How do I set up Open Gym check ins? Can I check in members for Open Gym when they arrive?
The Check In tool allows you to check in customers that arrive on site and track and log their attendance without a booking.
For example, if you offer Open Gym or any other activity that allows customers with applicable memberships to enter and use your facility without booking a specific class or appointment, you can use the Check In feature when they arrive on site to check them in.
💡By default, this feature is disabled on all accounts, but you can enable/disable it as needed.
In this guide, we're going to cover:
- How to enable the Check In feature:
- How to check in customers
- How to track check-ins from Reports
- FAQ
Let's dive in!
How to enable the Check In feature
To enable the feature, head to Pro Tools >> Check In.
On the next page, select 'Enabled':
Next, you'll be prompted to configure check-ins at the business level (for all your venues) or per venue.
Let's take a look at each configuration type.
Business Level
This option allows you to enable check-ins on a business level. Select 'Business Level' and click 'Save'.
❗️ Important. Check In grouping options are tied to memberships. If the feature is enabled on a Business Level, that means that check-ins are available for all venues tied to your account.
After you've enabled check-ins on a business level, you'll need to configure the 'Check In' option in all applicable memberships' Frequency Restrictions. For help with this, follow the steps below.
Now you're ready to start checking in your customers as they arrive on site!
➡️ Jump to: How to check in customers for the Business Level grouping option
Per venue
This option allows you to enable check-ins on a per-venue level. Select 'Per Venue' and click 'Save'.
❗️ Important. Check In grouping options are tied to memberships. If the feature is enabled on a Per Venue Level, that means you'll be able to select where check-ins are allowed to happen by venue for each one of your memberships.
After you've enabled check-ins on a per venue level, you'll need to configure the 'Check In' option per venue in all applicable memberships' Frequency Restrictions. Follow the steps below.
Now you're ready to start checking in your customers as they arrive on site!
➡️ Jump to: How to check in customers for the Per Venue Level grouping option
How to check in customers
To check in a customer, head to your Calendar and click the 'Check In' button.
💡When you click the 'Check In' button, you'll notice the check-in page opens in a new tab, to make it easier for you to keep the page open as people walk in throughout the day so that you don't have to go to the Calendar and click the button each time.
The next step will look slightly different depending on the grouping option you've configured:
Per venue grouping check-ins
If you have the per venue grouping limit enabled, you'll see a dynamic form that prompts you to select:
- The venue where you want to check the customer in
- The customer you want to check in
- Which one of the customer's memberships you want to use. Please note that only the customer's memberships that are eligible for check-in at the selected venue will be displayed here. If one of the customer's memberships has reached its limit for check-ins, it will show up on this list, but you won't be able to select it (it will appear greyed out).
Alternatively, you have the option to bypass the membership requirements and register the customer for free.
❗️Check-ins are limited to once per day per customer.
Business wide check-ins
If you have check-ins enabled on the business level, you'll see a dynamic form that prompts you to select:
- The customer you want to check in
- The venue where you want to check the customer in
- Which one of the customer's memberships you want to use. Please note that only the customer's memberships that are eligible for check-in at the selected venue will be displayed here. If one of the customer's memberships has reached its limit for check-ins, it will show up on this list, but you won't be able to select it (it will appear greyed out).
Alternatively, you have the option to bypass the membership requirements and register the customer for free.
❗️Check-ins are limited to once per day per customer.
Note that you'll also be able to see certain issues flagged on the customer's profile, whether they've got missing forms and waivers or even if their registrations have been blocked before you go ahead and check them in.
✅ Once you've completed the check-in, the customer will be automatically marked as attended, and their attendance status will be reflected in your All Attendances report.
How to track check-ins from Reports
You can easily track your customer Check Ins from the All Attendances report.
FAQ
Can I adjust a customer's attendance status for check-ins?
Since customers that check in are being auto-marked as attended and there is no physical class on the calendar, attendance statuses can only be changed via the customer profile or the activity feed.
From the 'Registrations' tab on the customer profile (note that alternatively, you could also head to the 'Activity' tab on their profile):
From the main Activity Feed:
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