How to Restrict Check-In

If a Student or Prospect owes money, or doesn’t have their waivers signed, you probably don’t want them attending class. The Check-In Restrictions feature allows you to set custom alert messages, or even block check-in entirely, depending on the situation. 

These restrictions do not affect Attendances manually added by employees / admins, or affect Mass Check In. It is also unrelated to the Attendance Limit block, where someone can’t check in after maxing out their daily or weekly limit.

Available Check-In Triggers

You can configure restrictions for the following conditions:

Students:

• Outstanding balance
• Expired Membership
• Unsigned Agreement
• No Payment Method

Prospects:

• Expired Trial Membership
• Unsigned Agreement

Available Restrictions

There are four possible options for each trigger. You can use any combination of options across the six triggers.

1. Allow Check-In, no message (Default)
   1. Checking in proceeds normally with no alerts.
   2. The Attendance is logged as normal.
   3. No additional alerts are created in the system.

2. Allow Check-In and display message
   1. Checking in proceeds normally, but your custom message displays on the confirmation screen.
   2. An alert listing the issue (outstanding balance, Unsigned Agreement, etc) is added to the Kiosk’s Attendance History page, under the Alerts tab.
   3. This alert is also added to the person’s History module, and the Dashboard Recent Activity module.

3. Block Check-In, no message
   1. Checking in is blocked, so no attendance or class is added.
   2. After entering their PIN or name, the standard error message is displayed, depending on the issue (i.e. “You have an outstanding balance. You may not check in.”)
   3. An alert is logged in the Kiosk Attendance History, the profile’s History module, and Recent Activity. The red X next to the entry indicates no check-in took place.

4. Block Check-In with custom message
   1. Checking in is blocked, so no attendance or class is added.
   2. After entering their PIN or name, your custom message and the standard error message are displayed.
   3. An alert is logged in the Kiosk Attendance History, the profile’s History module, and Recent Activity. The red X next to the entry indicates no check-in took place.

If someone meets multiple criteria (such as both an outstanding balance and an expired memberships), all will be listed on the alert created in History and Recent Activity, but only the first will be shown to them on the Kiosk.

How to Set Check-In Restrictions

1. Navigate to the Attendance Settings page.
   • You can find Settings > Attendance in Quick Links, or 
   • Search for Check-In Restrictions
2. Select the result you want for each trigger.
3. Enter an Alert Message (up to 160 characters).
   • If left blank, the default message is “Please see the front desk.”
   • Keep messages professional and concise. They may be visible by other people in line waiting to check in.
4. Click Save.

Example Messages

• “Please check in with the front desk before class”
• “We need to update your account information. Please see the front desk.”
• “Please speak with our staff before checking in today”
• “There’s a quick account update needed. See the front desk!”

If your school is youth-focused, consider using “Allow with Message,” and explain the front desk needs to speak with the parent. This helps avoid the Student getting embarrassed by billing issues out of their control. Additionally, train staff to handle parent conversations privately and professionally.

For adult-focused schools or gyms, using “Block with Message” is usually appropriate for expired memberships or overdue balance. Keep alerts concise and straightforward so they understand how to resolve the issue.