Access control • Front desk
Gym access control: manual check-in and membership validation
Access control is not just a physical barrier: it is where the membership becomes verifiable and where the gym gets its attendance data. In 4gym, the front desk selects the member and the system checks the membership before it records the entry; there is no link to cards, QR codes or turnstiles. Below you'll see what 4gym checks, how to handle a frozen or expired membership and why a turnstile stays a separate decision.
How it works (short answer)
- The member arrives at the front desk and staff look them up in the panel, by name or member code.
- Staff pick the location and press check-in; if the member holds several memberships, 4gym picks the suitable one or you indicate it.
- 4gym checks the membership status, the location, the allowed time window and the entries left.
- If the rules allow it, the entry is recorded as attendance; on memberships with limited entries, one entry is used.
- If not, the check-in is refused with the reason; on the way out, staff record the check-out and the visit is closed.
What 4gym checks at check-in
The checks made at every check-in
| Check | What 4gym does | What you do at the front desk |
|---|---|---|
| Membership status | An active membership allows entry; an expired, frozen or cancelled one is refused | You renew, resume from the freeze or create a new membership |
| Location | The member and the location must be active; a membership tied to another location is refused | You pick the right location or check the membership |
| Time window | If the offer has an allowed window (for example 08:00–16:00), entry outside it is refused, in the location's local time | You explain the rule or suggest another membership |
| Entries and open visit | With no entries left, or with a visit already open, the check-in is refused | You record the check-out or renew the membership |
Members with a frozen or expired membership
- Expired: refuse the check-in and offer a renewal. “Renew” creates a new membership from the same offer, then you repeat the check-in; record the payment separately in the ledger.
- Frozen: the membership does not allow entry until it is resumed. After “Resume”, the end date moves by the frozen days.
- No entries left: if the package is used up, renew or create a new membership.
- Cancelled or inactive member: the check-in stays refused; clear up the situation with the member before creating a new membership.
What you gain from the visit history
- You see how many check-ins were recorded today and how many members are inside now; the inside count depends on the check-outs the front desk records, not on sensors.
- You keep a history of each visit, with entry and exit time, to settle a discussion about entries used.
- On plans with advanced reporting, the date-range report shows the number of check-ins between two dates.
- From the entry times you get a sense of the busy slots and decide whether to move a class or add a trainer.
Turnstile, card or QR code: a separate decision
- 4gym does not connect to turnstiles, card readers, QR scanners or locks: a check-in is a record made by staff.
- A turnstile is a separate purchase, with its own controller and a supplier who is responsible for the integration; ask for a trial with your software before you buy.
- Even with a turnstile installed, the gate does not read memberships from 4gym — the two systems stay separate.
- For a gym with no front-desk staff, or one that is open around the clock, 4gym is not the answer: a check-in needs a person to record it.
GDPR for the visit log
- The visit log is personal data: it needs a legal basis and a defined retention period.
- The usual basis is performance of the membership contract, not consent.
- Health data requires separate, explicit consent. 4gym has no fields for it — do not write it in the member's notes field.
- Biometric data (fingerprint, face) falls under a strict regime. 4gym does not collect it: staff identify the member by name or code.
- Give each colleague only the rights they need: 4gym uses team accounts with roles and permissions.
Common mistakes
- Opening the gate without a check-in in 4gym: the entry is missing from the history and the member's entries are not used.
- Forgetting to record the check-out: the member stays “inside” and the next check-in is refused.
- Not setting the time window on the off-peak offer, so the rule has no effect at all.
- Buying a turnstile on the assumption that it links to 4gym, without asking the supplier for proof of the integration.
How 4gym helps
- Validated check-in: active member and location, valid membership, allowed time window and entries left.
- A clear refusal for expired, frozen or cancelled memberships, for no entries left, outside the allowed hours or with a visit already open.
- Manual check-out, a visit history and the number of members inside, in the Overview.
- Entries are used only on memberships with limited entries; booking a class does not use an entry, only a check-in does.