How do I check at the front desk that a member's membership is valid?
The safest check is the check-in itself. The receptionist picks the member, and 4gym accepts the entry only if the membership meets every condition; otherwise it refuses and gives the reason.
Short answer
- Pick the member on the front-desk screen and the club location, then record the check-in.
- The system checks that the member and the location are active and that the membership is active, not frozen or cancelled.
- It then checks the validity period, the time window allowed by the plan and the entries left, if the plan has a limit.
- If the member is already inside, the check-in is refused until check-out; if the plan has an entry limit, one entry is consumed.
- On leaving, the front desk records the check-out, which closes the visit once.
What the check-in validates and what a refusal means
Check-in conditions and refusal reasons
| Check | If it is not met |
|---|---|
| Membership status | An expired, frozen or cancelled membership is refused |
| Member and location | An inactive member or an inactive location cannot check in |
| Membership location | A membership tied to another location is not accepted here |
| Allowed hours | Outside the time window of the plan, the entry is refused |
| Entries left | With zero entries left, a limited membership no longer gives access |
| Member already inside | A second entry without a check-out is refused, so an entry is never consumed twice |
Practical example
Example: a member with a 10-entry membership valid from 08:00 to 16:00 arrives at 17:30. The receptionist tries the check-in and 4gym refuses it because the entry is outside the allowed hours, consuming no entry. The member returns the next day at 10:00, the check-in passes and the membership is left with 9 entries.
Frozen or expired members
- Member with a frozen membership: resume it from the memberships list, then repeat the check-in.
- Member with an expired membership: renew it by hand, which creates a new membership from the same plan, and record the payment.
- Member with no entries left: renewal creates a new membership, with the entries of the plan.
Common mistakes
- Looking only at the end date and overlooking the allowed hours or the entries left.
- Forgetting the check-out, so the member still shows as inside and the next check-in is refused.
- Waving a member through on trust when the application refuses the entry, instead of fixing the membership.
How 4gym helps
- Every condition is checked in the same step, at each entry, with no paper lists.
- The entry is consumed only once, and a member who is already inside cannot enter again.
- The overview shows who is inside the club now and how many entries there were today.