<img height="1" width="1" style="display:none" src="https://www.facebook.com/tr?id=412158892933457&amp;ev=PageView&amp;noscript=1">
Skip to content
English
Submit Ticket
  • There are no suggestions because the search field is empty.

Hapana Member Access Control (MAC) Deployment & Installation Guide

Document Overview

Version: 3.0
Last Updated: May 2026
Audience: Site Security Installers, Project Managers, Technical Teams
Purpose: Complete deployment and installation guide for Hapana MAC access control solution

Table of Contents

Document Overview

Table of Contents

  1. Solution Overview
  2. Pre-Installation Planning
  3. Hardware Requirements
  4. Installation Steps
  5. Provisioning & Configuration
  6. Testing & Validation
  7. Safety & Best Practices
  8. Troubleshooting
  9. Installer FAQs

Appendix A: Hardware Specifications

Appendix B: Wiring Diagrams

Appendix C: Recommended FOB Standards

Appendix D: Contact Information

1. Solution Overview

1.1 System Capabilities

Hapana offers a QR Code Access system with digital credentials that allow instant access to members. The solution provides:

  • Primary Access Method: Mobile QR Code via Hapana app (95%+ adoption)
  • Secondary Access Method: RFID FOB support (optional, for ~5% of members)
  • 24/7 Contactless Entry: Secure, unstaffed operation capability
  • Offline Capability: 6-hour offline database for continuity during internet outages
  • Alarm Integration: Works with existing security/alarm panels

1.2 How It Works

Members initiate access by: 

  1. QR Code Scan - Using the Hapana mobile app to scan the QR code at the entrance 
  2.  FOB Tap - Tapping their FOB on the reader (if FOB support is installed)

The system then:

  • Validates membership status in real-time
  • Sends unlock command to door actuator
  • Logs all access attempts for reporting and security

1.3 System Architecture

2. Pre-Installation Planning

2.1 Site Survey Requirements

Before installation, gather the following information:

Site Information

  • Number of doors requiring access control
  • Location of each door (front entrance, side door, internal rooms, etc.)
  • Existing alarm panel location and model
  • Network infrastructure availability
  • Power over Ethernet (PoE) capability

Door Configuration

  • Type of door (single, double, automatic sliding, etc.)
  • Current locking mechanism (magnetic lock, electric strike, etc.)
  • Door open/close sensor availability
  • Proximity/movement sensor requirements (if applicable)

Network Requirements

  • Ethernet network access at each door location
  • PoE switch or injector availability
  • Network security/firewall considerations

Operating Model

  • Staffed vs unstaffed hours
  • 24/7 access requirements
  • FOB requirement assessment
  • Premium/restricted area access needs

2.2 Decision: QR-Only vs QR + FOB

QR Code Only Solution

QR Code + FOB Solution

Adoption: 95%+ of member base

Adoption: 100% solution

Costs: QR Code print only

Costs: Additional FOB reader hardware, member FOBs, desk reader

Hardware: Hapana MAC per door + QR code

Hardware: Hapana MAC + Door FOB reader + Desk FOB reader

Simplicity: Minimal hardware

Complexity: Multiple hardware standards to manage

Recommended for: New installations, tech-savvy member base

Recommended for: Existing FOB infrastructure, legacy requirements

Recommendation: Start with QR-only and add FOB support only where specifically required.

2.3 Equipment Checklist

Create a checklist for each location:

Location: _________________  Doors: ___


Per Door:

[ ] 1x Hapana MAC unit

[ ] 1x Ethernet cable (Cat5e/Cat6)

[ ] 1x PoE switch port or injector

[ ] 1x Printed QR code (laminated, matte finish)

[ ] Mounting hardware for MAC unit

[ ] Wiring for REX input connection

[ ] Wiring for door actuator connection


Optional (if FOB support required):

[ ] 1x FOB Reader (Wiegand compatible)

[ ] Wiegand/RS-485 cabling

[ ] Reader mounting hardware


Per Site:

[ ] 1x USB FOB Reader (for front desk)

[ ] Member FOBs (quantity as needed)

3. Hardware Requirements

3.1 Core Components

Hapana MAC (Member Access Controller)

  • Quantity: 1 per door
  • Power: PoE (Power over Ethernet)
  • Connectivity: Ethernet RJ-45
  • Mounting: Alarm panel or secure location
  • Interface: Front panel with info button and display
  • Direct Drive: Supports door locks at <1amp

Network Connectivity

  • Connection Type: PoE via switch or injector
  • Cable: Standard Ethernet (Cat5e or Cat6)
  • Network Requirements: Internet access for real-time validation
  • Offline Capability: 6-hour local database sync

QR Code Display

  • Format: Unique QR code per door/access point
  • Placement: Visible location convenient to members
  • Treatment:
    • Embossed on door, OR
    • Printed and laminated (matte finish to reduce glare), OR
    • Mounted behind plexiglass
  • Important: Low glare treatment to optimize camera reads

3.2 Optional FOB Components

Door-Mounted FOB Reader

  • Protocol: Wiegand (standard), RS-485 (recommended), or RS-232 (TTL UART)
  • Recommended Model: Integriti SIFER Multi-Format Card Reader
  • Standard: MIFARE specification (13.56MHz)
  • Wiring Distance:
    • Wiegand: Up to 150m (suitable for short distances)
    • RS-485: Up to 900m (recommended for longer distances and better security)

Front Desk FOB Reader

  • Type: USB keyboard emulator
  • Purpose: Input FOB ID directly into Hapana system
  • Connection: Plugs into front desk computer via USB
  • Function: Reads FOB ID as keyboard input (no enter key required)
  • Note: Optional if FOBs have ID printed on them, but recommended to avoid manual typing errors

Member FOBs

  • Standard: MIFARE format
  • Quantity: Based on member requirements (~5% of member base typically)
  • Provisioning: FOB ID recorded in member profile via desk reader or manual entry

4. Installation Steps

4.1 Physical Installation

Step 1: Mount Hapana MAC Unit

Location Requirements:

  • Install in alarm panel or secure, protected location
  • Critical: Front panel must be accessible for:
    • Viewing MAC status screens
    • Pressing front button for diagnostics
    • Recording provision code

Mounting Process:

  1. Select secure mounting location within alarm panel enclosure
  2. Ensure adequate ventilation
  3. Mount MAC using provided hardware
  4. Verify front panel accessibility

Step 2: Wire MAC to Alarm Panel

REX Input Connection: 

  • Connect MAC to alarm panel REX (Request to Exit) input 
  • Purpose: Allows MAC to signal the alarm panel to unlock the door 
  • Configuration: Alarm panel controls door open status during staffed hours

Door Actuator Connection:

  • Wire MAC directly to door actuator (lock mechanism)
  • Supported: Magnetic locks, electric strikes, or similar mechanisms
  • Direct Drive: MAC supports direct control of door locks at <1amp
  • Signal: MAC sends “Door Unlock” signal (not “Door Open”)

Important Distinction:

  • Door Unlock = Opens the MagLock (or similar locking mechanism)
  • Door Open = Controlled in conjunction with proximity/movement sensor

Step 3: Connect Network and Power

Ethernet Connection:

  1. Run Ethernet cable (Cat5e/Cat6) from network to MAC location
  2. Connect to MAC via RJ-45 port
  3. Power: PoE (Power over Ethernet) via switch or injector
  4. Verify: Network connectivity and power indicator

Network Requirements:

  • Internet access for real-time membership validation
  • Firewall rules if applicable (contact Hapana for specific ports/domains)

Hapana MAC Reference 

Step 4: Install FOB Reader (If Required)

Door Reader Installation:

  1. Mount reader on door exterior at convenient height
  2. Run Wiegand/RS-485 cable from reader to MAC
  3. Recommended Protocol: RS-485 for longer distances and better security
  4. Connect reader to MAC according to wiring diagram
  5. Configuration: Set DIP switches on MAC if using RS-232/Wiegand options

Desk Reader Installation: 

  1. Plug USB FOB reader into front desk computer
  2. Verify keyboard emulation functionality
  3. Test by scanning a FOB and confirming ID appears as text

Step 5: Install QR Code Display

Placement Guidelines:

  • Position at convenient height for smartphone scanning
  • Ensure good lighting (but avoid direct glare)
  • Protect from weather if outdoor installation
  • Make clearly visible to approaching members

Installation Options: 

  1. Embossed on door - Most permanent solution 
  2. Laminated print - Use matte lamination to reduce glare 
  3. Plexiglass mount - Professional appearance, easy replacement

4.2 Dual Door Configurations

For sites with proximity/movement sensors:

  • Some locations have dual-door systems with proximity sensors
  • Proximity sensor must detect person/movement to trigger door open
  • Testing Note: Both door unlock AND proximity sensor activation must be verified

5. Provisioning & Configuration

5.1 Power On and Provision

Provisioning Process:

  1. Power On Device
    • Connect PoE ethernet
    • MAC will power up and begin initialization
    • Display will cycle through startup screens
  2. Record Provision Code
    • Press info button on front panel
    • Display will show 6-character provision code
    • Format Example: A-ER456J
    • Record for Hapana: Enter only the 6 characters after “A-” = ER456J
  3. Submit to Hapana
    • Provide the 6-character code to Hapana team
    • Specify door location/name (e.g., “Front Door Access” or “FDA”)
    • Example Mapping: MAC ID A-ER456J → Serial Number “ER456J” → Door “FDA”

Important Notes: 

  • Each MAC has a unique 6-character provision code
  • This code maps the device to specific door and membership groups
  • MAC must be powered and connected to network to display provision code

5.2 MAC Status Screens

Info Button Functions: 

  • Single Press: Cycles through diagnostic screens
  • 10+ Second Hold: Factory reset (WARNING - only use when resetting device)

Available Diagnostic Screens: 

  1. Provision code
  2. Connection status
  3. IP address
  4. Firmware version
  5. Last sync status
  6. Error messages (if any)

Diagnostic Information: 

  • Connection status (online/offline)
  • IP address assignment
  • Provisioning status (provisioned/not provisioned)
  • Firmware version

5.3 Hapana Backend Configuration

Performed by Hapana Team: 

  1. Map MAC device ID to specific door location
  2. Assign door to appropriate access group(s) 
  3. Configure membership access rules
  4. Set time-based access restrictions (if applicable)
  5. Enable/disable FOB access for the door
  6. Configure staffed hours schedules (future feature)

Door Access Groups Examples: 

  • Standard membership → Front door access
  • Premium membership → Front door + premium areas (sauna, recovery rooms)
  • Youth membership → Time-restricted access (no access after 9-10pm)
  • Passport membership → Cross-location access

6. Testing & Validation

6.1 Pre-Testing Checklist

Before testing access, verify: 

[ ] MAC powered on and showing online status 

[ ] MAC provisioned in Hapana system

[ ] Network connectivity confirmed

[ ] Door actuator wired correctly

[ ] Alarm panel integration configured (if applicable)

[ ] FOB reader connected (if applicable)

[ ] QR code installed and visible

6.2 Testing Procedure

Test 1: QR Code Access

Setup: 

  1. Ensure test member account is active in Hapana system
  2. Test member has Hapana app installed on smartphone
  3. Test member’s QR code is active

Test Steps: 

  1. Member opens Hapana app
  2. Member scans QR code at door
  3. Expected Result: - Door unlock command sent within <100ms - Door unlocks for configured duration (typically 3-5 seconds) - Access logged in Hapana system
  4. Verify door re-locks after timeout

Troubleshooting:

  • If door doesn’t unlock, check MAC status screens
  • Verify member account is active
  • Check network connectivity
  • Review Hapana access logs

Test 2: FOB Access (If Applicable)

Setup:

  1. Member FOB ID entered in Hapana system
  2. Member account active with FOB privileges

Test Steps:

  1. Member taps FOB on reader
  2. Expected Result: - Reader sends FOB ID to MAC - MAC validates against Hapana database - Door unlocks if validated - Access logged in system
  3. Test with inactive FOB to verify denial

Troubleshooting:

  • Verify FOB reader wiring
  • Check FOB ID is correctly entered in system
  • Test FOB with desk reader to confirm ID

Test 3: Alarm Panel Interoperability

If alarm integration is configured:

Test Steps:

  1. Set alarm panel to staffed hours mode
  2. Verify door can be unlocked by alarm panel
  3. Test that alarm panel and MAC don’t conflict
  4. Verify REX input integration

Expected Behavior:

  • During staffed hours: Alarm panel may hold door unlocked
  • During unstaffed hours: MAC controls door access
  • REX input properly signals alarm panel

Test 4: Offline Database Functionality

Test Steps:

  1. Disconnect MAC from internet (unplug ethernet or disable network)
  2. Wait 30 seconds for MAC to enter offline mode
  3. Test QR/FOB access
  4. Expected Result:
    1. MAC uses local 6-hour offline database
    2. Access granted to members in offline database
    3. Access denied to members NOT in offline database
  5. Reconnect internet
  6. Verify access logs sync to Hapana system

Important Notes:

  • Offline database syncs every 6 hours
  • New member additions may not be in offline database immediately
  • Real-time updates (whitelist/blacklist) only work when online

6.3 Multi-Door Testing

For sites with multiple doors:

  1. Test each door independently
  2. Verify correct door opens for each access point
  3. Test premium area access restrictions
  4. Verify membership tier access rules

7. Safety & Best Practices

7.1 Safety Guidelines

⚠️ CRITICAL SAFETY RULES:

  1. Info Button Hold Time
    • DO NOT hold info button for >10 seconds unless intentionally resetting device
    • 10+ second hold = factory reset (erases all configuration)
    • Single press to cycle through status screens
  2. Installation Timing
    • Schedule installation/testing during off-peak hours
    • Avoid disrupting member access during peak times
    • Coordinate with gym staff for member communication
  3. Electrical Safety
    • Follow all electrical safety protocols
    • Ensure PoE equipment is properly rated
    • Do not exceed MAC direct drive limit (<1amp)
  4. Secure Installation
    • Install MAC in secure location (alarm panel preferred)
    • Protect wiring from tampering
    • Ensure front panel remains accessible for diagnostics

7.2 Best Practices

Reader Selection:

  • Use only approved Wiegand FOB readers where required
  • Integriti SIFER Multi-Format recommended for MIFARE compatibility
  • RS-485 protocol recommended over Wiegand for better security and distance

Network Configuration:

  • Use dedicated VLAN for access control (recommended)
  • Ensure reliable PoE power supply
  • Consider backup power for critical access points

Documentation:

  • Record all MAC provision codes and door assignments
  • Document network configuration (IP addresses, VLAN info)
  • Maintain wiring diagrams for each installation
  • Keep photos of installation for future reference

Maintenance:

  • Test access control monthly
  • Verify firmware updates are applied
  • Check QR code condition and visibility
  • Clean FOB readers regularly

8. Troubleshooting

8.1 Common Issues and Solutions

Issue: MAC shows “Unit not found” or unresponsive

Possible Causes:

  • MAC not powered on
  • Not connected to network
  • Lost provisioning

Solutions:

  1. Verify PoE power supply
  2. Check ethernet cable connection
  3. Check MAC status lights/display
  4. Important: MAC must connect to network at least once per week or will lose provisioning as security protocol
  5. Power-Up Requirement: MAC powers up every 2 hours to check in with Hapana Access Control Master Instrumentation System
  6. If unit was powered up to get ID but then sits offline, it will be de-provisioned

Prevention:

  • Ensure continuous network connectivity
  • Do not power off MAC for extended periods
  • If offline, reconnect within 7 days

Issue: QR code scan not working

Possible Causes:

  • Poor lighting or glare
  • QR code damaged
  • Member app issue
  • Network connectivity problem

Solutions:

  1. Verify QR code is clean and undamaged
  2. Check for glare (use matte lamination)
  3. Improve lighting at scan location
  4. Verify MAC has network connection
  5. Have member check Hapana app is up to date
  6. Test with different smartphone

Issue: FOB not granting access

Possible Causes:

  • FOB ID not in system
  • Member account inactive
  • FOB reader malfunction
  • Wiring issue

Solutions:

  1. Verify FOB ID is correctly entered in Hapana system
  2. Use desk reader to confirm FOB ID
  3. Check member account status
  4. Verify FOB reader wiring
  5. Test reader with known-good FOB
  6. Check if offline database needs sync

Issue: Door unlocks but doesn’t open

This is expected behavior in certain configurations:

  • Door Unlock ≠ Door Open
  • Some sites have proximity sensors that must detect person/movement
  • Door unlock releases the lock mechanism
  • Proximity sensor triggers the door to physically open

Solutions:

  1. Verify proximity/movement sensor is functioning
  2. Check sensor wiring
  3. Test sensor independently
  4. Confirm door mechanism is working

Issue: Alarm panel conflict

Possible Causes:

  • Incorrect REX input wiring
  • Alarm panel configuration issue
  • Conflicting access control rules

Solutions:

  1. Verify REX input wiring is correct
  2. Check alarm panel configuration
  3. Ensure staffed hours settings don’t conflict
  4. Consult alarm panel documentation
  5. Contact Hapana support for integration guidance

8.2 Diagnostic Flow

Systematic Troubleshooting:

    9. Installer FAQs

    Installation & Responsibility

    Q: Who installs the MAC?
     A: Existing site security installers are preferred for their knowledge of the site and alarm systems.

    Q: Who programs the MAC?
     A: Hapana programs the MAC. Installers provide the 6-character provision code, and Hapana maps it to the door name and configures access rules. Access is determined by membership settings.

    Q: What wiring is required?
     A:

    • Ethernet to MAC for PoE and network
    • MAC to alarm panel REX input
    • MAC to door actuator (lock release)
    • FOB reader to MAC via Wiegand/RS-485 (if FOB support needed)

    Access Control Features

    Q: Can doors be scheduled open during staffed hours?
     A: Yes, via alarm panel configuration for staffed hours schedules. Hapana is also developing a time schedule feature (planned Q4 2025/Q1 2026) that allows doors to remain open during staffed hours, with members scanning inside the gym for check-in.

    Q: How does time-based access work?
     A: When MAC is online, time-based access is controlled by Hapana systems. During offline mode (local database), member entry is permitted regardless of time for up to 6 hours.

    Q: Can youth or under-age members be restricted by time?
     A: Yes. Access rules can restrict entry by age, time of day, or membership type (e.g., youth members cannot access after 9-10pm).

    Offline & Connectivity

    Q: What happens if internet is down?
     A: Offline database supports 6 hours of access. The MAC maintains a local database that syncs every 6 hours and includes whitelist/blacklist delta updates via websocket when online.

    Q: How often does the MAC check in?
     A: MAC powers up every 2 hours to check in with Hapana Access Control Master Instrumentation System. It must connect at least once per week or it will lose provisioning as a security protocol.

     

    FOB Support

    Q: Which members need FOBs?
     A: Small percentage (~5%). Most members use QR codes via app, which provides immediate access without FOB.

    Q: Is there a proximity key fob reader at the front door?
     A: Hapana’s primary focus is QR Code access with secondary support for FOB. If FOB support is needed, a proximity reader (such as Integriti SIFER or equivalent supporting Wiegand/RS-485) is installed.

    Q: What about internal doors like sauna doors?
     A: Internal access doors are controlled only by QR Code access with a Hapana MAC installed for each internal door.

     

    Staffed Hours Feature (Upcoming)

    Q: Can members check in inside during staffed hours?
     A: This feature is planned for release Q4 2025/Q1 2026. When enabled:

    • Doors remain open during staffed hours
    • Members scan QR/FOB inside gym for general check-in
    • Note: FOB-carrying members checking in inside will require an additional MAC at the Reception Area

    Appendix A: Hardware Specifications

    Hapana MAC Technical Specifications

    Model: Hapana Member Access Controller (MAC)

    Power: - Power over Ethernet (PoE) 802.3af - Power consumption: <15W

    Connectivity: - 1x Ethernet RJ-45 port (10/100/1000Mbps) - PoE input

    Interfaces: - RS-485 (recommended) - up to 900m - Wiegand - up to 150m - RS-232 (TTL UART) - configurable - Direct drive door lock support <1amp

    Environmental: - Operating temperature: 0°C to 50°C - Storage temperature: -20°C to 70°C - Humidity: 10-90% non-condensing

    Physical: - Dimensions: [Standard DIN rail mount] - Mounting: DIN rail or wall mount - Front panel: Info button and display

    Firmware: - Automotive-grade chips for enhanced reliability - Embedded storage (no SD card failure points) - 15-second firmware update windows with automatic rollback - Updates scheduled during non-operational hours

    Offline Capability: - 6-hour offline database - Real-time delta updates via websocket when online - Complete activity logging during offline periods

    Appendix B: Wiring Diagrams

    Basic Installation Wiring

    Installation with FOB Reader

    Dual Door with Proximity Sensor

    Appendix C: Recommended FOB Standards

    MIFARE (Recommended for Flex Fitness NZ)

    Specifications: - Frequency: 13.56MHz - Standard: ISO/IEC 14443 - Formats: MIFARE Classic 1K S50, MIFARE Classic 4K S70, NTAG215 - Card Serial Number (CSN): Pre-configured unique identifier

    Advantages: - Industry standard - Wide compatibility - Secure communication - Available from multiple suppliers

    Desk Reader: - Type: USB keyboard emulator - Compatibility: Windows, Linux, Mac - Output: Automatic (no enter key required)

    Alternative Standards (for reference)

    HID Prox Card: - Frequency: 125KHz - Format: WG26 H10301 & WG37 H10304 - Cards: 1326 HID ProxCard II, 1386 HID ISOProx II

    EM4100: - Frequency: 125KHz - Format: EM4100, EM4200, EM4102, TK4100 - Popular in offices and schools

    Recommendation: Standardize on MIFARE for multi-site deployments to ensure passport-style membership compatibility across all locations.

    Appendix D: Contact Information

    Hapana Support: - Email: [support contact] - Phone: [support phone] - Hours: [support hours]

    Emergency Support: - 24/7 Support Line: [emergency contact]

    Technical Documentation: - Portal: [documentation portal] - API Docs: [API documentation]

    Installation Support: - Project Lead: [contact info] - Technical Team: [contact info]