How to configure the appointment based check in

In this article, you will learn how to configure the appointment-based check-in for your studio and enable it for multiple studios. You will also learn how to set individual check-in times for classes, services, and trial sessions, optimizing access for people without a contract.

Topics in this article:

• What is appointment-based check-in?
• Configuring appointment-based check-in
• Adjusting check-in times
• Enabling access via QR code and other methods
• Required permissions for configuration

Fast lane:

1. Go to Settings / Access Control / Appointment-Based Check-in.
2. Click Create Configuration in the top right corner or
   • Click on an existing configuration to Edit it.
3. Enable the feature for Classes, Trial Sessions, and/or Services.
4. Set the check-in times before and after the appointment.
5. Save the configuration and share it with multiple studios.
6. Ensure that the QR code is included in the booking confirmation template.

What is appointment-based check-in?

The appointment-based check-in ensures that people with a booked appointment can check into your studio, regardless of whether they have a contract. This is especially useful for guests attending a class or a trial session. The best part? The process works without staff assistance at check-in.

By setting flexible check-in times before and after the appointment, you can make access more convenient and avoid waiting times.

Configuring appointment-based check-in

1. Navigate to Settings / Access Control / Appointment-Based Check-in.
2. Click Create Configuration in the top right corner or
   • Click on an existing configuration to Edit it.
3. Enable the feature for Classes, Trial Sessions, and/or Services.
4. Select Edit via the three-dot menu to adjust the settings.
5. Enable check-in for Classes, Trial Sessions, or Services.
6. Define the allowed check-in times before or after the appointment start.
7. Save the configuration and apply it to multiple studios.
   • To do this, go to the overview page, click on the three dots on the left of the configuration row, and activate the configuration for the current studio or multiple studios by selecting them.

Adjusting check-in times

For each appointment type (Classes, Trial Sessions, Services), you can individually set:

• How many minutes before the appointment check-in is allowed.
• How many minutes after the appointment start check-in is still possible.

These settings help ensure smooth operations in your studio.

Enabling access via QR code and other methods

Appointment-based check-in works not only with QR codes but also with all common access methods:

• QR code from the booking confirmation (for a staff-free check-in)
• Optional – RFID cards or key fobs (must be assigned once)
• Optional – Manual check-in options

Example: A customer books 10 yoga sessions and receives a card at the front desk for 10 check-ins. They can then check in independently without staff assistance.

Required permissions for configuration

To make these settings, you need the following permission:

➡ Settings → Access Control → Configure Appointment-Based Check-ins.

Without this permission, you cannot edit the settings. Ensure that your user account has the necessary rights.