Onboarding
Check-in setup
*What this page covers: how the time-limited QR flow works, the physical setup requirements, and what your staff see.*
Your front desk shouldn't be a bottleneck. That's why Fitnessers is built to get members verified and through the door in under 10 seconds, keeping staff focused on hospitality instead of system management.
How it works
The check-in loop is fully automated and runs without local administration:
Session opens — QR code generated automatically
The moment a session becomes active, the system generates a unique time-limited QR code for it. No action needed from you or your staff. Closed sessions never receive a QR code. When the 2-hour session window ends, the code is invalidated automatically.
Staff display the code at the entrance
Your staff open the Fitnessers Staff app on any tablet or phone and leave it visible at the entrance. The app always shows the correct QR code for the active session — it updates automatically between sessions. Staff do not configure anything.
Member scans on arrival
The member opens Fitnessers, taps check in, and scans the screen. The system verifies their identity, confirms their booking, validates the session window, and logs attendance in under 10 seconds. The member sees a confirmation on their screen.
Staff see the result and open the door
The Staff app immediately shows confirmed or rejected for each scan. If confirmed — staff open the door. If rejected — staff do not grant entry. No judgement call, no system knowledge required. The app tells them exactly what to do.
Tokens charged and credit logged
At the moment of confirmed check-in the member's tokens are charged and your gym receives the revenue credit for that visit. Everything happens in the background — no staff involvement.
Coming soon — IoT door integration
We are actively expanding the platform's physical capabilities. A future update will connect Fitnessers directly to your facility's physical access control systems. A confirmed QR scan will instantly trigger your entry gate or door automatically — completely removing the manual check step from your staff. This is part of our commitment to making gym operations completely hands-off.Staff role — exactly two things
We designed the interface so that front-desk staff have zero learning curve:
1. Display the QR code
Keep the Staff app open and visible at the entrance. The app shows the correct code for the active session at all times. Staff do not manage codes, sessions, or bookings.
2. Open the door on confirmed status
When a member scans and the app shows confirmed — open the door. When it shows rejected — do not grant entry. That is the complete staff action. No system knowledge needed beyond reading the screen.
No training required
Staff do not need to understand the booking system, token logic, or session configuration. Their entire role is display the code and read the confirmation. The system handles everything else.What the Staff app shows
The Staff interface is a single-screen dashboard designed for high-glance legibility:
Active session QR code
Full-screen display of the current session QR code. Updates automatically when a new session starts. No refresh needed.
Scan result
Every member scan shows an immediate confirmed or rejected status with a reason — expired session, no booking, already checked in, walk-in.
Live check-in list
Real-time list of every member who has checked in to the active session — name, time, and booking type (booked or walk-in).
Session details
Slot count, remaining capacity, focus breakdown, and women-only status for the active session.
QR code states
Here is how the automated QR code transitions through different states during the day to prevent unauthorized access:
Session open
QR code active and displayed in the Staff app. Check-ins accepted.
Session closed by gym
No QR code generated. Staff app shows no active session.
Session window expired
QR code invalidated automatically after 2 hours. All scans rejected.
Between sessions
Staff app shows the next upcoming session. No active QR code.
No sessions scheduled
Staff app shows gym is not active. No QR code available.
Walk-in check-in
A member can arrive without a prior booking and scan the active session QR code. The system detects the absence of a booking and marks them as a walk-in automatically. Standard token price is charged — no discount applies to walk-ins regardless of session configuration. The Staff app shows their scan result as confirmed — walk-in. Staff open the door as normal.
If a member's check-in fails
If a member arrives and their scan fails due to a phone issue, app issue, or connectivity problem, they contact Fitnessers support directly from the app. Staff are not involved in resolving this. The member submits a manual check-in request within 2 hours of session start. We review and approve it before any credit is generated. If approved, their tokens are charged and your gym receives the credit as normal.
What staff do when check-in fails
Nothing beyond directing the member to contact support through their app. Staff do not override the system, manually log attendance, or make access decisions based on verbal claims. If the app says rejected, entry is not granted — regardless of the reason the member gives.Setup requirements
One device — any existing Android or iOS tablet or phone — with the Fitnessers Staff app installed and logged in with your gym credentials. No dedicated hardware, no printed materials, no API keys, no integration work. That is the complete physical setup.
Verification at the door is only half the battle. Let's look at how members discover your gym and book these slots in the first place.