Checking members in at reception
How reception checks members in by QR code or member number, what happens when a membership is overdue or doesn't cover the visit, and how to find a member who's forgotten their number.
This is the part your front-desk staff will use constantly, so it's worth walking them through it directly. Staff need the Reception access area to see the Check-in page. See Adding staff and a reception login.
Two ways to check someone in
The camera on the Check-in page is always on, so there's nothing to click before scanning.
- Scan their QR code. The member taps Show check-in code in the client app and holds their phone up to the reception webcam. This is the quickest option day to day.
- Type their member number. If they've forgotten their phone, type their number into the Member number box and press Enter (or click Check in).
A plug-in USB barcode scanner works too — it simply types the number into the same box.
What TelosGym checks
Every check-in is checked straight away against the member's memberships, and recorded instantly if they're covered. Reception also sees any classes the member is booked into today. If they're not covered, reception sees why:
- Payment overdue — their membership payment is past its due date.
- No active membership or day pass — nothing currently covers them.
- Outside off-peak hours — they have an off-peak membership but it's currently peak time.
Sorting it out on the spot
When a check-in is blocked, reception can deal with it there and then:
- Record renewal payment (manual) — if they've paid you by cash or card at the desk.
- Grant grace period (PIN required) — let an overdue member in now, with access until the end of the next day, using the payment grace PIN the owner sets in Settings.
- Ask member to renew now — sell them a membership on the spot: pick the membership type, choose Manual or Card (Stripe), and they're let straight in once it's paid.
- Sell a day pass — for someone with no membership, or whose membership doesn't cover what they're here for. Take payment manually or by card.
💡 Selling a membership or day pass from here needs the staff member to have the Memberships access area as well as Reception, and for a day pass you'll need a day pass membership type set up. See Creating membership types and setting prices.
"Forgotten your number?"
If a member can't remember their number and doesn't have the app to hand, use the Forgotten your number? search on the same page. Reception can look them up by name, email, phone or postcode without needing full access to client records. Contact details are partly hidden in the results to protect members' privacy.
Checking members out
By default, entering the same member's number a second time checks them out rather than in again — so you always know who's on site. After each check-in, reception sees a reminder: "enter their number again when they leave to check out".
You can change this, and set an automatic check-out after a number of hours, under Settings → General → Check-in / check-out.
The Log tab
The Log tab on the Check-in page shows check-ins for a chosen day — today by default.