Gate Card Operation

For Staff users, the PIN or Card needs to be non terminating so that they do not need a new Card or PIN number each time they come to work. This is managed differently - click here for instructions.

Once a booking has been created, you can create an entry card, or PIN, for that booking.

You can either create it from the Arrivals & Departures screen or in the Links section in any of the tabs when in a booking (as shown below).

Gate Control link


When you click on this link (see image above) a popup window will appear so that you can provide an access card or set the PIN for the guest.

Card providers will have a slightly different pop up - please see the info section further down the screen for more information.

Gate Control pop up

The columns are as follows:

  • Number - If you provide cards for entry, enter the number of the card. If you provide a PIN number, leave blank as once the Add button has been selected, it is automatically generated by iBex and will be the PIN number that the guest will use.
  • Account - You can select who this PIN or card is for so if you have multiple cabins, sites, units in one booking, you can identify which room is using which card or PIN. If you provide cards, it is also the account that the bond of the card will be automatically charged to.
  • Access - If you use multiple boom gates for different areas of your park, select which access is permitted here.
  • Code - This is only applicable for Card operated systems and is provided by the boom gate provider.
  • Ref - If required, enter a guest reference. This could be a name, vehicle registration number, etc
  • Type - You can select between PIN or Card depending on which operation you use.

When you click the Add button, the record is saved and if the type selected was PIN, then a new PIN number will be generated in the Number field which should be provided to the guest as their PIN entry number.

Any records can be deleted by simply ticking the Delete option followed by clicking Save.

To close the popup window, click the Exit button.

If you are providing cards and you have set up an extra to automatically add and refund the necessary bond to a booking (as shown above), you will notice that your pop up screen will be slightly different as it will also have a Rfnd column (see image below).

gate control rfnd


This column controls whether or not the bond for the card should be automatically removed from the booking or stay on the booking as a charge (due to loss of card). This will always be ticked as default so anytime a booking is checked out, the bond is automatically removed from the booking.

If the guest fails to return the card, you can remove the tick prior to check out so that the bond will not be removed from the booking leaving the charge on the booking.

Important Note: The extra charge will be removed from the booking automatically but no monies are refunded in the booking so you will need to log the refund in the booking so that the finance of the booking balances. 

Access to the Gate Control popup can also be found in the Arrivals & Departures screen by clicking on the boom gate symbol (see image below).

Gate control Arrival departure link


If the Boom gate is coloured, it indicates that a gate record exists, if not, then no gate records exist.
The same icon is displayed in the Notes tab in a booking.

When you click on the boom gate icon (regardless if coloured or not) a popup window will appear so that you can provide an access card or set the PIN for the guest.
Card providers will have a slightly different pop up - please see the info section further down the screen for more information

Gate Control pop up

The columns are as follows:

  • Number - If you provide cards for entry, enter the number of the card. If you provide a PIN number, leave blank as once the Add button has been selected, it is automatically generated by iBex and will be the PIN number that the guest will use.
  • Account - You can select who this PIN or card is for so if you have multiple cabins, sites, units in one booking, you can identify which room is using which card or PIN. If you provide cards, it is also the account that the bond of the card will be automatically charged to.
  • Access - If you use multiple boom gates for different areas of your park, select which access is permitted here.
  • Code - This is only applicable for Card operated systems and is provided by the boom gate provider.
  • Ref - If required, enter a guest reference. This could be a name, vehicle registration number, etc
  • Type - You can select between PIN or Card depending on which operation you use.

When you click the Add button, the record is saved and if the type selected was PIN, then a new PIN number will be generated in the Number field which should be provided to the guest as their PIN entry number.

Any records can be deleted by simply ticking the Delete option followed by clicking Save.

To close the popup window, click the Exit button.

If you are providing cards and you have set up an extra to automatically add and refund the necessary bond to a booking (as shown above), you will notice that your pop up screen will be slightly different as it will also have a Rfnd column (see image below).

gate control rfnd

This column controls whether or not the bond for the card should be automatically removed from the booking or stay on the booking as a charge (due to loss of card). This will always be ticked as default so anytime a booking is checked out, the bond is automatically removed from the booking.

If the guest fails to return the card, you can remove the tick prior to check out so that the bond will not be removed from the booking leaving the charge on the booking.

Important Note: The extra charge will be removed from the booking automatically but no monies are refunded in the booking so you will need to log the refund in the booking so that the finance of the booking balances. 

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