Checking Members In at the Front Desk

Most check-ins happen without staff touching anything. Members scan their key card at the front desk, or they pull up the QR code in the Memberworks mobile app and scan that. The check-in module is there for the times that doesn't work, and for the moments when you need to know what's going on with someone's account before you wave them through.

Open the check-in module

When you log in to Memberworks you land on your Dashboard. There are two ways to get to check-in from there:

• Option 1: Click Record Check-In in the Quick Actions section at the bottom of the Dashboard.

• Option 2: Click the four squares icon in the upper right corner, then click Front Desk.

Either way you land on the Check-Ins screen, which opens on the Live Check-ins tab.

Check someone in manually

The Record Check-In panel on the left has two ways to find a member.

Scan Barcode: type the barcode number from the member's key card into the field and click Check In.

Search Member: lets you look someone up by name or date of birth. Use this when a member forgot their card or the barcode won't read.

The result appears in the panel on the right. Before anyone has checked in, it sits in a ready state waiting for a scan.

Read the result

A successful check-in shows up in green with a Cleared badge. You'll see the member's photo or initials, their name and email, the time they checked in, the branch, their barcode, and their membership status. Below that you get any account alerts and the member's list of memberships, including which ones are active or cancelled and any add-ons they carry, like 24/7 access.

There's a View profile link right in the result if you need to go deeper into their record while they're standing in front of you.

When entry is denied

If something on the account blocks entry, the result turns red and the header tells you the member was not checked in. An Entry denied box lists the specific reasons, so you're never guessing why the screen went red. Common ones are a past-due balance or an unsigned prerequisite, and both show as badges near the top with the dollar amount or the number of outstanding items.

If there are prerequisites waiting, a Pending items section names each one and its due date, so you can tell the member exactly what they need to sign.

When the situation calls for letting the member in anyway, click Override & check in in the upper right of that red banner. The check-in is recorded as an override rather than a normal entry, which keeps an honest record of what happened at the desk. Worth setting expectations with your team on when an override is appropriate, since the record shows who let the person through.

Review recent check-ins

The Recent Check-Ins section at the bottom of the screen shows today's activity for your branch as cards with the member's name, the time, the branch, and a Clear, Denied, or Override label. There's a search box for finding a specific person from today and a Refresh button if you've been sitting on the screen for a while. You can page through and change how many results show per page.

For anything beyond today, click View all check-ins in the upper right. That opens the full history with a search box for name, email, phone, or barcode, and From and To date filters for narrowing to a specific range.

The list shows each check-in with its outcome, which will be Checked In, Overridden, or Denied. You also get the membership tied to that visit and any alerts that were on the account at the time, such as a note that the person doesn't have an active membership.

Tips for the desk

• Leave the screen on the Live Check-ins tab during busy hours so scans land without extra clicks.

• The Capacity tab next to Live Check-ins is where you go when you need to see how full the branch is rather than who just came in.