If a space is open in addition, during a half-day of the week, increasing the capacity during this period will give a more representative occupancy rate.
- The button is used to add a specific gauge for a defined time slot
- The button allows you to add a new specific gauge for another time slot
- The button allows you to delete a specific gauge
- Once the gauge exceptions have been added, they will be applied by clicking on the Save Changes button
The historical capacity rate (Statistics tab > Historic) is based on the standard capacity.
Request an alert to be added
It is possible to receive alerts by email or SMS when the gauge reaches a certain threshold. This feature is available from:
- Silver licence for alerts by email
- A specific service for alerts by SMS
It is also possible to add an additional message to the gauge alert notifications. Alert activation requests are made to the Support team (support@affluences.com). Once alerts are activated, it will be possible to view the number of active alerts and the recipients of these alerts.
Broadcast a pop-up message
This feature allows you to create a personalized message (bold, italic, underlined, with hyperlinks or emojis) that will be broadcasted to users visiting your institution’s page in the Affluences application.
Pop-up messages can be used to diffuse short messages (up to 500 characters) for information purposes (exceptional closure, change of hours), communication (events, new protocoles) or mediation (anecdotes, links to other content, podcasts, videos). You can schedule them by period and add links for more information.
You can create several messages at once. Once created, the messages currently being broadcasted are displayed in the Messages section.
Example: In a museum, you can display a pop-up message to users who check the waiting time of the "classic" queue to inform them that if they book their ticket online they will be able to benefit from the "e-ticket" queue with a shorter waiting time. The link can then redirect them directly to your online purchasing platform.
Communicate your events
If you have any events at your institution, you can highlight them with this feature.
In the portal, the Communicate your events section allows you to describe and announce upcoming events.
Once an event is published, it appears on the application under a dedicated heading: Events
Broadcasting student flow (API)
The Affluences webAPI allows you to place the information directly on your website, your screens or a third party mobile application:
- Visitor flow (occupancy rate and/or waiting time)
- Opening hours
You will find on this page the html tags that can be integrated in a simple and fast way on a web page
For more details about their use and integration you can consult the documentation dedicated to webAPIs.
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