Overview
An Entry Approval PIN is the code a staff member enters at the kiosk to approve entry when someone isn't fully compliant, most often to grant an exemption or approve documents added at the kiosk.
There are two levels, and they work together:
Global PINs apply everywhere. One set of codes for the whole organisation, held by the people who approve entry wherever they happen to be. Simple to run, and the right fit for a single site or a small group of them.
Location PINs apply to one site. Each site holds its own codes, so a PIN shared with one site's team can't be used to approve entry somewhere else.
How the kiosk decides
The rule favours the more specific PIN:
If the site has PINs configured, only those are accepted at that kiosk.
If the site has no PINs configured, the global PINs are accepted.
So you can add location PINs one site at a time. Sites you haven't configured keep working on the global PINs, unchanged.
Configure PINs
Go to Settings → Entry Rules → Entry Approvals.
The page lists the global PIN set first, then every location you have access to. Sites with no PINs configured show an empty state, which doubles as a rollout checklist.
Select a row to edit its PINs in a dialog box. Each location holds up to three PINs — enough to give different teams or shifts their own code rather than sharing one between them. Each row shows when its PINs were last changed.
Who can see what
Global PINs are visible only to users with access to all locations.
Location PINs are visible to users with access to all locations, or to that specific site.
Someone who manages two sites sees the PINs for those two sites and nothing else.
Import and export
Both sit on the Entry Approvals page.
Export downloads a CSV of the table as displayed: Id, Name, PINs (comma-separated), and Last updated.
Import opens a wizard that guides you through adding PINs via a spreadsheet.
Export before a bulk rotation. It gives you the current state as a starting file and a record of what the PINs were beforehand.
Good practice
Rotate PINs on a schedule, and after anyone holding one leaves. The Last updated column shows which sites have drifted.
Use separate PINs per shift or team rather than one shared code, so an approval traces back to a smaller group.
Keep global PINs current even after adding location PINs — any site left unconfigured relies on them.
FAQ
Where did Security PINs go? To the Entry Approvals page. The old location under Access Hours & Rules, and the global PIN setting under Settings → Compliance, are hidden once location-level PINs are switched on.
Do we have to use location PINs? No. If global PINs suit how you work, leave sites unconfigured and nothing changes for them.
Can a location have more than three PINs? No. Three is the maximum per site.
Does the export include historical PINs? No. It is a snapshot of current PINs and when each set was last updated.