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In a nutshell, the RFID card system lets you manage physical access cards for your members, track assignments, and monitor card status across your organization.

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Overview

The RFID card management system provides comprehensive control over physical access cards for your club members. You can create, assign, and track RFID cards, manage different card types, and monitor their status throughout their lifecycle. Key capabilities:
  • Card Management: Create, edit, and delete RFID cards
  • Member Assignment: Assign cards to specific members with primary/secondary designations
  • Status Tracking: Monitor card status (active, inactive, lost, stolen)
  • Card Types: Support for different card types (standard, premium, guest, staff, instructor)
  • Assignment History: Track when and by whom cards were assigned
  • Bulk Operations: Manage multiple cards efficiently

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Managing RFID Cards

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Viewing All Cards

  1. Navigate to Members → RFID Cards in the admin panel
  2. The cards grid displays all RFID cards in your organization
  3. Use the search and filter options to find specific cards

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Understanding the Cards Grid

The cards grid shows:
  • Card Number: Unique identifier for the card
  • Type: Card type (Standard, Premium, Guest, Staff, Instructor)
  • Status: Current status with color coding
  • Assigned To: Member name if assigned, or “Unassigned”
  • Issued Date: When the card was created
  • Expiry Date: Card expiration date (if set)
  • Notes: Additional information about the card
  • Actions: Edit, assign, or delete options

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Creating New Cards

  1. Click “Add Card” in the top right
  2. Fill in the card details:
    • Card Number: Unique identifier (required)
    • Card Type: Select from available types
    • Status: Set initial status (defaults to Active)
    • Expiry Date: Optional expiration date
    • Notes: Additional information
  3. Click “Save” to create the card

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Card Types

  • Standard: Regular member access cards
  • Premium: Enhanced access for premium members
  • Guest: Temporary access for visitors
  • Staff: Employee access cards
  • Instructor: Coach and instructor cards

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Card Statuses

  • Active: Card is in use and functional
  • Inactive: Card is temporarily disabled
  • Lost: Card has been reported lost
  • Stolen: Card has been reported stolen

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Assigning Cards to Members

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Assigning a Card

  1. Find the unassigned card in the grid
  2. Click the Assign action button
  3. Select the member from the dropdown
  4. Choose if this should be their primary card
  5. Add any assignment notes
  6. Click “Assign Card”

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Primary vs Secondary Cards

  • Primary Card: Member’s main access card
  • Secondary Cards: Additional cards for the same member
  • Only one primary card per member
  • Members can have multiple secondary cards

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Viewing Member’s Cards

  1. Go to Members → Member List
  2. Click on a member’s name
  3. View their assigned cards in the member profile
  4. See assignment history and card details

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Managing Card Assignments

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Editing Card Details

  1. Click the Edit action for any card
  2. Update card information:
    • Card number (must be unique)
    • Card type
    • Status
    • Expiry date
    • Notes
  3. Click “Save” to update

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Unassigning Cards

  1. Go to the member’s profile
  2. Find the card in their assigned cards list
  3. Click “Unassign” next to the card
  4. Confirm the unassignment

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Deleting Cards

  1. Click the Delete action for an unassigned card
  2. Confirm the deletion in the dialog
  3. Note: Cards assigned to members cannot be deleted

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Common Tasks

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Setting Up New Member Cards

  1. Create a new RFID card with appropriate type
  2. Assign the card to the member
  3. Set as primary if it’s their main card
  4. Add any relevant notes

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Replacing Lost Cards

  1. Mark the old card as “Lost” status
  2. Create a new card with a different number
  3. Assign the new card to the member
  4. Set as primary if needed

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Managing Guest Access

  1. Create “Guest” type cards
  2. Assign to temporary members
  3. Set appropriate expiry dates
  4. Mark as inactive when no longer needed

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Staff Card Management

  1. Create “Staff” type cards for employees
  2. Assign to staff members
  3. Monitor card status and assignments
  4. Deactivate when staff leave

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Tips & Best Practices

  • Unique Numbers: Ensure all card numbers are unique within your organization
  • Regular Audits: Periodically review card assignments and status
  • Expiry Dates: Set expiry dates for temporary cards
  • Status Updates: Keep card status current (lost, stolen, etc.)
  • Notes: Use notes to track card history and special circumstances
  • Primary Cards: Ensure each member has one primary card

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Troubleshooting

Issue: Cannot assign card to member Solution: Check if the card is already assigned to another member or if the member exists Issue: Card number already exists Solution: Use a different card number - each card must have a unique identifier Issue: Cannot delete assigned card Solution: Unassign the card from all members before deleting Issue: Member has multiple primary cards Solution: Only one card can be primary per member - assign new primary will unset others Issue: Card status not updating Solution: Refresh the page or check your permissions for card management