Access Control: Inception Integration How To

First Class Integration with Inception Access Control

Overview

The First Class integration with Inception allows access cards to be linked to students or parents and access permissions to be managed based on the classes a student is attending.

The setup process involves four key steps:

1. Create Permission Groups in Inception.
2. Synchronise Permission Groups into First Class.
3. Assign Permission Groups to the relevant classes.
4. Link a student or parent to an access card.

1. Create Permission Groups in Inception

Permission Groups must first be created in Inception before they can be synchronised and assigned to classes in First Class.

Create a Permission Group

1. Log in to Inception.
2. Go to User Shortcuts > Permission Groups.
3. Click the Add button.
4. Enter a name for the Permission Group.
5. Add the required Permission Access.
6. Select the applicable Time Period.
7. Save the Permission Group.

Naming Permission Groups

We recommend using a clear name that identifies the day and access period.

For example:

• Monday Afternoon
• Tuesday Morning
• Saturday Lessons

The Permission Group name will be synchronised into First Class, so clear naming will make it easier to assign the correct Permission Group to classes.

Time Periods

The selected Time Period determines the days and times that the student or parent can access the facility.

We recommend allowing sufficient time before and after classes for families to enter and leave the facility.

For example, if classes run from 4:00 pm to 6:30 pm, the Time Period may allow access from 3:30 pm to 7:00 pm.

Need Help Setting Up Permission Groups?

If you have any difficulty creating or configuring Permission Groups in Inception, please contact the person or access-control provider who originally set up your Inception account.

They will be able to assist with configuring the appropriate Permission Access and Time Period settings for your facility.

Once the required Permission Groups have been created in Inception, they can be synchronised into First Class.

2. Synchronise Permission Groups into First Class

Once your Permission Groups have been created in Inception, they need to be synchronised with First Class.

1. Log in to the First Class Admin Portal.
2. Go to Profile> Account settings
3. Scroll to the bottom and click sync permission groups.
4. Wait for the synchronisation to complete.
5. Review the Permission Groups displayed in First Class. (In add/edit class under permission groups)

Confirm that all required Permission Groups are available before assigning them to classes.

If you create or update a Permission Group in Inception, synchronise the Permission Groups again to ensure the latest information is available in First Class.

3. Bulk Assign Permission Groups to Classes

Once the Permission Groups have been synchronised, they can be assigned to your classes.

Permission Groups can be assigned to multiple classes at the same time using the bulk assignment feature.

Assign Permission Groups

1. Log in to the First Class Admin Portal.
2. Open the add/edit class section.
3. Filter the classes as required.
4. Select the relevant classes.
5. Open Edit all.
6. Select Assign Inception Permission Group.
7. Click Confirm.

Classes can be filtered by criteria such as:

• Day
• Location
• Program
• Level
• Term

Example

If all Monday afternoon classes require the same access permissions:

1. Filter your classes to Monday afternoon.
2. Select the relevant classes.
3. Open Bulk Actions.
4. Assign the Monday Afternoon Permission Group.

Repeat this process for each required access period.

Before assigning a Permission Group, confirm that the selected group provides access for the full period required by the classes.

4. Link a Student or Parent to an Access Card

An Inception access card can be linked to either a student or a parent in First Class.

The card should be linked to the person who will physically use the access card.

For younger students, this will normally be the parent or guardian. For older students attending independently, the card may be linked directly to the student.

Link a Card to a Student

1. Open a Students profile
2. Go to the access control tab
3. Scan a fresh card against the scanner
4. Immediately press link card
5. This will link this user to the most recently scanned card.
6. Once linked, the associated permission groups will update in Inception based on the child’s active class/es.

How Access Permissions Are Applied

Access permissions are determined by the student's current class bookings.

For access to be applied:

• The student must have a current class booking.
• The class must have an Inception Permission Group assigned.
• The student or parent must have an access card linked in First Class.
• The Permission Group must be correctly configured in Inception.

Where a parent's card is linked, the parent may receive access based on the classes attended by their linked children.

For example, if one child attends on Monday and another attends on Thursday, the parent's access card may receive both the Monday and Thursday Permission Groups.

Updating or Replacing an Access Card

If an access card is lost, damaged or replaced:

1. Open the relevant student or parent profile.
2. Open the Access Control section.
3. Link the replacement card. (This will override the original)
4. Save the changes.
5. Confirm that the new card has the correct access permissions.

Lost access cards should be disabled as soon as possible.

Troubleshooting

Permission Group Does Not Appear in First Class

• Confirm that the Permission Group has been created in Inception.
• Run Sync Permission Groups again.
• Confirm that the First Class Inception integration is connected.
• Check that the Permission Group is active in Inception.

Access Card Does Not Open the Door

Check the following:

• The correct card is linked to the student or parent.
• The student has a current class booking.
• The class has a Permission Group assigned.
• The Permission Group allows access on the correct day and time.
• The correct Permission Access has been configured in Inception.

If the issue continues, check the cardholder and Permission Group directly in Inception.

Access Is Available at the Wrong Time

• Check the Time Period assigned to the Permission Group in Inception.
• Confirm that the correct Permission Group is assigned to the class.
• Check whether the student has another class booking that provides additional access.
• For parent cards, check the bookings for all linked children.

Setup Checklist

Before using the First Class and Inception integration, confirm that:

• Permission Groups have been created in Inception.
• Permission Access has been configured.
• Time Periods have been assigned.
• Permission Groups have been synchronised into First Class.
• Permission Groups have been assigned to the relevant classes.
• Student or parent access cards have been linked.
• Access has been tested at the relevant doors and access points.