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Cards is the org-wide registry of the access cards and PINs your members use to identify themselves at the door or desk. Each card has a type, a code, and the member it is issued to, or no one when it is club stock. The front desk issues cards, managers keep the registry tidy, and members present their card at a reader or kiosk to check in.

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When to use it

A card identifies a member at the door or desk, so nobody has to find their name in a list. When a member presents one at a reader or kiosk, the system matches it to a contact and runs the same check-in flow you would run by picking the person by hand. The registry shows who holds what, when each card was last used, and lets you shut off a lost card at once. Typical uses:
  • An unattended front door - a 24/7 strength gym issues every member an access card and removes it when they cancel, so it stops working at the door immediately.
  • No hardware at all - a reformer Pilates studio uses the QR member code each member already has in the member portal and app.
  • A keypad entrance - a bouldering gym gives each member a PIN, and replaces it when someone forgets or shares theirs.
  • Pre-encoded stock - a padel gym loads a box of new cards as club stock, then hands one over at the desk by scanning it on the member.
See Worked examples for how to set up each of these.

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Card types

There are three types, matching the identification methods configured under Access control:
  • Access card - a physical card or fob with a code printed or encoded on it (for example an NFC UID).
  • PIN code - a number the member types at a kiosk or keypad. Leading zeros count.
  • QR code - a code shown at a reader or kiosk.
A member’s QR code is their member code, which every member with a portal account already has. It needs no issuing, so you only issue access cards and PINs. Card codes are encrypted at rest and only decrypted for display in the admin. Which types you can issue depends on the identification methods enabled for the gym, under Enabled Identification Methods in access control settings. Only enabled types are offered when you issue a card.

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How cards interact with check-in

How strict the door is, and what happens when a card is presented, depends on your check-in mode. See Check-in models for the full matrix. Quick summary:
  • Strict mode requires the member to have an active booking or membership.
  • Flexible mode allows walk-ins and anonymous check-ins.
  • A scanned card is matched to the member who holds it, and the rest of the check-in flow proceeds as if you had selected that member manually.
Each successful scan updates the card’s Last used date, so a card that never shows a scan is a useful signal that it is faulty or was never handed out.

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Opening the page

Go to Members, open the three-dot overflow menu next to Add member, and pick Cards (URL /members/access-cards). The entry is shown to staff who can read operations. The page lists every card on file in the org, newest first. The Settings button in the top right jumps to Access control settings, where the check-in mode and identification methods are configured.

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Grid columns

  • Assigned To - the member the card is issued to, with avatar. A card has at most one holder. A card with no holder shows Unassigned: it is club stock.
  • Type - Access card, PIN code, or QR code.
  • Card number - the card’s code.
  • Issued Date - when the card was recorded.
  • Issued by - the staff member who issued it.
  • Last used - the last successful scan.

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Issuing a card

Click Issue card in the top right, on a member’s profile (the Cards block, or Add > Card), or at the point of sale. One dialog handles every case:
  1. Pick the Card type, if the gym issues more than one.
  2. For an access card, hold it against the reader or scan its barcode. The code appears by itself. If there is no reader, use Type the code instead. For a PIN, type the number.
  3. Pick the Member, or leave it empty to record the card as club stock with no holder yet.
  4. Turn on Make this their main card if this should be the member’s main card.
  5. Save.
A card already on file as club stock is issued the same way: scan it and pick the member. If the code is already issued to someone else, the dialog names them, so you can take the card back first or use a different one. On a stock card’s row in the grid, Issue card opens the dialog with the code already filled in.

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Self-enrollment at a kiosk

If credential enrollment is enabled for a gym in access control settings, a member can enroll a physical card themselves at a kiosk: they identify with their QR code and then tap the new card on the reader. Cards enrolled this way appear in the grid alongside the ones staff issue.

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Automatic PINs

When a member needs an access grant (for example, when their membership or booking becomes active) and has no main card yet, the system gives them a random PIN, but only if PIN is an enabled identification method. This is why a member can appear in the grid with a PIN nobody issued. Nothing is created for an org that never enabled access control.

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Taking a card off a member

On an issued card’s row, or in the Cards block of the member’s profile, use Remove from member. The card is deleted and stops working right away, whether it came back over the counter or was lost. Scanning the same card again later issues it fresh to whoever gets it next. A stock card with no holder can be deleted from its row with Delete. Deleting is permanent. The door events recorded for the card stay in your history, no longer linked to a card. A card a member holds can’t be deleted: remove it from the member first.

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Who can do what

See Roles and permissions.

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Worked examples

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Issuing physical cards for a gym

A 24/7 strength-and-conditioning gym wants a fob for every member so the front door works unattended.
  1. In Access control, enable access cards as an identification method and set the check-in mode to Strict so only members with an active membership get in.
  2. For each new member, open their profile, click Issue card, and tap the fob on the reader.
  3. Hand over the fob. When a member cancels, use Remove from member so it stops working at the door immediately.

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QR check-in for a Pilates or yoga studio

A reformer Pilates studio runs class-based check-in and does not want to distribute hardware.
  1. Enable QR code as the identification method.
  2. There is nothing to issue: each member shows their QR member code from the member portal or app.
  3. At the desk or kiosk, scan the member’s QR at the start of class. In Strict mode the scan is accepted only if they have a spot in that class.

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PIN keypad for a climbing gym

A bouldering gym has a keypad at the entrance and wants no phones or cards involved.
  1. Enable PIN code as the identification method.
  2. New members get an automatic PIN when they gain access, or you issue a specific one with Issue card > PIN code.
  3. If a member forgets or shares their PIN, remove it and issue a new one.

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Loading pre-encoded stock

A padel gym buys a batch of pre-encoded cards.
  1. Click Issue card, scan each card, and leave Member empty. Each one is recorded as club stock and shows Unassigned in the grid.
  2. When a member signs up, open their profile, click Issue card, and scan a card from the box. It is issued to them in one step.

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Tips & best practices

  • Enable only the identification methods you actually use. The card types offered and the automatic PINs both follow the gym’s enabled methods.
  • Keep one main card per member, so it is clear which card a tap resolves to before a busy check-in period.
  • For lost cards, remove the old card from the member first, then issue the replacement, so there is never a live duplicate.
  • Use the number printed on the card as its code, so the Card number column is easy to match at the desk.

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Troubleshooting