Entry and check-in

Everyone in the club gets an entry code, EC followed by six digits, whichever way they came in: added at the front desk, signed up on the website, bought online or imported from a file. Staff see it on the member card as “Check-in code”; the member sees it on the home page of the member area as a QR code with the digits under it, and shows it at the front desk.

1. 1Open “Schedule” and press “Check-in”.
2. 2If there is more than one branch to choose from, pick the branch you are at above the search box: the verdict is given for that branch.
3. 3Scan the QR code from the member’s account. A barcode scanner at the desk types it into the search box by itself; on a tablet or phone press “Scan QR” and point the camera. You can also type a name, a phone number or the code: names and phones match by part, a code in full.
4. 4After a scan the verdict opens at once; after a typed search, click the person. The verdict shows their photo: green “Come in”, amber “Come in, but there is something to sort out” or red “See the front desk”, with the reason.
5. 5If entry is allowed, press “Record visit”; after a scan, Enter is enough. The visit is saved, a booking for a class is marked as attended, and the screen clears for the next person.

Amber means the person may come in, but there is something to mention:

• “Has an outstanding balance”.
• “The membership is about to end” — within seven days.
• “Nothing booked for today” — entry on a membership without a booking.
• “This is the last session left”.

easygym first looks for a booking for today, then for a membership.

• A booking opens entry from one hour before the class until the end of that day. If the class is not paid for and the club takes payment at entry, the verdict is “The class is not paid for”. The session was counted when the person booked, so check-in does not take another one.
• Without a booking, an active membership lets the person in. A plan set to “Entry and class bookings” with a limit in “Visits per period” uses one visit; a “Club entry only” plan lets them in without counting visits.
• A membership works only at the branch chosen in its plan’s “Branch”; a plan for “All branches” works at every branch. At another branch the verdict is “The membership is for another branch”.
• A membership that is paused, has ended, “Starts later” or is “Awaiting payment” does not let anyone in: “No valid membership or booking”.
• A membership held until the membership fee is paid gives “Membership suspended until the membership fee is paid”.
• If today’s booking is already checked in, the verdict is “Already checked in today”.

A guest with no membership and no booking gets a red verdict. To let someone in once, add them in “Members” with the type “Drop-in”, then either sell them a plan made as a “One-time pack” with one visit, or book them into a class.

• “Already in today” on the check-in screen shows the latest visits of the day.
• The member card shows “Recent visits”, a chart of visits by week and the “Attendance” tile with visits over 12 weeks.
• When a coach marks attendance in a class roster, that also counts as a visit.
• Visits feed the engagement score, so people who stop coming show up in “At risk”.

“Resources” → “Access” is the place for physical entry: “Doors”, “Gateways”, the “Access log” and counters of active grants and credentials. Every night easygym prepares entry rights from memberships and bookings — a paused or ended membership loses them — and a pass from each entry code.