Check-in
Requires the Front Desk & Check-in module
The Front Desk is where gate staff track who’s on site. Its Check-in tab pairs a member search with Live check-ins — a list of everyone currently checked in that refreshes every few seconds, so every device at the gate shows the same picture. Owners and managers can both work the desk.
Check in a member
Section titled “Check in a member”- Click Front Desk in the sidebar. The Check-in tab opens first.
- Start typing a name or email in Check in a member… — after two characters, Memberley searches members with an active membership and shows up to eight matches.
- Pick the member. Optionally choose a facility in Any facility and enter a number of guests.
- Click Check in.
The new row appears at the top of Live check-ins with the facility (or General access) and the check-in time, and the active counter ticks up. The member receives a check-in confirmation, subject to their notification preferences.
Members without an active membership can’t be checked in — they won’t appear in the search, and the desk shows “This member does not have an active membership.” if one slips through.
Check in the whole family
Section titled “Check in the whole family”Picking a member whose membership includes family members reveals a family row under the search:
- Tick the The … Family checkbox to select everyone at once.
- Or click individual name pills to pick who’s actually here.
Each selected person gets their own row on the live list, all under the primary member’s membership.
Bring guests — and guest passes
Section titled “Bring guests — and guest passes”Enter the number of guests before clicking Check in. A Guests: row appears where you can:
- Click a saved guest’s pill — people this member has brought before.
- Type names into the optional Guest name fields. Named guests join the member’s saved guest roster for next time; unnamed guests simply count.
Guests draw down the membership’s available guest passes first. If the member brings more guests than they have passes left, Memberley creates a charge for the extra passes at the tier’s per-pass price and confirms with “Check-in recorded. Guest pass charge created.” You can add passes to a membership from the member’s profile — click the Add guest passes button next to the pass count, choose a Quantity, and optionally tick Charge card on file?.
Handle delinquent members
Section titled “Handle delinquent members”What happens when a member with an overdue balance reaches the gate is controlled by the Delinquent members at check-in setting, in the Operations section of organization settings:
- Off — never gate on balance: check-ins go through with no balance check.
- Warn staff — allow, show a warning: the check-in succeeds, and staff see “Outstanding balance of $45.00 — payment is past due.”
- Block check-in until paid: the check-in is refused with “This member has an outstanding balance of $45.00. Collect payment to check in.”
Family members check in under the primary member’s membership, so it’s always the primary member’s balance that gates.
Member check-in codes (QR)
Section titled “Member check-in codes (QR)”Every member has a personal QR check-in code, scoped to your organization:
- Members find theirs on the Check-in Code page in their sidebar, with Print and Rotate code buttons. Rotating instantly invalidates the old code — for a lost phone or a shared screenshot.
- Staff can view and print a member’s code from the member’s profile: click the QR badge on their photo to open the Check-In QR code dialog.
Treat the code like a member card — anyone who presents it can be checked in with it. A scanned code records the same check-in as the search flow, including guest passes and the delinquency and waiver gates above.
Check someone out
Section titled “Check someone out”Click Check out on a row in Live check-ins. The member drops off the on-site list and the visit is kept in the member’s history and the activity feed.
Checked someone in by mistake? Check them out — there’s no way to edit or delete a check-in record once it’s made.