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Check a member in

At the front desk, check a member in by their card, member number or phone. Kila checks their membership or pass, the waiver and what they owe, and answers In or Not in, with the reason.

Who can do it: Front desk, Membership consultant and Gym manager
Find it: Gym, then Front desk, or search front desk in Kila
Time: 1 minute

Every member checks in at the front desk as they arrive. Kila looks at their membership, day pass or visit pack, their waiver and what they owe, and answers at once: In or Not in, with the reason.

Before you start

The member is signed up and has a member number, such as GYM-00142: Sign up a new member.

Steps

Open Gym › Front desk
“Check members in by card, member number or phone. Kila checks the membership, passes, the waiver and what is owed.” Beside the box, Classes today lists today’s classes and how full they are.
Choose how the member checks in
Card or QR to scan their card (“Scan the card”), Member number, or Phone.
Type their number or phone, or scan the card, and tap Check in
The box shows what to type: GYM-00001 for a member number, 07XX XXX XXX for a phone.
Steps 2 to 4 on one screen.
Read Kila's answer
Green In and the member’s name: they may go in. Kila says what they came in on, such as ”… checked in on Monthly membership.” with the date it renews, or the visits left on their pack. Red Not in: the reason, and a button to fix it (see What if). The box empties for the next member.

Who came in today

Today at the door, under the box, lists each check-in and each refusal: the Time, the Member, the Result (In or Refused), Why / notes and Where, such as Desk.

Today at the door: the check-ins and refusals of the day, newest first, with a refusal marked 1 and its reason beside it.

What if

Not in: the membership is suspended

A membership whose bill stays unpaid past the grace days is suspended. Kila says how much is owed, such as “Wanjiku Rotich cannot check in. Monthly membership is suspended: KES 4,500.00 is overdue.”

Take the payment on their membership: Take a membership payment. Once it is paid up they can check in again.

Not in: the reason, marked 1, that the Monthly membership is suspended with KES 4,500.00 overdue, and Sell a membership or pass, marked 2.

Under the reason (1), Open goes to the member’s page, and Sell a membership or pass (2) sells them a pass instead, as below.

Not in: no membership or pass

“No active membership, day pass or visit pack.” Tap Sell a membership or pass: the member’s page opens with Sell to and their name, for a day pass or a visit pack (“A day pass lets them in today; a visit pack counts down a visit a day; personal training packs are used in the diary.”). For a membership, tap Join a plan on the same page. See Sell a day pass or visit pack.

Not in: no signed waiver, or it expired

“No signed waiver. Have the member sign it now.” When the waiver has run out, Kila gives the date, such as “The waiver expired on 28 Oct 2026. Have the member sign it again.” Tap Sign the waiver: the waiver opens on their page, Waiver and membership terms, for them to sign. Then check them in again. See Sign up a new member.

Not in: the member has no signed waiver, marked 1, and Sign the waiver, marked 2.

Not in: the membership is frozen

Kila gives the date it ends, such as “Monthly membership is frozen until 13 Nov 2026.” Only the gym manager can end a freeze early: see Freeze a membership.

In, with a payment overdue

Kasarani Fit Club lets a member in while their bill is overdue, inside the grace days, with a warning: “KES 4,500.00 is overdue on Monthly membership. Take the payment before the grace days run out.” Take it while they are at the desk: Take a membership payment.

In, with a doctor’s clearance outstanding

“The health questionnaire says see a doctor before training. Ask for the clearance letter.” Ask for it; a trainer or the gym manager records it when the member brings it: see Record a fitness assessment.

The member checks in twice

A second check-in soon after the first is kept, without using a visit: “Already checked in a short while ago: logged, no visit used.”

The visit pack

A member on a visit pack uses one visit a day when they check in, such as ”… checked in on 10-visit pack: 6 visits left.”

Kila does not know the number or the card

Not checked in

No member has the number GYM-99999.

Check the number with the member. For a card Kila does not know, it says “That card is not recognised. It may have been replaced; check the member in by number.”

Good to know

The rules at the door, such as whether a member is let in with a payment overdue, are the owner’s, under Gym › Gym set-up.

Front desk: the desk’s day.
Book a member onto a class: booking at the desk.
Gyms and studios: everything a gym needs, day by day.

Next: book the member onto a class: Book a member onto a class.