Automatic barcode check-in

Overview #

With Automatic Class Check-In, members no longer need staff assistance to be marked as attending a class. When a member scans their barcode at the front desk, the system automatically checks them into their registered class as long as the scan happens within the defined check-in window. General facility attendance is also recorded at the same time.

This feature is optional and must be enabled at the club level before it takes effect. It works for both non-deducting and session-deducting classes.

Note: Automatic class check-in does not yet work with check-ins originating from third-party door systems or via API. This option is coming soon.

How it works #

When Automatic Class Check-In is enabled for your club and a member scans their barcode:

1. The system records general facility attendance for the member.
2. The system checks whether the member is registered for a class with a start time within the eligible check-in window: up to 20 minutes before or 5 minutes after class start.
3. If exactly one eligible class is found, the member is automatically checked in and immediately appears as checked in on the Scheduled Events panel within Online Check-In and Scheduler.
4. If the check-in results in a problem scan (door access denied), no class check-in occurs.

Check-in window #

The check-in window opens 20 minutes before class start and closes 5 minutes after class start. The following examples use an 11:00 AM class:

Session deductions #

For classes that require session deductions, the system will:

1. Verify the member has a valid, non-expired session configured for the class type.
2. If a valid session is available, it is automatically deducted. Oldest sessions are deducted first.
3. The deducted session is reflected on the member's record and in session reporting.

If no valid session is available, the member will not be automatically checked in, and the message "Automatic check-in failed, no sessions available" appears. Staff can manually check the member in once the session issue is resolved.

Special scenarios #

No eligible class found

If the member has no registered class within the check-in window, only general facility attendance is recorded. No class check-in is created and no confirmation message is displayed.

Multiple eligible classes found

If a member is registered for more than one class within the check-in window, the system will not automatically check the member into any class. Only general attendance is recorded and the following message is displayed: "Multiple upcoming events found. Manual check-in required." Staff can manually check the member into the correct class.

Member already checked in

If the member is already checked into the class, no duplicate check-in is created.

Member is not in Scheduled status

Members with a registration status of Cancelled or Absent are not eligible for automatic check-in.

Scheduler views in Online Check-In #

After a successful automatic check-in, the member's status is updated in real time within the Scheduled Events panel. The active view refreshes to reflect the check-in.

Frequently asked questions #

Does this feature work for all classes?

Yes. It works for both non-deducting classes and session-deducting classes, provided the club has Automatic Class Check-In enabled.

What if a member forgets to scan and the window has passed?

If a member scans outside the 20-minute-before / 5-minute-after window, no automatic class check-in occurs. Staff can manually check the member in from the class roster.

Can staff still manually check members in?

Yes. Manual check-in is always available and is the recommended action when automatic check-in cannot be performed, for example when there are multiple eligible classes, no valid session, or a scan outside the check-in window.

Will this affect door access?

No. Door access is determined by the general check-in scan result, which is separate from automatic class check-in logic.

What if the barcode scan results in a problem or denial?

If the scan is flagged as a problem check-in, the member is not automatically checked into any class. General attendance behavior follows normal check-in rules.

How to enable or disable Automatic Class Check-In #

This feature is disabled by default for all clubs. Only club managers and administrators can change this setting.

Enabling Automatic Class Check-In

1. Navigate to Settings > Client Preferences > Check-in > Online Check-In Preferences.
2. Locate the Automatic Event Check-In preference.
3. Toggle the setting to enabled.

Disabling Automatic Class Check-In

1. Navigate to Settings > Client Preferences > Check-in > Online Check-In Preferences.
2. Locate the Automatic Event Check-In preference.
3. Toggle the setting to disabled.

When disabled, the system records general facility attendance only. No class check-in evaluations are performed and no sessions are automatically deducted.

Viewing and printing barcodes #

Member barcodes can be viewed and printed directly from the member profile in Member Management. Barcodes are used with a Honeywell 7580g 2D scanner to enable automatic check-in at the facility entrance.

To access a member's barcode:

1. Open the member profile in Member Management.
2. Locate the barcode section within the profile.
3. Select the barcode to view or use your browser's print function to print the barcode for the member's Teslin membership card.

Note: The Honeywell 7580g scanner reads the barcode on the Teslin membership card as well as the barcode displayed in the My Member Account mobile app. Your ASF account manager coordinates the technical setup for scanner installation.

Need help? #

Contact your ASF account manager at clientsupport@asfpaymentsolutions.com or (301) 304-8841.