Check-Ins & Attendance

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.

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Check-In Methods

Manual Check-In (Dashboard)

Location: Memberships → 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

QR Code Scanning (Staff Modal)

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

1. Click the Scan QR button in the Check-Ins section
2. Point your device camera at the member's QR code
3. The system identifies the member automatically
4. Choose an action:
   • Check In / Check Out
   • View Profile
5. The system validates and processes the check-in

tip

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

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

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Frontdesk Mode

Setting Up Frontdesk Mode

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

1. Navigate to Settings → My Profile
2. Click Enable Frontdesk Mode
3. Enter your password to confirm
4. The screen switches to kiosk view

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:

Sound	Meaning
Success	Check-in or check-out completed
Info	Multiple memberships available (selection needed)
Error	No active membership or validation failed

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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

Check-In Validation Rules

The system enforces these rules:

Rule	Behavior
Active Membership Required	Member must have at least one active, non-frozen membership
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:

Message	Meaning	Solution
"No active membership plan"	No valid membership found	Assign a membership or renew expired one
"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

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Check-Out Process

Manual Check-Out

Members who are currently checked in can be checked out:

1. Locate the member (search or scan)
2. The system detects they're checked in
3. Click Check Out
4. Check-out is recorded with timestamp

Automatic Check-Out

If configured in business settings, members are automatically checked out after a set duration.

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Attendance Tracking

Viewing Attendance History

Location: Memberships → Check-Ins

The attendance list shows all check-ins with:

Column	Description
Class/Appointment	"Facility Check-In" for general access, or class/appointment name
Check In	Date and time of check-in
Check Out	Date and time of check-out (if recorded)
Membership	Which membership plan was used
Staff	Staff member who processed (if applicable)
Member	Member name (links to profile)

Filtering Attendance

Use the filter options to narrow results:

Filter	Options
Date Range	Select start and end dates
Attendance Type	Self check-in, Class, Appointment
Membership Plan	Filter by specific plans
Appointment Type	Filter by appointment types
Member	Search specific member
Staff	Filter by staff who processed

Sorting

Click column headers to sort by:

• Check-in time
• Check-out time
• Staff name
• Member name

Attendance Types

Type	Description
Facility Check-In	General gym access (open gym)
Class	Attendance via class reservation
Appointment	Attendance via appointment booking

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Class & Appointment Check-Ins

Class Reservations

When members book a class:

1. Member reserves a spot in a class
2. On class day, they check in
3. The class reservation is marked as "Checked In"
4. Attendance counts against their membership usage

Appointment Bookings

For personal training or other appointments:

1. Member books an appointment slot
2. When they arrive, staff checks them in
3. The appointment is marked as attended
4. Usage is deducted from their membership

Reservation Statuses

Status	Description
Booked	Reservation confirmed, not yet attended
Checked In	Member attended
Cancelled	Reservation was cancelled
No-Show	Member didn't show up

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Member's QR Code

How QR Codes Work

Each member has a unique QR code that:

• Contains their encrypted member ID
• Is tied to your gym's tenant domain
• Can be displayed in the mobile app
• Updates if their account changes

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

QR Code Security

• QR codes are base64 encoded with tenant prefix
• Only valid for your specific gym
• Cannot be used at other FineGym gyms
• Regenerates with each app session

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Member PIN Codes

Setting Up PIN Codes

Members can set a PIN for check-in:

1. In the mobile app, go to Settings
2. Navigate to Check-In PIN
3. Create a 6-digit PIN
4. Confirm the PIN

Staff can also set PINs from the member profile in the admin dashboard.

PIN Code Best Practices

• Use unique, memorable 6-digit codes
• Avoid obvious patterns (123456, 111111)
• PINs can be reset if forgotten
• Consider disabling if security is a concern

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Attendance Reports

Accessing Reports

Location: Reports → Attendance

View detailed attendance analytics:

• Check-ins per day/week/month
• Peak hours analysis
• Member visit frequency
• Attendance by plan type

See Reports & Analytics for more details.

Exporting Attendance Data

Download attendance records:

1. Set your date range filters
2. Apply any additional filters
3. Click Export
4. Choose CSV or PDF format

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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
• Check out members when they leave

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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

PIN Not Recognized

Verify:

• PIN is correctly set in member profile
• Member is entering correct PIN
• No typos in PIN entry

"No Active Membership" Error

Check member profile for:

• Expired memberships
• Frozen memberships
• Archived memberships
• Exhausted punchcard credits

Check-In Not Recording

Ensure:

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

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Related Topics

• Members Management - Managing member profiles
• Membership Plans - Configuring plan settings
• Schedule & Classes - Class reservations
• Appointments - Appointment bookings
• Reports & Analytics - Attendance reports