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How to manage access cards in Welcome Access: Digital and physical

This article is for all users who want to learn more about how to give users access cards in Welcome Access, including digital cards on mobile and physical plastic cards

Access cards in Welcome Access: Digital or physical?

Welcome Access supports two types of access cards:

  1. Digital access card on mobile (recommended) — The user receives the card directly in Apple Wallet or Google Wallet. No waiting time, no physical production. Works with NFC on the phone.

  2. Physical plastic card — A traditional access card that must be ordered and produced by the building's operations team.

Most users only need a digital card. A physical card is relevant for users who do not have a smartphone or who need an extra card. External people such as consultants, union representatives, and temps can also receive access cards — add them as a user in your company and assign either a digital or physical card, depending on what works best.

Digital and physical cards work in parallel — a user can have both.

Give a user a digital access card (recommended)

When digital access cards are activated for your company, new users automatically receive an email with instructions on how to download the Welcome Access app and add the card to Apple Wallet or Google Wallet.

If you need to resend the instructions to an existing user, or if the user has not received the email:

1. Go to Users and find the user.

2. Click the user to open their profile.

3. Select Actions and press Send digital access card by email.

Also ask the user to check their spam folder if the email does not appear.

For more information about setting up and using digital cards, see How to use your digital access card on mobile (Apple Wallet / Android NFC).

Ordering a physical access card

This guide is for company administrators who want to order a physical plastic card for users in their company.

  1. Check that you are in the correct company context: If you have access to multiple companies in the building, make sure you have selected the correct company. Click the company name in the top left of the menu to switch company (only available if you have access to multiple companies in a building).

    1. Go to the "Users" menu.

    2. Open the "Users" menu for your company.

    3. Find the user you want to order an access card for and click the row to open the user's profile.

  2. Check the user's information: On the user's profile page, check that all information is correct. If your company uses access cards with printed profile photos, check that the photo follows the company's guidelines and notify the user if a profile photo is missing or does not meet the quality requirements. If profile photos are not required, you can skip this step.

  3. Order a physical access card: Click the "Access card" tab on the user's profile page. Here you can see an overview of the user's already assigned cards.

    1. Click "+ Order physical access card" to order a new access card for the user.

  4. Add special instructions (optional): When ordering the card, you can add an order message to the building's operations team. Here you can give specific instructions relating to the card, for example a request for an initial PIN code.

  5. When the card is ready: When the access card has been produced, the operations team will send a notification. Both you as administrator and the user will receive a message with delivery instructions.

Do you need help?

Chat with us via the AI ​​chatbot at the bottom right of the screen, or send an email to support@welcomeworkdays.com.

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