The presence validation system will enable you to have better control over the actual presence of users at their reservation, and to optimize resource reservation in the event of a user's absence (i.e. non-validation of presence).

In fact, if the user has not validated his/her presence once the validation deadline has passed, the reservation will be automatically cancelled.

There are 3 methods for validating user presence:

• Manual validation: an administrator validates the user's presence from the Affluences administration portal.

• Access control: an agent scans a QR Code sent with each user's reservation confirmation

• Autonomous validation: each user scans a QR Code displayed in the facility

As soon as access control or autonomous validation is activated, manual validation via the administration portal is automatically activated.

Manual validation of user presence from the portal

This validation is carried out from the administration portal: Reservations > Planning, then select the relevant reservation and press the "Validate user presence" button.

The user's presence cannot be validated if he/she has not confirmed his/her reservation.

This feature is available for Bronze licenses and higher.

To activate: Reservations > Resources > Details for each resource > Show advanced parameters

If you wish to carry out a mass activation, please contact Support (support@affluences.com), specifying the establishment and resources concerned.

Color legend in the schedule

• Dark blue: reservation honored (user presence validated)

• Orange: reservation confirmed by user, user presence to be validated

• Light blue: reservation to be confirmed by user

Validation of presence by access control via a "ticket".

Access control is an additional service to your license.

The user's presence is validated by an agent by scanning the QR code sent in the reservation confirmation email.

Screen

General operation

1. Users reserve a resource via the mobile application or the website and confirm their reservation. They receive a confirmation email containing a PDF attachment with a summary of their reservation and a QR Code. 

2. When users arrive at your facility, they present the QR Code to an agent, who scans it using a smartphone or tablet.

3. If the user has not confirmed his presence within the allotted time, his reservation is cancelled and the resource initially reserved is made available again to all other users (with some exceptions, see special cases below).

How to scan the QR code as an agent

To be able to scan the QR codes, the agent must connect to the administration portal, Reservations > Planning from a tablet or smartphone. 

By clicking on the QR Code icon in the bottom right-hand corner of the page, the agent activates the camera on the media being used, and can then scan the QR code and validate the user's presence.

When the agent scans a QR Code, he or she can :

• Scan the QR code of the following person

• View reservation details by clicking on "Details" in the banner.

If the presence is validated, the banner is green. If there is an error, it is orange. The agent can then click on Details to find out the reason for the error.

Screen examples: presence validated

   SCREEN

Screen examples: presence not validated

Screen 

To scan the QR Code, the user doesn't need to zoom the screen. The screen must be sufficiently bright (around 20%) for the QR Code to be detected.

From the administration portal, it is not necessary to select the resource that has been reserved for the icon to appear. It is present if the agent presence validation function is activated for at least one of the establishment's resources.

The administrator can always validate the user's presence manually from the portal.

Autonomous validation of presence by the user

Validation of attendance by the user is an additional service to your license.

General operation 

1. The user reserves a resource via the mobile application or the website and confirms the reservation.

2. When a user arrives at your facility, there are two options:

• Validate by scanning the establishment's QR code :

1. Users flash the QR code from the Affluences application to validate their presence

2. Users have a QR code reader or can access the URL using their smartphone's camera. This takes them to a page where they can enter their email address to validate their presence.

• Validation without QR code: if users are unable to scan the QR code, they can validate their presence by going to https://www.affluences.com/reservation/validate and entering their e-mail address and the validation code displayed below the QR code.
  Users can also ask a receptionist to validate their presence if they are unable to do so on their own (e.g. no smartphone): seeManual validation of a user's presence from the portal.

3. If the user has not confirmed his presence within the allotted time, his reservation is cancelled and the resource initially reserved is made available again to all other users (with some exceptions, see special cases below).

Users can link their e-mail address to the application so that they can find all their reservations in the "Reservations" tab of the application. This will enable them to validate their presence more easily and quickly via the Affluences application's QR code reader.

Linking the e-mail address to the application is not a necessary step for QR code presence validation: if your e-mail address is not registered in the "Reservations" tab, the application will ask you to enter it again each time.

The administrator can always validate the user's presence manually from the portal.

Autonomous validation settings 

User presence validation can be activated on a per-resource basis. By default, this feature is not activated when a resource is created.

Settings and get QR code

Once activated, the QR code can be managed from the administration portal: Reservations tab > Settings.

When the code is first created :

1. Click on "Modify

2. Select the resources concerned

3. Click on "Generate a new code

4. Click on "Confirm

Click on "View QR code" to display it in a new tab, then print it. We advise you to print it in A3 format for large display at reception, and in A4 format at several strategic points in your establishment, so that users can validate their presence without having to go back to reception if they forget. 

This QR code remains valid until you generate a new validation code. You may have to modify this code if you notice any misuse (e.g. validating the user's presence remotely when the user is not present on site).

To generate a new code :

1. Click on "Modify

2. Click on "Generate a new code

3. Click on "Confirm

Validation time

By default, the presence validation delay is equal to the resource granularity when the feature is enabled.

The time limit for validating attendance depends on the slot start time, not on the time at which the reservation was made.

Example: in the above case, if a student books at 9:20 a.m. for a 5-hour period (9 a.m.-2 p.m.), he/she must validate his/her presence before 10 a.m. and not 10:20 a.m.

The time limit for validating attendance prior to the slot start time is :

• 1 week for manual validation

• 1 hour for access control

• 10 minutes for autonomous validation
  

Special cases: increase or decrease in the time required to validate attendance

The following scenarios can be configured after a request has been made to Support, but they modify the conditions of use of the attendance validation system described above.

Reduced time to validate presence in relation to resource granularity

This request causes resource reservations to be blocked if a user fails to attend between the end of the attendance validation period and the end of the slot.

Example: If the granularity of the resource is 2 hours and the validation time is 1 hour, and a user does not validate his presence within the allotted time, the place cannot be reserved before the end of the second hour.

In this case, you need to activate the reservation block when the slot has been used up. For further information: link

Increased presence validation time in relation to resource granularity

You may decide to increase the attendance validation time, for example, to tolerate delays in the case of resources with very low granularity (10 to 30 min). In this case, you retain the presence control functionality, but you will only be informed of a user's absence once the validation time has expired. The resource will not be available for reservation by other users until the end of the current slot.

Example: If the granularity of the resource is 15 minutes and the validation time is 1 hour, and a user does not validate his presence within the allotted time, the resource can be reserved for the next quarter-hour, but we will not be informed of the user's absence until after the one-hour time limit.

You can configure these settings by sending a request to support@affluences.com. Be sure to communicate with your users and take into account the impact on the establishment.