Check-In System | FitConnect Help Center

Track who's in your gym and when with our flexible check-in system. Choose from QR codes, kiosk mode, or staff-assisted check-ins.

Check-In Methods

QR Code Check-In

Each member has a unique QR code in their app:

Member opens app and shows QR code
Staff scans with tablet or phone
Instant verification of membership status
Works offline with periodic sync

Self-Service Kiosk

Set up a tablet as a self-service kiosk:

Members scan their QR code at the kiosk
Or enter their member ID/phone number
Photo verification for added security
No staff interaction required

Staff-Assisted Check-In

Front desk can check members in manually:

Search by name, email, or phone
View membership status at a glance
Handle exceptions and overrides
Good for new or walk-in members

Class Check-In

For class-based check-ins:

Instructor marks attendance from their device
Members check in to specific class
Verifies booking before allowing entry
Tracks class-specific attendance

Setting Up Kiosk Mode

Get a Tablet

Any modern tablet (iPad or Android) works. We recommend a 10"+ screen for easy scanning.

Enable Kiosk Mode

Navigate to Settings → Check-In → Kiosk Mode and enable it for your location.

Configure Settings

Check-in Mode - QR only, PIN only, or both
Photo Display - Show member photo for verification
Success Message - Custom greeting after check-in
Auto-Timeout - Return to home screen after seconds

Launch Kiosk App

Open the kiosk URL on your tablet and lock it to the browser. This prevents members from accessing other apps.

Use a tablet stand or wall mount at your entrance. Consider a rugged case for high-traffic areas.

QR Code System

Member QR Codes

Each member automatically has a unique QR code:

Generated when they join your gym
Accessible in the member app under "Check-In"
Can be saved to phone's wallet
Printable card version available

Scanning QR Codes

Staff can scan member QR codes using:

The gym admin app on any smartphone
A dedicated barcode scanner connected to a computer
The kiosk tablet camera

QR codes work even when the member's phone is offline. The code contains encrypted member information.

Printed Member Cards

For members who prefer physical cards:

Download card template from member profile
Print on card stock or use a card printer
QR code and member ID on the card
Optional: integrate with third-party card printers

Check-In Rules & Validation

Membership Validation

When a member checks in, the system validates:

Membership is active and not frozen
No outstanding payment issues
Within allowed visit limits (if applicable)
Correct location for their membership

Check-In Alerts

Configure alerts for specific situations:

Green - All Good

Member can enter freely

Yellow - Note

Allow entry but flag for attention (e.g., contract unsigned)

Red - Blocked

Cannot enter - speak to staff (e.g., payment failed)

Configure what happens when a blocked member tries to check in. You can allow staff overrides with a reason.

Viewing Check-In Data

Live Dashboard

See who's currently in your gym:

Real-time count of members present
List of currently checked-in members
Average visit duration
Capacity percentage if limits are set

Check-In History

View historical check-in data:

Filter by date range, member, or time of day
See peak hours and quiet periods
Export for external analysis
Individual member attendance history

Attendance Reporting

Use check-in data to understand usage patterns:

Peak Hours - When is your gym busiest?
Member Engagement - Identify inactive members
Class Popularity - Which classes have best attendance?
Trends - Compare week-over-week or month-over-month

Set up automated reports to email you weekly attendance summaries. This helps spot declining engagement early.