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Gym Check-In Methods & Frontdesk Kiosk

Every way members can check in — QR, PIN, and kiosk.

Finegym provides multiple ways to check members in and out of your facility. Whether using manual lookup, QR code scanning, or a self-service kiosk, the system validates memberships and tracks attendance automatically.

Check-In Methods​

Manual Check-In (Dashboard)​

Location: Check-Ins

The simplest way to check in a member:

  1. Navigate to the Check-Ins section
  2. Search for the member by name, email, or phone
  3. Click Check In on the member
  4. If the member has multiple active memberships, select which one to use
  5. Confirm the check-in

Manual member check-in by searching name or email

QR Code Scanning (Staff Modal)​

Scan a member's QR code from the mobile app:

  1. Click the tools icon (grid) in the top navigation bar
  2. Select Scan member
  3. Point your device camera at the member's QR code
  4. The system identifies the member and processes the check-in

QR code scanner for quick gym member check-in

tip

The QR code contains the member's unique identifier encoded with your gym's tenant domain, ensuring secure identification.

Members can present the code from the mobile app or a printed member card — the scanner reads both QR codes and barcodes.

PIN Code Check-In​

Members can check in using a 6-digit PIN:

  1. Member enters their PIN on the keypad
  2. System looks up the member
  3. Validates their membership
  4. Processes the check-in

PIN codes are set in the member's profile settings.

Frontdesk/Kiosk Mode​

A dedicated self-service screen for member check-ins:

  1. Staff enables Frontdesk Mode
  2. Members can:
    • Scan their QR code from the mobile app
    • Enter their PIN code
  3. System processes check-in automatically
  4. Audio feedback confirms success or failure

Frontdesk Mode​

Setting Up Frontdesk Mode​

Frontdesk mode transforms a device into a self-service kiosk:

  1. Click the tools icon (grid) in the top navigation bar
  2. Select Frontdesk mode
  3. Confirm by clicking Yes, I'm sure
  4. The screen switches to kiosk view

Self-service frontdesk kiosk mode for gym member check-in

Frontdesk Interface​

The frontdesk screen shows:

Left side: QR Code Scanner

  • Camera automatically scans for member QR codes
  • Instant processing on successful scan

Right side: PIN Pad

  • On-screen numeric keyboard
  • Members enter their 6-digit PIN
  • Press Enter to check in

Exiting Frontdesk Mode​

To return to the normal dashboard:

  1. Click the X button in the corner
  2. Enter your password to confirm
  3. You're returned to the dashboard
note

Password protection prevents unauthorized exit from kiosk mode.

Sound Feedback​

Frontdesk mode uses audio cues:

  • Success — Check-in completed
  • Info — Multiple memberships available (selection needed)
  • Error — No active membership or validation failed

Check-In Process​

How Check-In Works​

When a member checks in, the system:

  1. Identifies the member (via search, QR, or PIN)
  2. Retrieves active memberships that are:
    • Not archived
    • Not frozen
    • Within valid dates
    • Have available usage
  3. Validates restrictions:
    • Time window (if configured)
    • Class/appointment type restrictions
    • Usage limits
  4. Processes the check-in
  5. Updates usage counters

Multiple Membership Selection​

If a member has multiple active memberships with available usage:

  1. A selection modal appears
  2. Staff or member chooses which membership to use
  3. Each option shows:
    • Plan name
    • Remaining usage (if limited)
    • "Unlimited" for unlimited plans

Select which gym membership to use for this check-in

Check-In Validation Rules​

The system enforces these rules:

  • Active Membership Required — Member must have at least one active, non-frozen membership
  • One Open-Gym Visit Per Day — A member's second open-gym check-in on the same day is rejected, so a scan on the way out or a card read twice never becomes a second visit or uses a second credit. Class and appointment check-ins are separate and still work after an open-gym visit. Staff can record a genuine second session on purpose, from the member's profile or the Scan member window, with Check in anyway; the self-service kiosk cannot.
  • Usage Limits — If plan has limits, must have remaining usage this period
  • Time Window — If plan is time-restricted, current time must be within window
  • Frozen Membership — Frozen memberships cannot be used for check-in
  • Blocked Member — Blocked members cannot check in

Check-In Failure Messages​

Common check-in failure reasons:

  • "No active membership plan" — No valid membership found. Assign a membership or renew expired one.
  • "Already checked in today at 09:12" — The member's open-gym visit for today is already recorded. Nothing to do at the kiosk. From the member's profile or the Scan member window, Check in anyway records a second session on purpose.
  • "Usage limit reached" — Period usage exhausted. Wait for reset or upgrade plan.
  • "Membership is frozen" — Membership on hold. Unfreeze the membership.
  • "Outside time window" — Time-restricted plan. Check in during allowed hours.
  • "Member is blocked" — Account blocked. Unblock the member.

Deleting a Check-In​

A check-in recorded by mistake — a duplicate scan, or the wrong member at the desk — can be removed by staff:

  1. Open Check-Ins, or the Attendance tab on the member's profile
  2. Open the row's ⋯ menu and choose Delete check-in
  3. Confirm

The visit no longer counts. A limited plan gets the session back, and a class or appointment booking behind the check-in stays in place, so the right member can be checked in again straight away. The removal is recorded in the member's activity, with who did it.

To cancel a booking rather than a check-in, use Cancel reservation on the class or appointment, or on the Reservations tab of the member's profile.

Member's QR Code​

How QR Codes Work​

Each member has a unique QR code that:

  • Contains their member ID encoded with your gym's tenant identifier
  • Is static and does not change
  • Can be displayed in the mobile app

Accessing the QR Code (Mobile App)​

Members access their QR code:

  1. Open the Finegym mobile app
  2. Tap the QR code icon on the home screen
  3. Show the code to the scanner

Member PIN Codes​

How PIN Codes Work​

A unique 6-digit PIN is automatically generated when a member is created. Members receive their PIN in the welcome email and can view it in the mobile app alongside their QR code.

PINs are used at the frontdesk kiosk for self-service check-in.

Best Practices​

Frontdesk Setup​

For optimal kiosk experience:

  • Use a dedicated tablet or monitor
  • Position near entrance for easy access
  • Ensure good lighting for QR scanning
  • Keep device charged/plugged in
  • Test audio levels for feedback sounds

Handling Check-In Issues​

When members have problems:

  1. Check their membership status first
  2. Verify they're not blocked
  3. Check for frozen memberships
  4. Review usage limits
  5. Manual check-in as backup if needed

Accurate Tracking​

For reliable attendance data:

  • Train staff on consistent check-in procedures
  • Encourage QR code or PIN use for accuracy
  • Review no-shows regularly

Troubleshooting​

QR Scanner Not Working​

Check:

  • Camera permissions are enabled
  • Good lighting conditions
  • QR code is clearly visible
  • Member's app is up to date

"No Active Membership" Error​

Check member profile for:

  • Expired memberships
  • Frozen memberships
  • Cancelled memberships
  • Exhausted punchcard credits

Check-In Not Recording​

Ensure:

  • Internet connection is stable
  • Browser/app is refreshed
  • Try clearing cache
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