Check-In Desk
Use this page to check members in at the front desk, set up a self-serve lobby tablet, and see who came in.
Quick steps
To check a member in at the desk:
- Click Check-In in the navigation bar (or Quick Check-In on the Membership Dashboard). The Attendance page opens.
- Type the member's name in Search.
- Click the round button beside their name. The row shows HERE.
To check in a walk-in:
- In the Drop-In / Walk-In panel, type their full name, and an email or phone if you have one.
- Click Check In Drop-In. If you charge for drop-ins, ring the fee up at the register.
To set up a lobby tablet:
- Sign in on the tablet with a staff account, open Check-In and click Kiosk Mode.
- Leave it open. Members type their name and tap it to check themselves in.
Common questions
A member isn't on the list. Only members who are active or on a free trial are listed. Paused, past-due and cancelled members aren't. Sort out their membership on the Members page.
It says "Membership expired — please see the front desk." Their paid period has ended. Renew it, or move the date out on their membership page, then check them in again.
Does checking in use up a punch-card visit? Yes. One visit comes off their card each time they check in.
Does checking in mark them as attending a class? No. Record class attendance on the class date itself — see Classes.
More detail: the three screens, and who can use them
Check-ins record who came through the door and when. There are three screens:
| Screen | What it is for |
|---|---|
| Attendance (the check-in desk) | Staff at the front desk tapping members in, and checking in walk-ins. |
| Kiosk Mode | A tablet in the lobby where members type their name and check themselves in. |
| Full Log | Every visit on a given day, with check-in and check-out times. |
Check-ins are switched on for stores set up as a gym. If Check-In is missing from your navigation bar, contact Brother POS support.
Who Can Use It
The Attendance desk and the Full Log are for Admins and Managers. Taking the Manage Check-Ins permission away from a role removes Check-In from its navigation bar and locks it out of these pages. See Roles & Permissions.
Kiosk Mode is different: once any staff member has signed in on the tablet and opened it, members can use it without further logins.
More detail: the Attendance desk
The Attendance Desk
Click Check-In in the navigation bar, or Quick Check-In on the Membership Dashboard. The page is headed Attendance — "Check in members and manage drop-ins" — with Kiosk Mode and Full Log buttons at the top.
The counters
| Counter | What it counts |
|---|---|
| Checked In Today | Every check-in today. |
| Currently Here | People checked in today who have not been checked out. |
| Active Members | Everyone on the list below. |
| Classes Today | How many class dates are on today's schedule, not counting cancelled ones. Reads No Classes Today when there are none. |
The counters and the Today's Check-Ins panel update by themselves a moment after each check-in, so there is no need to reload the page.
Checking a member in
The main list shows every member who is Active or on a free trial — including punch-card holders — with their plan underneath. Two warnings can appear beside the plan:
- (Trial) — they are on a free trial.
- EXPIRED [date] in red — their membership period has run out.
Type in Search to narrow the list by name. Then click the round button beside the member. When it works, the row shows HERE and the page refreshes a moment later.
If the member cannot be checked in, a message at the bottom of the screen says why, for example Membership expired — please see the front desk. Nothing is recorded, so sort the membership out (see Members) and try again.
Check-ins made on this screen are recorded as Manual, so the log can tell them apart from members checking themselves in on the kiosk.
When a punch-card member checks in, one visit comes off their card straight away. A message shows how many are left, for example Checked in. 7 passes left — please see the front desk to punch your card. — useful if you also keep a paper card. You can correct the count on the member's page under Passes Remaining.
A person can only be checked in once at a time. Checking in someone who is already here today records nothing new. Once they have been checked out, they can be checked in again the same day.
Classes today
When classes are running today, a Filter by Class dropdown appears above the list (cancelled dates are left out). Pick a class and the people enrolled in it move to the top of the list with a blue Enrolled badge, so you can check the class in as they arrive. Each class in the dropdown shows its time and how full it is, for example (8/12).
Checking a member in records a visit. It does not mark them Attended on the class itself. To record who came to a class, open the class date and use the Mark column and Save Attendance. See Classes.
Drop-ins and walk-ins
The Drop-In / Walk-In panel is for someone who is not a member — a friend trying a class, or a one-off visitor.
- Type their Full name (required), and an Email and Phone if you have them.
- Click Check In Drop-In.
If the email or phone matches a customer you already have, the visit goes on that customer. Otherwise a new customer record is created for them. The panel shows [Name] checked in! and clears itself for the next person.
A drop-in check-in does not take any money. If you charge for drop-ins, ring the fee up at the register.
Today's Check-Ins
The right-hand panel lists today's check-ins, newest first, with the time. A green dot marks someone who has not been checked out.
More detail: Kiosk Mode
Kiosk Mode
Kiosk Mode turns a tablet in your lobby into a self-serve check-in screen. Open it with Kiosk Mode on the Attendance desk, or Check-In Kiosk on the Classes page. It opens in a new tab.
Sign in on the tablet with a staff account first — the kiosk runs as that account. Then leave it open.
What members see
- Your store's name, a clock, and the class that is on now (from 15 minutes before it starts until it ends) or the next class today. Otherwise it reads No class scheduled right now.
- A box saying Type your name to check in.... After two letters, matching members appear.
- Names are shortened for privacy to first name and last initial, such as Maria G. If two members would look the same, their full names are shown instead so the right person can be picked.
- Only members who are Active or on a free trial appear. A red EXPIRED tag or a yellow TRIAL tag shows beside the name where it applies.
Tapping a name checks them in:
| What happens | What the screen says |
|---|---|
| Checked in | Welcome, [Name]! — "You're checked in. Have a great session!" for three seconds. |
| Checked in on a punch card | Hi [Name]! and how many visits are left, with a reminder to see the front desk to punch their card. |
| Cannot be checked in | Hi [Name], with the reason (for example Membership expired) and "Please see the front desk to get sorted out." |
After each person, the screen clears itself for the next.
Check-ins made here are recorded as Kiosk.
Staff tools on the kiosk
- The fullscreen button in the corner hides the browser bars. If the tablet's browser refuses, a tip suggests adding the page to the home screen instead, which opens it without the browser bars.
- When the kiosk is signed in as an Admin or Manager, a Staff View button opens Today's Check-Ins — everyone who has come in today, with HERE beside anyone not yet checked out. This list is as it was when the kiosk page was opened; reload the page to bring it up to date.
Staff View shows members' full names and arrival times. It only appears when the kiosk is signed in as an Admin or Manager, so keep that in mind if the tablet sits unattended in the lobby.
More detail: the full log, and where else check-ins show up
The Full Log
Click Full Log on the Attendance desk. The page is headed Check-Ins — "Track member facility visits" — with a Quick Check-In button back to the desk.
At the top: Today's Check-Ins and Currently In Facility.
Pick a Date and click Filter to see any day. The table shows:
| Column | What it shows |
|---|---|
| Member | Name and customer code. |
| Membership | Their plan, or No membership for a drop-in. |
| Checked In | The time they arrived. |
| Checked Out | The time they left and how long they stayed, Still here for someone in the building today, or a dash for an earlier day when nobody checked them out. |
| Method | Manual (the Attendance desk), Kiosk, or another way they were checked in. |
| Actions | View opens the visit. Check Out appears on today's visits that are still open. The visit's own page follows the same rule: Still here and Check Out only for a visit from today. |
Most people never check out, and that is fine. Check Out is there for when you want Currently Here to show who is really still in the building.
Where Else Check-Ins Show Up
- The member's page lists their ten most recent visits under Recent Check-Ins, with their total visit count. See Members.
- The Membership Dashboard shows Today's Check-Ins and Avg Daily Check-Ins. See Memberships Overview.
- Reports → Check-in Reports has two reports, each for the last 30 days unless you pick From and To dates:
- Traffic Patterns — total check-ins, unique members, daily average, how many had a membership, and busy times by hour and by day of the week, plus how people checked in.
- Member Frequency — how many members visited how often, and check-ins day by day.
- Each check-in also adds one to the customer's visit count.
More detail: troubleshooting
Troubleshooting
| Problem | Solution |
|---|---|
| Check-In is not in the navigation bar | Check-ins are not switched on for your store, or your role has lost the Manage Check-Ins permission. |
| A member is missing from the Attendance list | Only Active and trialing members are listed. Paused, past-due and cancelled members are not. Open their membership from Members. |
| A member can't find themselves on the kiosk | They need to type at least two letters of their name, and their membership must be active or on a trial. Paused and past-due members do not appear. |
| Membership expired — please see the front desk. | Their paid period has ended. Renew it, or extend the date on their membership page. |
| Payment past due / Membership paused | Sort the membership out on their page, then check them in again. |
| A punch-card member was turned away | Their visits are used up or the pass has expired. Sell them a new pack or adjust Passes Remaining. |
| Someone shows as Still here hours after they left | Nobody checked them out. It clears itself — tomorrow that visit shows a dash instead. |
| The kiosk's staff panel is out of date | It only loads when the kiosk page opens. Reload the page. |
More detail: best practices
Best Practices
- Put the kiosk by the door and staff the desk at peak times. Members check themselves in; staff handle drop-ins and anyone the kiosk turns away.
- Use Filter by Class at the start of a class — the enrolled people are at the top, so a busy class goes in quickly.
- Take email or phone for drop-ins. It links repeat visitors to one customer record instead of creating a new one each time, and gives you someone to follow up with.
- Watch the red EXPIRED tags. They are the members to have a word with before their next visit.
What's Next?
- Classes — the classes people check in for.
- Members — sort out a membership the desk refused.
- Waiver Registration Page — have new people sign your waiver on a front-desk tablet.