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Guest Management

Guest Management Console (GMC) is a user-friendly web GUI portal for non-administrator staff to quickly create Wi-Fi guest accounts (or access vouchers) on demand. These accounts are required for authenticating to the RansNet HSG/HSA captive portal before guests are granted internet access.

Accounts can be issued as username/password or as PIN code, one at a time or in batches, and delivered to guests on screen, as a printout, by email or SMS, or as an exported PDF.

Guest Management Console

The feature lives at HOTSPOT USERS → Guest Management, and has two tabs:

Tab Audience Purpose
Front Desk End user (reception staff) Create and issue guest accounts during daily operations
Settings Admin / support Set the account format, access profile, voucher content, and the guest information Front Desk collects

Note

The Settings tab replaces the older Customization, Access Info, User Info and Printer Setup tabs. Existing settings carry over: the new tab edits the same values.

Part 1: Administrative Setup

Configure the Settings tab before handing the system to Front Desk staff. It controls which fields Front Desk sees and how accounts are generated. Each section has its own Save button.

Settings tab

Account Setup

Setting Purpose Options / Notes
Account type Format of every account Front Desk creates Username & Password, or Pincode (a single code, no password)
Username definition How usernames are generated (Username & Password only) Random, or the value staff type in a user info field (e.g. Email, Room No). The field must be ticked under Assign User Info per Account.
Password definition How passwords are generated (Username & Password only) Random, or a user info field, as above
Max length Length of a random username or password Username 2–20, password 4–20 (default 8). Shown only for Random.
Alphabet / Numeric Characters used for a random username or password Tick one or both (both = letters and digits). Shown only for Random.
Pincode length Length of a generated PIN (Pincode only) 4–20 (default 8)
Pincode type Characters used for a PIN (Pincode only) Alphanumeric, Integer (Numbers Only), or Alphabet Only
Access profile Profile given to every new account Select a profile. Changeable by front desk ticked: staff pick one or more profiles, starting from this one. Unticked: every account gets this profile and staff see it read-only.
Print output title Heading on the voucher (e.g. venue or network name) Free text. Unticked: no heading.
No of duplicate prints Extra copies when staff click Print 1–4; each copy prints on its own page (e.g. 1 = original + 1 copy). Unticked: one copy.
Print account notes Text shown at the bottom of every voucher, email and SMS Free text, e.g. Wi-Fi network name or terms of use. Unticked: no notes.
Print custom image Image shown at the bottom of every voucher JPG or PNG, up to 4 MB (e.g. logo or QR code). Not included in emails.

Tip

Choose Account type first. It decides whether Front Desk collects guest details or simply issues a PIN code, and which of the other options apply.

Assign User Info per Account

Tick the guest details Front Desk must enter for each account: First Name, Last Name, Email, Mobile, Room No, Nationality, Passport/NRIC No, Profession, Company, Country.

Once a field is ticked, its Print switch appears. Turn Print on to show that detail on the voucher (pop-up, printout and export).

Tip

Keep this list short. Each ticked field is a mandatory entry at the counter, which slows down check-in. Tick only the details you actually use.

Access Profile Options

The Access profile list shows the access profiles created under Access Rights and Profiles, except:

  • Billing plan profiles.
  • Profiles whose names start with Time-User, Speed-Max, Bandwidth-User, Device-Max, Session-Max, Data-Max or Expiry-After.

Create a combined profile for front desk use (for example Guest-1Day-10Mbps) and select it here.

Admin Profile and Account Setup for Frontdesk

Before handing the system to Front Desk staff, create a restricted permission profile and frontdesk account that limits their access to Guest Management only.

Refer to Create Permission Profile and Create mfusion User Account for step-by-step instructions.

This ensures Front Desk staff can only access the Guest Management tab and cannot modify other critical system settings.

Front Desk Admin Profile

Part 2: Front Desk Operations

The Front Desk tab is where reception staff create guest accounts. It shows only the fields set up in the Settings tab.

Create Username & Password Accounts

Front Desk, one account

  1. Access Profile — the profile set in Settings is pre-selected. If it is changeable, add or remove profiles; otherwise it is shown read-only.
  2. Create — choose One account or Multiple accounts.
  3. Enter the guest details (the fields ticked in Settings). All fields shown are required.
  4. Click one of the action buttons (see Deliver Accounts to Guests).

For a batch, choose Multiple accounts, enter No. of accounts, and optionally tick Prefix and enter up to 5 letters or digits (e.g. EVENT gives EVENT-xxxxxxxx). The guest details entered apply to every account in the batch.

Front Desk, multiple accounts

Note

When a free-quota rule (weekly or monthly) is enabled, Profession is a dropdown of the professions that rule accepts. Other values are refused.

Create PIN Codes

When Account type is Pincode, the form changes to PIN Code Authentication.

Front Desk, one PIN

  • One PIN — type a PIN, or click Generate for a random one (length and characters as set in Settings).
  • Multiple PINs — enter No. of PINs, and optionally a Prefix.

Front Desk, multiple PINs

Deliver Accounts to Guests

Button Action Notes
Display Create the account(s) and show them on screen —
Print Create the account(s) and open the browser's print dialog Prints the voucher only, plus the duplicate copies set in Settings, one per page. Any printer the browser can use works.
Email Create the account(s) and email them to the guest Sent to the Email field, or to an address entered when asked. A batch is sent in one email.
SMS Create the account(s) and send them by SMS Sent to the Mobile field, or to a number (with country code) entered when asked. A batch is sent in one SMS.
Export Create a batch and save it as a PDF of vouchers Multiple accounts / PINs only

The Guest Account Details pop-up shows the result. For a single account it also has Print, Email and SMS buttons to deliver the same account again, for example to another address.

Guest Account Details

The voucher shows the print title, the username and password (or PIN), the user info marked Print, the access profile, the account notes and the custom image.

Email and SMS Setup

Email and SMS use the SMTP server and SMS gateway set in ADMIN → General → System. If the one needed is not set up, Front Desk shows an error straight away and no account is created.

A batch can also be saved as a PDF of vouchers with Export.

Front Desk export

After creation, accounts also appear in the collapsible Accounts Created panel at the bottom of the page.

Account Creation Warnings

The Guest Account Details pop-up shows the result after submitting. Two warnings may appear:

Profession not in quota map — If a free-quota rule is enabled and the profession is not in its list, account creation is blocked. No accounts are created.

Front Desk profession guard

Profiles could not be assigned — If one or more access profiles fail to apply (invalid or not found), accounts are still created but a warning lists the failed profile names. Contact support to verify the access profile configuration.

Guest invalid profile

Troubleshooting

Symptom Likely Cause Solution
A guest detail field is missing on Front Desk Not ticked under Assign User Info per Account Tick the field in Settings and click Save
"No SMTP server" or "No SMS gateway" error Server not set up in ADMIN → General → System Set up the SMTP server or SMS gateway there, then retry
Username definition cannot be saved The chosen field is not ticked under Assign User Info per Account Tick the field first, or choose Random
A profile is missing from the Access profile list Name starts with a reserved prefix (e.g. Time-User), or it is a billing plan Use a combined profile without those prefixes
"The profession entered is not within the valid range" A free-quota rule is on and the profession is not in its list Pick a profession from the dropdown, or add it to the rule
Several copies print No of duplicate prints is ticked in Settings Untick it, or lower the number

Best Practices

  • Use a restricted frontdesk account — give reception staff the Guest Management permission profile only, so they cannot change the Settings tab or other configuration.
  • Keep guest details short — tick only the user info you use; every field adds time at the counter.
  • Prefer random credentials — random usernames and passwords are harder to guess than ones based on a room number or email.
  • Add the Wi-Fi name to the notes — guests then have everything needed to connect on one voucher.
  • Test Email and SMS once — send an account to your own address or number after setting up the SMTP server or SMS gateway.