How Barcode Scanner Works
What: Barcode check-in lets front desk staff check clients in by scanning a barcode (phone or printed card) with a USB barcode scanner. No searching by name; scan completes in under a second.
Who: Studio staff at the front desk (Customers → Check Ins). Clients use the barcode in the branded app Account tab or a printed card.
Problem it solves: Speeds up check-in during busy times and reduces typing/searching when clients arrive.
How to set it up
Setup: Settings → General Business Settings
General (enable client check-in)
Settings → Locations (enable gym check-in per location)
Settings → Booking (enable barcode check-in).
Barcode section on each client profile (right sidebar) to assign or auto-generate barcodes.
Customers → Check Ins
Select a single location (not “All Locations”), then scan. A green “Ready” badge indicates barcode scanning is active.
Staff scans the client’s barcode with a USB scanner. If the barcode is recognized but check-in fails (e.g. no active membership), a right-side drawer opens with the client’s profile, why it failed, and their packages so staff can fix it without leaving the page.
Clients who use the branded app get a barcode automatically the first time they open Account. Confirmation mode (auto vs manual) is set under Settings → General Business Settings → General.
Note: Staff must have a location selected for scanning to work; “All Locations” does not activate the scanner.
FAQs
Q: Who has access to this feature?
A: Studios on the Studio plan or above. Barcode check-in must be enabled in Settings → Booking. Staff need access to the Check-Ins page; clients see the barcode in the branded app (Account tab) if the studio has barcode check-in enabled.
Q: Is this on by default?
A: No. Studios must enable client check-in (Settings → Business → General), enable gym check-in per location (Settings → Locations), and enable barcode check-in in Settings → Booking. Clients get a barcode automatically the first time they open the Account page in the app (no studio action required).
Q: Does this impact existing users or workflows?
A: No. It’s additive. Manual check-in (search by name) is still available. If barcode check-in isn’t enabled, behavior is unchanged.
Q: What if a scan fails?
A: If the barcode isn’t assigned to any client, a “Check-in failed” toast appears and no drawer opens. If the barcode is recognized but check-in can’t complete (e.g. no valid purchase, expired membership), a right-side drawer opens with the client’s details and packages so staff can resolve it or open the full profile.
Q: Do we need a special scanner or drivers?
A: No. Any USB barcode scanner that supports keyboard wedge mode (acts like a keyboard) works. Plug in and use; no extra software. Scanning is disabled while a text field (e.g. search) is focused so barcodes aren’t typed into the search box.
Q: Can the same barcode be used at multiple locations?
A: Yes. The barcode is tied to the client profile and works at any location where gym check-in is enabled.
Q: Can we use our own barcode cards/key fobs?
A: Yes. On the client profile, open the Barcode section and type or scan the existing barcode, then Assign. No bulk import; assign per client.
Q: Are there any known limitations?
A: Barcode scanning only works when a single location is selected (not “All Locations”). Guests don’t get their own barcodes; use manual check-in or the guest check-in flow from the host’s row. Duplicate scans for the same barcode within a short window are ignored to avoid double check-ins.