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Check-In Guards

Overview

Check-In Guards define how check-ins are managed and what alerts are triggered through the Check-In Module. You can also configure customer alerts based on specific customer segments within this section.

Check-In Guards are applied to Gates, which are selected at the top of the check-in screen. Facilities can use a shared check-in guard across all gates or assign different guards as needed for each location.

 

Creating a Check-in Guard

Go to Manage > Organization & Facility Settings > Check-in Guards

  • Click Create New Check-in Guard, Name it - call it main or master or some general name, and click OK.

Your check-in guard now shows on this page. Click the + at left to expand it and add Check-In Rules
Click the pencil icon under Gates to assign it to facilities header to make the guard active at locations

 

Add Check-in Rules

Work through the list of check in rules, adding each check in rule in order. Below are some key rules and settings.

 

Check in Benefit | BENEFIT_RULE 

Add this rule ONCE, and all all your Check-in Amenities to this rule. This is what ensures that check in amenity actually gives them access. 

Check-in Amenity time restrictions are configured here. 

Add the Amenity then click Add Restriction at right, then Edit Condition.

  • Select 'Days can match ANY condition (OR operator)'
  • Add Element to add the days of the week that this check in should allow access.
  • Set the time restriction (if applicable)
    • Set Hour and minute as start time (ie, 6 for 6am)
    • Set Duration in Minutes for how long check in benefit should be valid.  (ie, 420 minutes = 7 hours.  if 6am start, benefit valid til 1pm check in.

 

Suppress Alert for Program Check in Toggle:

Toggle ON if you want customers enrolled in a Program Plan for today to be allowed to check in before the class starts without being flagged for missing facility access.

This is especially useful if your program includes day pass access (e.g., a yoga class purchased online also grants access to the facility for the day).

Why Enable This?

By default, facility access granted through a Program Plan is only valid during the scheduled class time. For example, if a yoga class starts at 5:00 PM, any check-in before 5:00 PM would normally trigger a missing facility access alert.

To avoid this and allow early check-ins, simply toggle this option ON.

 

Exclude Customer Segment:
This is an advanced feature where you can apply a customer segment, and the people in the segment will NOT flag for missing facility access. 

Because this is bypassing the Check in rule, punch card holders will NOT have a punch deducted if they are in this segment excluded from check in.

 

Last Visit | LAST_VISIT

This attribute is specifically preset for 6 months or more. If you want this to be a different time, do not add this rule and instead make a segment to use in an alert. You will then use the Customer Segment Rule to apply a last visit rule to meet your needs.

 

Custom Attribute | CUSTOM_ATTRIBUTE_RULE

This rule adds the customer attribute selected to the State column in the check in screen.  

The most common configuration is to add this rule TWICE - once for the Waiver attribute and once for the belay status.

When a customer has those fields populated, they will show in the state column. If they are missing those fields nothing is shown in state.  

Alerts for missing attributes are configured in Facility Global Alert below.

 

Facility Global Alert - Missing Attributes | FACILITY_GLOBAL_ALERT_RULE

Add this rule so that the Facility Alert configured on a Customer custom attribute alerts if missing at check in.  Add once and ALL attributes that have the Facility Global Alert applied will alert if that field is missing.

 

Customer Segment Rule | CUSTOMER_SEGMENT_RULE

Use this if you want to add a custom alert based on a segment.

  • Make a segment and apply it here.

  • Set it to alert for the customers IN the segment or alert if they are OUT (NOT) in the segment

  • Alert text is optional but highly recommended. The alert text will appear at check in so that staff know why the customer is alerting.  If left blank, a generic statement about not meeting the segment rule is applied

 

Program Check-in Rule | PROGRAM_CHECKIN

Configure the time window for automatically checking customers into their program when they check in through the Check-In Module. This helps ensure smooth and accurate attendance tracking, even with early or slightly late arrivals.

For example, with the settings shown here:

  • The system looks 90 minutes ahead for upcoming program start times.

  • If a program starts within that 90-minute window, the customer is automatically checked into the program.

  • The system also looks 31 minutes back, allowing customers to be auto-checked in even if they arrive up to 31 minutes after the program's scheduled start time.