Configuring access restrictions based on member data

In this article, you will learn how to automatically refuse access to members whose address, e-mail address or direct debit data is missing or invalid, how to activate the rules for your studios and how to apply them to existing members.

Contents

• Quick Guide
• Prerequisites
• How access restrictions work
• Overview of the rules
• Creating a configuration
• Switching rules on and off
• Activating the configuration for studios
• Applying the rules retroactively
• Related articles

Quick Guide

1. Go to Settings / Access control / Access restriction and click Create.
2. Enter a Name, select the studios and save.
3. On the detail page, open the menu of a rule and click Activate. Confirm in the dialog. Repeat this for every rule you need.
4. Click Activate Configuration, select the studios and, if required, tick Apply retroactively.
5. Confirm. The switched-on rules apply to the members of the selected studios.

Prerequisites

• Permission: Settings / Access control / Access restriction rule configuration. Read access lets you see the configurations. To create, change and activate configurations, your role also needs the create and update rights of this permission. You assign the permission in the role settings.
• Studios: in the activation dialog you can only select studios for which your role has the update right of this permission.

How access restrictions work

An access restriction configuration bundles three rules. Each rule checks one type of member data: the address, the e-mail address or the direct debit data. A rule only takes effect when two conditions are met:

• The rule is switched on in the configuration.
• The configuration is active in the member's studio. The member's studio is the studio of their contract.

When the rules are checked

• When a member is created.
• When data that a rule checks changes, for example the address, the e-mail address, the payment method, the payer or the bank details.
• When the member's studio changes.

Members who already exist are not checked automatically when you activate a configuration. To check them, apply the rules retroactively (see Applying the rules retroactively).

What happens to the member

If a switched-on rule finds missing or invalid data, the member receives an access refusal. The access refusal shows the reason, for example Missing or invalid address. One configuration can lead to several access refusals for the same member, one per rule.

As soon as the data is valid again after a change, the software lifts the access refusal automatically. You do not need to remove it by hand.

Switching a rule off or deactivating the configuration in a studio does not lift access refusals that already exist. They are lifted when the member's data becomes valid again.

Overview of the rules

The direct debit rule never restricts members with another payment method. If a member switches from direct debit to another payment method, an access refusal set by this rule is lifted.

Creating a configuration

1. Go to Settings / Access control / Access restriction. The overview lists all configurations.
2. Click Create. The dialog Access restriction opens.

   

3. Enter a Name.
4. Select the studios the configuration is available for. Your default studio is preselected.
5. Save the dialog.

The new configuration starts with all three rules switched off. Click a configuration in the overview to open its detail page. To change the name or the studios later, open the menu on the detail page and click Edit Configuration.

Switching rules on and off

The detail page lists the three rules in the columns Access restriction and Status. The status shows whether a rule is switched on.

1. Open the menu of the rule.
2. Click Activate or Deactivate.
3. Confirm in the dialog.

Switch on only the rules you want to enforce. A rule that is switched off does not restrict any member, even when the configuration is active.

Activating the configuration for studios

1. On the detail page, click Activate Configuration. The dialog Activate followed by the configuration name opens.
2. Select the studios. The studios in which the configuration is already active are preselected.
3. If you want to check existing members right away, tick Apply retroactively.
4. Confirm the dialog.

Please note:

• The configuration is active in exactly the studios you selected. If you remove a studio from the selection, the configuration is deactivated there.
• Select at least one studio.
• Each studio can have only one active access restriction configuration. If you activate a configuration in a studio, it replaces the configuration that was active there before.
• If the configuration is active in the studio you are currently working in, the detail page shows the chip Activated in this studio.

Applying the rules retroactively

Activating a configuration only affects members who are created or whose data changes afterwards. To check existing members, apply the rules retroactively. You have two options:

• Tick Apply retroactively in the activation dialog. This applies the rules in the studios you select there.
• On the detail page, open the menu and click Apply retroactively. Confirm with Apply retroactively. This applies the rules in all studios in which the configuration is active.

In both cases the software creates a bulk edit named Apply access restriction rule configuration. You find it under Members / Bulk operations. The bulk edit checks the existing members against the rules that are switched on. Members with missing or invalid data receive an access refusal, and access refusals from these rules are lifted for members whose data is valid.

The retroactive application only works if the configuration is active in at least one studio. Otherwise the software shows the message Access restriction rule configuration is not active in any studio. Activate the configuration first.

Related articles

• How to use bulk operations

Note: This article was created with the help of artificial intelligence and editorially reviewed.