Client Portal Guide¶
The DFACSWAN Client Portal at portal.dragonflydoors.com gives you a cloud-based overview of all your access control instances — without needing to be on the same local network as your hardware.
Logging In¶
Go to portal.dragonflydoors.com and sign in with your email and password.
If you don't have credentials, contact [email protected] to have an account created for your organisation.
Portal Home¶
After logging in, the portal home shows all instances linked to your account.
Instance Cards¶
Each card represents one DFACS installation (one door or facility):
| Element | What it shows |
|---|---|
| Instance name | The friendly name configured on the device |
| Status badge | Online / Offline / Error |
| Today: Granted | Access events allowed so far today |
| Today: Denied | Access events denied so far today |
| Today: Errors | Scan events that resulted in an error |
| Tenant | Which location or account this belongs to (multi-location accounts) |
Click any card to open the full instance detail view.
Instance Detail¶
Portal → Your Instance
The detail page gives a deeper view of a single DFACS installation.
Today's Stats¶
Four stat boxes at the top summarise today's activity:
- Granted — successful access events
- Denied — blocked access events
- Errors — scan errors (hardware or connectivity issues)
- Total — combined scan count
Instance Health¶
A progress bar showing the ratio of granted to total scans. A healthy instance running normally will be mostly green. High denial rates may indicate membership sync issues or a misconfigured integration.
| Health range | Typical meaning |
|---|---|
| 90–100% granted | Normal operation |
| 70–89% granted | Some denials — check for expired memberships or sync issues |
| Below 70% granted | Investigate — possible integration or hardware problem |
Recent Access Log¶
The last 15 scan events, shown in reverse chronological order:
| Column | Description |
|---|---|
| Time | When the scan occurred |
| Barcode | The scanned barcode value |
| Name | Member name (if PII display is enabled on the device) |
| Membership | Membership type from your gym software |
| Result | Allowed or Denied |
| Reason | For denials: why access was blocked |
Common denial reasons:
| Reason | Meaning |
|---|---|
Expired membership |
Membership expired in your gym software |
Offline - Barcode not found locally |
Device was offline and barcode wasn't in local cache |
Offline - Previously denied: [reason] |
Device was offline; barcode was denied before outage |
Revoked |
Barcode removed from member database |
Past due membership |
Member has an outstanding balance |
Non-sufficient funds |
Failed payment (Antaris) |
Manually denied |
Blocked manually via the barcode tools |
Configuration Summary¶
Key settings as currently configured on the device:
- Billing platform / integration type
- Relay type (hardware)
- Sync interval
- Unlock duration
The Configuration tab is a live, editable mirror of the device's settings. Users with configuration permissions can change these values in the portal and save; the update is pushed to the door over the cloud connection and applied there. You can also still make changes on the on-device dashboard at your local network address — the two stay in sync.
Who can edit configuration
Editing configuration requires the appropriate permission (config / send-command rights). Admins can edit their own instances, and billing partners can manage the instances within their assigned organizations. Users without that permission see the Configuration tab as a read-only summary.
Documentation Links¶
Context-aware links to the relevant documentation sections for this instance, based on your hardware and integration type — e.g., a Glofox-connected site will show the Glofox integration guide directly.
Triggering a Sync¶
If member data looks stale or a recent change in your gym software hasn't appeared yet:
- Open the instance detail page
- Click Trigger Sync
This tells the DFACS device to immediately fetch the latest member data from your gym platform, rather than waiting for the next scheduled sync interval.
What the Portal Can't Do¶
The portal is a monitoring and overview tool. Some operations still require the on-device dashboard (accessed from your local network):
- Changing configuration settings
- Uploading CSV member files
- Viewing or editing access schedules in detail
- Restarting the application
For on-device operations, see the Dashboard Guide.
Organizations & Tenant Management¶
Accounts at the franchise or billing-partner level manage a hierarchy of organizations, not just a flat list of doors. The Organizations page shows your organization and everything beneath it as an expandable tree — each node shows its name, type, and how many doors sit under it, with individual doors nested under their facility on multi-door sites.
Depending on your role you can add a child organization, rename or move a node to a different parent, or deactivate one (a soft delete that shows an impact summary of affected users and instances before you confirm). See Multi-Location & Franchise for the full picture and User Roles for what each role may change.
Onboarding New Instances¶
Accounts with onboarding rights (DragonFly staff and billing partners, scoped to their own branch) see an Onboarding Queue for brand-new DFACS units that have phoned home but aren't yet assigned to a location. Each entry shows the device ID, version, integration type, and how long it's been waiting. The Onboard action opens a short wizard to confirm the device, give it a friendly name, and assign it to a facility — after which it leaves the queue and appears as a normal managed instance. See Multi-Location & Franchise for the step-by-step flow.
Reports & Exports¶
The Reports page is for browsing and quick answers across your whole footprint, typically with tabs for Access Logs (search by date range, instance, door, barcode, result), Instance Health (status, last check-in time, door state, version, 24-hour access count per instance), and Tenant Summary (per-organization instance counts and online percentage).
Where the download lives
A downloadable CSV or PDF export is generated from an individual instance's own Access Logs tab — not from the Reports page itself. Use Reports to browse; use the instance's Access Logs tab to export.
SMS Alerts¶
The portal can text an alert when a location has been offline for more than 30 minutes, or when door activity is detected while a unit is fully offline (on sites with facial-recognition failover). Receiving these requires a phone number on file for your account and SMS opted in. Self-service management of your number and opt-in is marked "coming soon" — until then, ask an administrator or DragonFly support to enable SMS alerts for your account.
Access & Permissions¶
What you can see in the portal depends on your role:
- Viewer / Operator — read-only view of instances and logs
- Manager — same, plus can trigger syncs and manage barcodes
- Admin — full access including user management
See User Roles for the full breakdown.