Checking Members In with QR Codes
Flow Roll makes tracking attendance effortless. By using the built-in QR scanner on your device, staff can quickly check members into the gym at the front desk, ensuring accurate class counts and enforcing membership limits automatically.
1. Scanning a Member's QR Code
When a member arrives at the gym, they can present their personal QR code on their smartphone.
- Select Members (list icon) from the left navigation menu.
- Select the QR code icon in the top right corner.
- Aim your device's camera at the member's QR code.
- Flow Roll instantly records the visit and confirms the check-in with the member's name. If a cash member's payment has lapsed, you'll also see a Payment Due prompt (see below).
[!NOTE] Payment Due alerts for cash members: If a cash member's Paid Through date has passed, the scanner shows a Payment Due alert right after 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.
2. 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"), the scanner handles the math for you.
When you scan their code, Flow Roll checks their recent attendance history. If they have already reached or exceeded their limit for the given period (day, week, or month), the scanner will pause and display a warning prompt.
As an admin or coach, you can then decide whether to allow the check-in anyway or inform the member they need to upgrade their plan.
3. 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.
- Navigate to the Members page.
- Select the specific member from the list to open their profile.
- Select the Generate Member Check-in QR Code link near the bottom of their profile.
- 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.
4. Troubleshooting
- The camera won't open: Confirm that you have granted camera permissions to the Flow Roll app or website in your device's system settings.
- The visit didn't record: Check your device's internet connection. Check-ins require an active connection to sync with the database and verify the member's billing status.