Front Desk Check-In

Why this matters

Someone walks in and says "I'm still a member." On a paper book you either flip through pages while they stand there, or you wave them through and hope. Waving people through is how gyms quietly lose money. Say a member pays 50,000 TZS a month and keeps training for six weeks after their plan ran out — that is 75,000 TZS you never see. Nobody at the desk ever knew.

Kazafit answers straight away. Your staff type the name, press one button, and the screen turns green or red. Green shows the member's name, their plan and how many days they have left. Red means one of two things: the payment on their plan has not come in, or Kazafit found no running plan for them at all. Nobody has to guess, and nobody has to start an awkward money conversation from nothing. The screen started it; they just read it out.

Kazafit records refused attempts too. When someone insists they were never told their plan ran out, you can show them the entry Kazafit recorded when they were turned away. And when you suspect someone has drifted, you can pull up their visits and see exactly when they stopped coming — one member at a time.

What you can do

• Check a member in from the front desk and get a yes or no on the spot. Green means their plan is running and they have paid in full or in part. Red means one of two things: the payment on their plan has not come in (the screen reads "Payment is pending"), or Kazafit found no running plan for them (the screen reads "No active subscription found").
• Let members log their own arrival at the door. Kazafit gives your gym its own web page. Leave it open on a tablet at the entrance. A member types their membership number, presses Check In, and Kazafit records the visit and clears the box for the next person, so nobody has to stand there writing names down. Treat this as a self-service sign-in sheet, not a gate that turns people away — see Good to know below.
• Let a walk-in sign themselves up. The same page has a New Member tab: full name, member type (Standard, Minor or Dependent), phone, email, gender, height and weight. Choosing Minor or Dependent asks for the parent's membership number instead of requiring the walk-in's own phone and email. The screen then shows their new membership number with a Copy Number button.
• Look up any member's last 50 visits, newest first:
  • the date and time
  • how they checked in
  • whether you let them in
  • the reason if you turned them away
  • which plan they were on
  • how many days that plan has left today

It settles arguments and shows you exactly when someone drifted away.

• See how many people came in on any day. Pick a date, get one number: how many different members you let in.
• Print a door QR code. Your gym profile draws your check-in page as a QR code. Download it or send it to a printer, stick it on the door, and members point their phone at it. The profile now shows two cards side by side — this Gym Check-In code for the door, and a separate Member Portal code for members to use at home. They are different destinations for different audiences; print both. See The Member Portal.
• Let members answer "can I get in today?" before they leave home. If you switch it on in Portal Settings, a member sees an allowed / not-allowed card in their own portal, with the reason when the answer is no. Looking at it never records a visit — check-in at the door is still the only thing that does.

How to get started

Check-in only works once your members are on a plan. A member with no package is always turned away — see Selling and Renewing Memberships.

1. Open Attendance from the side menu. You land on the Check-in tab.
2. Type a member's name in the search box (it also matches phone and email) and click their name in the list that drops down.
3. Under How they check in, pick QR code, Card or By hand. Do not pick Phone — see Good to know below.
4. Press Check this member in. Read the coloured panel: green Access Granted (let them in) with their plan and days left, or red Access Denied (turn them away) with the reason.
5. Press Reset to clear the panel for the next person.
6. To see one member's visits, click the History tab and search their name. The table loads underneath, and the refresh button beside the search box re-checks for newer visits.
7. To see a day's headcount, click the Daily Analytics tab and change the date box. Today is already filled in.
8. To set up the door tablet, open your gym profile and scroll to Member Sign-Up Link.
9. Copy the link and open it on the tablet at your entrance.
10. To print a door code, press Download to save the QR image or Print to send it to a printer. Scan it with your own phone first to check it works.

Good to know

• A part-paid member is still let in. A plan is refused only when nothing has been paid on it, or when there is no running plan at all. If you want part-payers stopped at the door, this will not do it.
• Red does not tell "lapsed" apart from "never signed up". A plan that expired, was paused or was cancelled all read the same as a member who never had one: "No active subscription found". To see which it is, open the member's record.
• The door tablet shows a green, ticked panel to everyone — even when access is refused. A refused member sees the refusal wording, but inside the same green success panel a paid member gets. Do not rely on the tablet to turn anyone away. Only the staff Check-in tab shows refusals in red.
• The "Phone" method button is broken. Press Phone on the staff check-in and the check-in fails with an error. It is a fault on our side, not something you can fix at the desk. Use QR code, Card or By hand instead.
• "Verify Plan Status" does not just check — it checks the member in. Despite the name, this button records a visit, exactly like the main check-in button. It only shows before you have checked anyone in, so it will not log the same person twice — but there is no way to look up a plan without leaving a visit on the record. Only press it if you mean to check the member in.
• There is no undo. A check-in recorded by mistake stays there.
• Times are recorded in UTC, not your local clock. The visit times in History, and the day boundary behind the daily count, use UTC. If your gym is ahead of UTC, times read early by that gap, and a visit in the early local morning counts toward the day before.
• The days-left column in History is today's number, not the visit's. It shows what that plan has left today, so every visit against a plan that has since finished reads 0.
• Nothing on the door page asks who is using it. Anyone who knows a membership number can check that member in, from any device anywhere. Treat a membership number like a locker number, not a password: it says which member it is, but it does not prove the person holding it is that member.
• There is no scanning hardware. The buttons labelled Scanner and App do not scan anything — both just send whatever number was typed. The only difference is the label Kazafit files the visit under in History: "QR code" for Scanner, "Phone" for App. There is no camera scanner, card reader or fingerprint reader anywhere in Kazafit. A hardware barcode scanner that types into the box would work, because to the page that is simply typing.
• Reloading the door page stops the New Member tab working. Kazafit removes your gym's id from the address bar as soon as the page opens, so after a refresh, browser restart or tablet reboot the New Member tab reports a missing gym id. Check-in keeps working; to restore sign-up, open the full Member Sign-Up Link again.
• The New Member tab only works from your gym's own link, and signing up does not sell a plan. It creates the member only, so staff still have to put them on a package before they will be let in.
• History is capped at 50 visits, one member at a time. There is no gym-wide list of everyone's visits, no export, and no date filter inside a member's history.
• The daily number counts people, not entries. A member who comes twice in one day counts once, and Kazafit does not count refusals. It is one number, not a chart — no week or month trend on this screen.
• Kazafit only counts what you record. Anyone waved through without a check-in is invisible to every number here.
• The door QR is one code for the whole gym, not a personal code per member, so scanning it does not identify anyone. The code and its buttons appear once you save your gym profile.
• Rotating your gym's code kills both posters at once. The check-in QR and the member portal QR carry the same underlying code, so the rotate button on your gym profile — the remedy when a poster leaks — invalidates every printed copy of both. Reprint and re-distribute straight after rotating.
• Your staff have to sign in first, and they only ever see and check in members of your own gym.

Related

• Selling and Renewing Memberships
• Your Member Records
• Spotting Memberships About to Lapse
• Your Gym Profile and Branding
• The Member Portal — the members' own app, including the at-home access check