Session Access Rules

Session access rules can be used to restrict access to particular sessions based on attendee profile types or customisable profile fields. 

Please note:

Session access rules cannot be used to ‘consume’ a ticket. Instead, the Track app will flag if an attendee matches the rule and will allow them to enter, or deny them access.

For example, if you purchase a ticket at the cinema, you are able to come in and out as many times as you like, so long as you have your ticket. If an attendee has their badge and they match the session access rule, they are able to move in and out of the session/function as the Track app will allow them entry regardless of how many times they have come in or out.

Please note

Session access rules are created as ‘AND’ rules, rather than ‘OR’ rules. This means that if multiple fields are added to the rule, the attendees must meet ALL the required fields, rather than only meeting some of the requirements.

For example, Session A: Allow Attendee type, Allow Age Bracket 26-45. For an attendee to be allowed entry, they must be an Attendee profile type and have Age Bracket selected as 26-45. If an attendee tries to enter and they are an Attendee profile type and Age Bracket 46-65, they will not be allowed entry as they do not meet all requirements of the access rule.

 

Setup Profile Data

The first step is to confirm your profile requirements and ensure the data you require to create the rule has been collected at registration. 

Session access rules can be created using profile types or a custom multiple choice field..

Restricting access to a Conference Day or Stream

  1. Create a Profile Type for each conference day or stream you would like to restrict entry

Restricting access to a Conference Session

  1. Create a Customisable Profile Field for each session you would like to restrict entry
  2. Ensure each Customisable Profile Field is set up as Multiple Choice with Yes assigned to those eligible to attend and No for those ineligible to attend.  

 

Create session access rules

To setup session access rules

  1. Navigate to Attendance Tracking > Sessions from the Navigation Menu
  2. Click a Session Name
  3. Click New Rule
  4. Choose the Field or Type
  5. Select the Access Type and Options (If applicable)
  6. Confirm by clicking Save

To confirm session access rule and scanning

  1. Click View Valid Delegates to confirm the rule is correctly setup
  2. When scanning attendees with the Track app a green tick will show for eligible attendees and a red cross will show for ineligible attendees

 To edit and delete a session rule

  1. Navigate to Attendance Tracking > Sessions from the Navigation Menu
  2. Hover over the Access Rule to display edit and delete option
  3. Click the required option and complete as necessary