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Managing Members & Barcodes

DFACS controls access by checking scanned barcodes against a member database. How that database is populated depends on whether your system uses a connected gym software platform or standalone CSV mode.

How the Member Database Works

When a member scans at the door, DFACS looks up their barcode in a local database and checks whether they have an active membership. There are two ways this database is populated:

Mode How members are added
Connected (Glofox, Zenoti, etc.) Members sync automatically from your gym software
Standalone / CSV You upload a CSV file manually

In connected mode, you rarely need to manage barcodes directly — the sync handles it. The tools below are most relevant for standalone deployments or for overriding individual members.

Viewing the Barcode Database

Portal → Your Instance → Barcode Database
or
Dashboard → Barcode Database

Shows all barcodes DFACS currently knows about, including:

  • Barcode value
  • Member name (if PII display is enabled)
  • Membership type
  • Current status (active / expired / denied)
  • Last sync time

Use the search bar to look up a specific barcode or member name.

Uploading a CSV (Standalone Mode)

If your site is not connected to a gym software platform, you manage the member list by uploading a CSV file.

CSV Format

One barcode per line, no header row required:

1234567890
0987654321
1111111111
  • Plain text, UTF-8 encoding
  • One barcode value per line
  • Leading/trailing whitespace trimmed automatically
  • Empty lines ignored
  • Barcodes must be alphanumeric (hyphens, underscores, dots, colons, and # are also accepted), max 50 characters

Note

The standalone CSV format only contains barcodes — there are no name, status, or expiry columns. All barcodes in the file are treated as active. Barcodes removed from the file are automatically marked as Revoked.

Uploading

  1. Go to Dashboard → Barcode Database → Upload CSV
  2. Select your CSV file
  3. Choose whether to replace the database or merge (add new entries, keep existing)
  4. Click Upload

DFACS will validate the file and report how many records were added, updated, or skipped.

Warning

Choosing replace will remove all existing barcodes not present in the new file. Members not in the CSV will be denied access immediately.

Granting & Denying Individual Members

You can override access for a single barcode without changing the full database.

Grant Access

Manually mark a barcode as active — useful for a temporary override or when a member is showing as expired but should have access.

  1. Go to Dashboard → Barcode Database
  2. Search for the barcode
  3. Click Grant Access

The override applies immediately and persists until you remove it or the next full sync overwrites it.

Deny Access

Block a specific barcode. The member will be denied and the denial reason will show as Manually Denied.

  1. Go to Dashboard → Barcode Database
  2. Search for the barcode
  3. Click Deny Access

Managing the Denied List

Dashboard → Denied Barcodes

Shows all barcodes that have been denied and the reason:

Reason Meaning
Expired membership Membership expired in your gym software
Offline - Barcode not found locally Offline mode; barcode not in local cache
Offline - Previously denied: [reason] Offline mode; barcode was denied before going offline
Revoked Barcode was active but removed from the CSV or manually revoked
Manually denied Blocked via the Deny Access tool
Past due membership Member has an outstanding balance
Non-sufficient funds Failed payment (Antaris)
Security event: [type] OSDP security event detected (tailgating, etc.)

Removing a Denial

To re-allow a barcode that was manually denied:

  1. Go to Dashboard → Denied Barcodes
  2. Find the barcode
  3. Click Remove Denial

For denials caused by expired memberships, update the member status in your gym software and wait for the next sync — the denial will clear automatically.

Sync & Refresh

In connected mode, DFACS syncs with your gym software on a configurable interval (default: every 5 minutes). To force an immediate sync:

  • Dashboard → Configuration → Integration → Sync Now

Or from the portal:

  • Portal → Your Instance → Trigger Sync

After a sync, the member count and barcode statuses update to reflect the latest data from your gym platform.

Troubleshooting

Member has active membership but is being denied

  1. Check the reason in Denied Barcodes — if it says "Manually Denied," someone blocked them manually; use Remove Denial
  2. If reason is "Expired membership," verify their status in your gym software and trigger a sync
  3. If reason is "Unknown barcode," the barcode value on their card may not match what's in your software — compare them directly

CSV upload fails

  • Ensure the file is saved as UTF-8 (not UTF-16 or Windows-1252)
  • Check that the barcode column is present and has no blank values
  • Remove any special characters or quotes from the header row

See Troubleshooting for more.