Checking Members In with QR Codes

Flow Roll makes tracking attendance effortless. Every member gets a personal check-in QR code, which they scan themselves at the front-desk Check-In Kiosk — and staff can always record a visit for anyone straight from the member roster.

1. Scanning a Member's QR Code

QR scanning lives inside the Check-In Kiosk, a locked, member-facing screen you launch from the Members page. There is no separate staff scanner anymore.

1. Navigate to the Members page and click the Check-In Kiosk icon (calendar with a checkmark) in the top right corner.
2. Click Start Kiosk Mode.
3. Select the Scan QR code tab on the kiosk screen.
4. The member holds their code up to the camera. Flow Roll records the visit, plays a short chime, and shows "Checked in, (first name)".

[!NOTE] The kiosk is built for members, so it never shows staff prompts like Payment Due or No Waiver on File — those appear when you check a member in from the roster (next section). For the staff PIN, the Find my name tab, kiosk sounds, and how to exit, see the Check-In Kiosk guide.

2. Checking a Member In from the Roster

Staff can record a visit without a QR code at all.

1. Navigate to the Members page.
2. Find the member's row and click the + button in the Check In column.
3. Flow Roll records the visit. Any of the alerts below appear right after.

[!NOTE] Payment Due alerts for cash members: If a cash member's Paid Through date has passed, you'll see a Payment Due alert right after the check-in (e.g., "membership expired 6/2/26 (4 days ago)"). It never blocks the check-in—it's a reminder to collect while the member is at the desk. Tap Record Payment to move their Paid Through date forward on the spot, or OK to dismiss.

3. No Waiver on File Alerts

If the person you're checking in from the roster hasn't signed a waiver yet, Flow Roll shows a No Waiver on File alert immediately after the visit is recorded. Like the payment prompt, it never blocks the check-in—it just catches the gap while they're standing in front of you.

Select Sign Now to capture their signature on the spot using your gym's master waiver, or Later to dismiss. Anything signed here lands in the Signed tab on your Waivers page. Sign Now works for admins and editors (viewers see a permission message), members under 18 get a parent/guardian signer by default, and if no master waiver is uploaded yet you'll be asked to add one first.

[!TIP] If a Payment Due prompt fires on the same check-in, the waiver alert shows first.

4. Enforcing Attendance Limits

If the member's current subscription tier has a limit on the number of classes they can attend (e.g., "Basic Plan: 2 times a week"), Flow Roll handles the math for you. Limits are configured under Enable Attendance Limits on the Account page.

• From the roster: if the member has already reached their limit for the period (day, week, or month), a warning prompt pauses the check-in and you decide whether to allow it anyway or let them know they need to upgrade.
• At the kiosk: there's no staff member there to decide, so you choose the behavior once, gym-wide, with the Block check-in if member is over attendance limit switch on the Check-In Kiosk sheet. Either the member is told they've used their visits and pointed to the front desk (nothing recorded), or they see Checked in as normal but the visit isn't counted.

5. Generating a QR Code for a Member

Because Flow Roll currently does not have a standalone student app, you will need to provide students with their check-in codes.

1. Navigate to the Members page.
2. Select the specific member from the list to open their profile.
3. Click the ⋮ (more options) button at the top right of their profile, then Check-in QR Code.
4. You have two options:
   • Let the member snap a photo of the QR code directly from your screen.
   • Select the Copy icon to copy their custom check-in URL, which you can then text or email to them so they can save it to their phone's wallet or home screen.

6. Troubleshooting

• The camera won't start in the kiosk: You'll see "The camera is turned off for this app" or "The camera could not be started." Exit kiosk mode, grant Flow Roll camera access in your device's system settings, and start the kiosk again. Members can use the Find my name tab in the meantime.
• The wrong camera is facing the member: On the Scan QR code tab, tap the camera-flip icon over the viewfinder (Switch to front camera / Switch to back camera). The kiosk remembers your choice.
• "That code is for a different gym": The code was generated under another gym. Generate a fresh one from the member's profile.
• The visit didn't record: Check your device's internet connection. Check-ins need a live connection and aren't saved offline, so reconnect and scan the code again.