Member Check-In & Attendance

Overview

Member Check-In lets gyms, studios, and any subscription business verify customers at the door. Staff scan the member's QR code or search their name, the system checks their subscription on the spot, and the visit is recorded:

Active monthly/yearly plans — check in, showing the plan and validity date.
Session packs (e.g. 10 sessions) — check in and deduct one session automatically. The pack expires when the last session is used.
Expired, paused, cancelled, or no subscription — entry is denied with the exact reason, and the attempt is still logged so you can follow up with a renewal offer.

The Membership QR

Every customer has a permanent QR code (their customer code). It never changes — renewals, plan changes, and multiple subscriptions all use the same QR. The subscription check happens at scan time, so an expired member's QR still scans but shows "expired".

Customers receive it automatically after buying a subscription at the POS:

A full-screen QR appears on the sale-complete screen for them to photograph.
The receipt prints a MEMBERSHIP CHECK-IN QR block.

To reissue a lost QR: open the customer in Sales & CRM → Customers and click Membership Pass (printable), or tap the QR icon next to the customer in the POS customer list or Contacts.

Checking Members In (Web)

Go to Sales & CRM → Check-In.
Click Scan QR and point the camera at the member's QR — or type their name, phone, or customer code in the search box.
A green card shows an active membership with plan details; press Check In.
A red card shows why entry is denied (e.g. "Membership expired on 15 June 2026") with a Log Attempt button and a shortcut to renew the subscription.
If the member already checked in today, a warning is shown (re-entry is still allowed).

Checking Members In (POS)

Enable it once in Settings → POS → Member Check-In.
A Member Check-In entry appears pinned at the top of the POS menu.
The screen has a live camera QR scanner plus a search box that works with the offline customer list.
Verification needs an internet connection — subscription status is always checked live.

Requiring a Photo per Visit

Turn on Settings → POS → Member Check-In → Require a photo on every check-in to make staff capture a camera photo of the member before an allowed check-in can be recorded (both web and POS). Photos appear:

as thumbnails in the Attendance report, next to each visit, and
in the Gallery under a dedicated Check-Ins tab.

Denied "log attempt" records don't require a photo.

Attendance Report

Sales & CRM → Attendance shows the day's check-ins by default with date and result filters:

Stat cards: total attempts, allowed check-ins, unique customers, and denied attempts.
Each row shows the time, member, plan, allowed/denied badge with reason, session deduction, staff member, and notes.
Click the history icon for a member's full visit history.
The denied count is your renewal call list — every denied visit is a customer who showed up wanting in.

Check-ins also feed the membership analytics in Reports → Subscriptions (utilization timeline, dormant members, last visit per member).

Permissions

Check-in requires the Check In Customers capability (granted to Manager and Cashier roles by default) or Manage Subscriptions. Store owners always have access.

Which Subscriptions Admit at Check-In

Not everything you sell as a subscription should open the door. Each subscription product has a Counts for Member Check-In switch on its edit form:

ON — the subscription appears at check-in and admits the member (memberships, session packs).
OFF (the default) — the subscription never appears at check-in (registration fees, joining fees, add-on charges). It still counts toward prerequisites (below).

The switch is read live: flipping it applies immediately to subscriptions customers already bought. If you enable member check-in for your store, mark your membership products first — a store with nothing marked denies every scan with "no subscription on file".

For special cases, each customer's individual subscription can override the product: on Subscriptions, the eye button next to a subscription cycles inherit from product → always visible → always hidden. Use it for one-off comps, or for subscriptions whose product was deleted and can no longer be configured.

Requiring a Membership for Dependent Services

Some services should only be usable alongside an active membership — personal-training packs are the classic case. On the product edit form, tick the qualifying products under Requires Active Subscription To and choose whether the customer must hold any one of them (e.g. Monthly OR Quarterly) or all of them (e.g. Membership AND Locker):

Enforcement happens at check-in: a PT pack shows "Needs [membership]" and won't admit while the required membership is missing or lapsed. Renewing the membership unfreezes the pack — no sessions are lost.
Selling is not blocked: the POS shows a warning when the customer doesn't hold the requirement (buying both together in the same cart satisfies it), so front desks are never stuck mid-sale.
The rule is locked in at purchase. Editing the product's requirements affects future sales and renewals only — subscriptions already sold keep the deal they were bought with, and packs sold before any rule existed are never retroactively restricted.

Choosing Which Subscription a Visit Uses

When a member holds more than one usable subscription — say a monthly membership plus a session pack — the POS check-in screen shows a picker asking "What is this visit for?". Regular gym visits go on the membership (nothing is consumed); a training session goes on the pack (one session is deducted). The system pre-selects the sensible default (a time-based plan over a session pack) so a plain tap does the right thing. Requires POS app 2.31+.

When a Subscription Can't Be Used

Subscriptions on file that can't admit the current visit appear in a grey "Not usable for this visit" list with the exact reason (POS app 2.32+):

Starts [date] — a future-dated term, e.g. a renewal bought in advance.
Expired / Paused / Cancelled / Payment pending — the subscription's own status.
No sessions left — a depleted session pack.
Needs [product] — a prerequisite membership is missing or inactive (see above).

If a membership you expect to admit shows up here (or not at all), check three things on the web portal: the product's Counts for Member Check-In switch, its Requires Active Subscription To checkboxes, and the subscription's dates on the Subscriptions page.

Check-In on a Phone

From POS app 2.32, opening Member Check-In on a phone shows the camera full-screen — hold it up, scan the QR, done. The search field sits at the bottom: start typing a name, phone, or customer code and the camera swaps for the matching customers; clear the search to bring the camera back. After a scan or a search pick, the verification screen takes over the display, and recording the visit (or tapping refresh) returns to the camera for the next member. Tablets keep the camera-beside-results layout.

The Face-Check

The verification screen shows the member's photo in a large circle — green border when entry is allowed, red when denied, with a matching badge — so staff can confirm the QR belongs to the person holding it. The photo shown is, in order:

The store-captured customer photo (taken at the counter or uploaded on the customer record), or
The member's KukuExpress app profile selfie, when the store never captured its own photo.

Members without either simply show the status icon. On a denied check-in, a small receipt icon next to the reason opens the customer's past purchases — useful for pitching the right renewal on the spot.

Photo Capture When Selling a Membership

Subscription products have a Require photo capture at POS switch (product edit form, next to the check-in settings). When it's on, selling that product prompts the cashier before payment:

No store photo on file — the camera opens to photograph the customer. The photo saves onto their customer record and becomes the face-check photo at the door.
Store photo already on file — it's shown for visual confirmation, with a Retake option if it's outdated.
An app profile selfie never substitutes here — identity photos must be store-captured, so avatar-only members still get photographed once.
Works for memberships sold inside bundles, and requires a customer to be attached to the sale (the POS will ask if one isn't).

Bundles That Include Memberships

A bundle containing memberships or session packs activates each of those subscriptions automatically at sale — same dates, stacking, and rules as selling them individually, with the activity log noting they came from the bundle. If you sold such bundles before this fix and the subscriptions never appeared, your administrator can repair them from the server.

Proof of Session Consumption (Photo + Signature)

A session used from a pack is money spent — for services where disputes matter (personal training, private classes), you can require evidence of exactly who consumed each session.

On the session pack's product edit form, switch on Photo + Signature per Session (shown for session-based subscriptions, next to Total Sessions). From that moment — including for packs customers already bought — every check-in that would use one of its sessions requires two captures before it records:

Photo — a camera shot of the member at the counter (the same capture used by the "require a photo" setting).
Signature — the member signs on screen: a signature pad on the web Check-In page, or the POS signature screen on a device.

Details worth knowing:

The requirement follows which subscription the visit uses: if the cashier picks the member's monthly membership instead of the flagged pack, nothing extra is asked — nothing is being consumed.
Time-based memberships and unflagged packs are unaffected. Flag only the products where proof matters.
Back-dated check-ins are exempt — when backfilling a missed visit, the member isn't standing at the counter anymore.
Both captures are stored with the visit and shown in the Attendance report — the photo thumbnail and the signature side by side, each click-to-enlarge.
POS check-ins need POS app 2.33 or later; the web Check-In page works immediately. Don't flag products until your devices are updated — an older POS can't capture the signature and the check-in will be refused.