What is the Check-in System?
The Check-in System addon replaces the traditional paper list at the entrance. Every class participant receives a personal QR code in their booking confirmation. When entering the studio, they scan the code – and they're checked in.
This gives you:
- No manual attendance lists – everything runs digitally
- Real-time overview of who has actually shown up
- No-show statistics – identify patterns in non-attendance
- Faster entry – no searching through paper lists
The system works for every class type: group classes, personal training, workshops, and events.
Activation
- Open Admin → Settings → Addon Store
- Search for Check-in System
- Click Activate
- The addon is active immediately
Cancellable monthly.
Note: After activation, the QR code is automatically embedded in all new booking confirmations. Existing bookings will receive the QR code the next time a booking email is sent.
How the QR Code is Generated
Each booking receives a unique QR code. This code is:
- Personalized – valid only for this specific person and this session
- Single-use – marked as checked in after the first scan
- Time-bound – the code is only valid on the day of the session
The QR code is generated automatically and embedded in the booking confirmation email. Customers can show it on their smartphone or print it out.
Tip: Remind customers in your email templates to have their booking confirmation ready (a screenshot is fine). This saves time at the entrance.
Check-in Process for Customers
- Customer opens the booking confirmation email on their smartphone
- Shows the QR code at the entrance
- Trainer or staff member scans the code with the studio tablet or smartphone
- The code is marked as checked in – green checkmark on the scanner
- Customer enters the class room
Maria opens her booking confirmation on her phone when entering the studio. The trainer scans the QR code with the studio tablet. The app shows "Maria Müller – checked in" and a green checkmark. The entire process takes under 3 seconds.
When a Customer Doesn't Have Their QR Code
No problem. In the admin dashboard you can also check in participants manually:
- Open Admin → Classes → [Class Name] → Session → Attendance
- Search for the participant's name
- Click Check in manually
Real-time Attendance List in Admin
During check-in you can see in real time who has already arrived.
How to Open the Attendance List
- Go to Admin → Classes
- Select the class and then the desired session
- Click on Attendance
What You See in the List
| Status | Meaning |
|---|---|
| Checked in | Participant has scanned their QR code or was checked in manually |
| Booked | Participant has booked but has not yet checked in |
| No-show | Class has ended, participant did not appear |
The list updates automatically without needing to reload the page.
Tip: Place the tablet with the open attendance list at reception. This way staff can see at a glance who is still missing.
Scanner View
For studios with reception staff, there is a dedicated Scanner View optimized for tablets.
- Open Admin → Check-in Scanner
- Select the active class
- The camera opens automatically for scanning
The scanner view shows after each scan:
- Green – booking found, checked in ✓
- Yellow – already checked in (double scan)
- Red – code invalid or expired
Tip: Mount the tablet at the entrance and let customers scan themselves (self check-in mode). This relieves your staff considerably – especially with large groups.
Statistics and Reports
The Check-in System collects data that you can analyze under Admin → Statistics → Check-in.
Available Reports
No-show Rate What percentage of booked participants actually show up? The no-show rate is displayed per class and overall.
Capacity vs. Actual Attendance Comparison between booked spots and people who actually attended. Useful for recognizing whether your capacities are realistic.
Check-in Timeline When do participants typically check in? If many arrive late, this helps with planning buffer times.
Frequent No-shows Which participants regularly book and don't show up? You can use this information for targeted reminder emails.
You notice that your Monday evening class has a no-show rate of 35%. You activate an additional reminder email for this class on the day of the session. After 4 weeks, the no-show rate drops to 12%.
Practical Tips for Use
Print and Display QR Code (Self Check-in Mode)
For studios without reception staff, you can print a class QR code (not the personal booking QR code) and display it at the entrance.
- Go to Admin → Classes → [Class Name] → Session → Print QR Code
- Display the printout at the entrance
- Customers scan the class QR code but are still matched to their personal booking
Set Up a Tablet at the Entrance
Recommended setup for larger studios:
- Tablet (e.g. iPad) at reception with the scanner view open
- Second device (laptop or PC) with the attendance list for the office
- Both devices are synchronized in real time
Combination with Reminder Emails
Activate automatic reminder emails 24 hours before the class. Customers will open the email on the day of the session anyway – and have the QR code right at hand.
Configure this under Admin → Settings → Email Automation.
Frequently Asked Questions
What happens if a participant doesn't have a QR code? You can check in any participant manually in the attendance list. The QR code is a convenience, not a requirement.
Can a QR code be scanned multiple times? The first scan checks the participant in. Further scans are marked as "already checked in" and do not trigger any errors.
How long is a QR code valid? The code is valid on the day of the session. You can adjust the validity period under Admin → Settings → Check-in (e.g. to 2 hours around the class time).
Does check-in work offline? No. An internet connection is required for real-time synchronization with the server.
Are no-shows recorded automatically? Yes. Once a session is marked as finished (automatically after the class time), all bookings without a check-in are counted as no-shows.