Check-In Management
Advanced check-in workflows, QR codes, kiosk mode, manual check-ins, and managing member access at your gym.
FitConnect offers flexible check-in options to suit any gym setup. From self-service kiosks to staff-assisted check-ins, manage member access efficiently while tracking attendance data.
Check-In Methods
QR Code Scanning
Members scan their personal QR code at entry using the gym's scanner or tablet.
- • Fastest method for high-traffic periods
- • Works with phone's digital wallet
- • Unique code per member prevents sharing
Self-Service Kiosk
Members check in using a tablet in kiosk mode at reception.
- • Name or phone number lookup
- • Photo verification option
- • Book classes directly from kiosk
Staff-Assisted Check-In
Staff check members in from the dashboard.
- • Quick search by name or membership ID
- • Handle exceptions and overrides
- • Process day passes for non-members
Mobile App Check-In
Members check in via the mobile app when within gym proximity.
- • Location-based verification
- • Reduces queue at reception
- • Optional PIN confirmation
Setting Up Kiosk Mode
Prepare Your Device
Use a dedicated tablet (iPad or Android) mounted at reception. Ensure stable internet connection.
Enable Kiosk Mode
Go to Settings → Check-In → Kiosk Mode and click "Enable Kiosk Mode".
Configure Display Options
Customise what members see:
- Show gym logo and welcome message
- Enable/disable photo verification
- Show today's classes
- Allow class booking from kiosk
Lock the Device
Use your device's guided access or kiosk lock feature to prevent members from exiting the app.
Position the kiosk where staff can see it but members have privacy when entering their details.
QR Code System
Member QR Codes
Each member receives a unique QR code in their profile:
- Displayed in the mobile app
- Can be added to Apple Wallet or Google Wallet
- Printable for physical cards
- Regeneratable if compromised
Scanner Setup
You can use various scanner options:
- USB Scanner - Connect to your reception computer
- Tablet Camera - Use the built-in camera in scanner mode
- Dedicated Scanner - Standalone Bluetooth scanner device
QR codes contain encrypted member IDs. They cannot be copied or used by other members.
Manual Check-Ins
Sometimes you need to check members in manually:
Search for the Member
Use the quick search in the dashboard to find the member by name, email, or phone.
Verify Identity
Confirm the member's identity visually or ask for ID if your policies require it.
Click Check In
Click the "Check In" button on their profile. The system records the staff member who performed the check-in.
Override Scenarios
Expired Membership
Staff can grant one-time access pending payment. Logged for follow-up.
Frozen Account
Managers can temporarily unfreeze for a single visit with documented reason.
Guest Pass
Process day passes for guests or prospective members.
All overrides are logged in the activity log. Excessive overrides should be reviewed by management.
Class Check-Ins
Track attendance for specific classes separately from general gym access:
Instructor Check-In
Open Class Roster
The instructor opens their class from the app or dashboard.
Mark Attendance
Check off members as they arrive. Unmarked members are recorded as no-shows after class starts.
Handle Late Arrivals
Late arrivals can still be checked in with a "late" flag for reporting.
Self-Check-In for Classes
Members can check into classes at the gym kiosk or via the app:
- Only shows classes they're booked into
- Time-limited window (e.g., 15 mins before to 5 mins after start)
- Automatically frees no-show spots for waitlist
Access Control Rules
Configure rules that determine member access:
Membership Status
Only active members can check in. Frozen, cancelled, or past-due accounts are blocked.
Access Hours
Restrict certain membership types to specific hours (e.g., off-peak only).
Location Access
For multi-location gyms, control which locations members can access.
Visit Limits
Enforce visit caps for limited memberships or credit-based plans.
Set up alerts to notify staff when a member with special notes (medical, payment issues) checks in.
Check-In Reports
Analyse check-in data to optimise operations:
- Daily Traffic Report - Check-ins by hour
- Member Frequency Report - How often members visit
- No-Show Report - Members who booked but didn't attend
- Override Report - All manual overrides for audit
- Peak Hours Analysis - Identify busy periods for staffing