Access control

Access control settings cover two things: how members identify themselves at the door (QR code, access card, or PIN), and how strict your check-in flow is - whether staff can check in walk-ins or anonymous visitors, and whether payment is required. You configure them, the front desk checks people in within those rules, and members use the identification methods you allow.

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When to use it

Set these up to match how people actually arrive at your gym. A strict setup keeps entry tied to bookings and paying members. A flexible one lets the front desk handle walk-ins and guests without creating an account for everyone, while still collecting payment. Typical uses:

• A studio full of trial visitors - walk-ins and anonymous check-ins on, with payment enforced at check-in so drop-ins without an account still pay, and returning members scanning their own QR code.
• A booking-only class gym - walk-ins and anonymous check-ins off, check-in required, and payment taken at booking, so every visit starts from a booking.
• Different rules per location - a flagship gym with turnstiles on access cards and a booking-based policy, next to a community-run satellite that allows walk-ins and uses QR only.

See Worked examples for the exact settings behind each of these.

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How it works

The two halves live in different places. Identification methods and enrollment are set per gym under Settings > Access Control > Settings. The strictness of check-in is governed by your booking policy, not by a single toggle on that page. Physical door hardware (access grants and the door access integrations) is documented separately in Physical access control. If you’re choosing how members get into your club, start with Check-in models.

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Check-in modes (booking policy)

How strict your door is comes from your booking policy (Settings > Bookings > Booking and cancellation policies). The relevant toggles:

• Allow walk-ins - staff can check in an existing contact who has no booking. Off by default.
• Allow anonymous check-ins - staff can check in a visitor with no contact at all. Independent of walk-in check-ins. Off by default.
• Allow anonymous bookings - a booking can be created without selecting a contact. Off by default.
• Check-in required - a booking is marked no-show if the member isn’t checked in by end of day.
• Enforce payment - None, At booking, or At check-in. This decides whether payment is collected before a check-in is recorded.

A “strict” club leaves the anonymous and walk-in toggles off and requires bookings. A “flexible” club turns on walk-ins and, if it accepts true guests, anonymous check-ins.

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How anonymous check-ins interact with Enforce payment

Allow anonymous check-ins and Enforce payment work together:

• Anonymous off - staff must pick a contact (with or without a booking, depending on the walk-in setting).
• Anonymous on + Enforce payment: None - anyone can be checked in, including a visitor with no account. The check-in is recorded with no contact link.
• Anonymous on + Enforce payment: At check-in - anonymous check-ins are still allowed, but only when the front desk also collects payment via an entrance method (external program or direct payment). A “no contact and no payment” check-in is rejected.

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Anonymous check-ins in practice

When anonymous check-ins are allowed, the front desk can record a check-in without picking a contact:

1. From the check-in flow, choose to record an anonymous check-in (a club must be selected).
2. Optionally note what they’re entering for (class, area, instructor).
3. If your booking policy enforces payment at check-in, collect a direct payment or apply an external program now.
4. Save.

What gets recorded:

• A check-in row with no member/contact link.
• A reference to the class, area, or instructor (if selected).
• A charge and its payment (if you collected one).

What does not happen:

• No membership usage is decremented (there’s no member to attribute it to).
• The check-in won’t appear in any single member’s history.

Anonymous check-ins are best for guests, trial visitors, and one-off drop-ins. For repeat members, create a contact even if it’s lightweight, so you can track usage and follow up.

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Member identification methods (per club)

Open Settings > Access Control > Settings. Each club appears as its own block, and changes across clubs are saved together with the floating save alert at the bottom. Turn on Access Control for a club to enable credential enrollment - letting members register an access card, NFC device, or PIN themselves for physical entry, instead of staff registering one for them. When it’s on, choose the Enabled Identification Methods:

• QR Code - the QR code in the member’s app. Every member already has one, so there is nothing to issue.
• Access Card - members enroll a physical access card (NFC/RFID).
• PIN Code - members enroll a numeric PIN to type at the door.

Access control is off for every club by default, with no methods enabled, so no credentials are issued until you turn it on and pick the methods you accept. When a method is off, members can’t enroll it themselves, though staff can still register one manually. At the door, 1Club identifies the member in this order: PIN, then access card, then QR code. A PIN is matched on the full 6-digit code, and a kiosk can accept just the last 4 digits as a shortcut.

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Worked examples

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Kiosk-style walk-in studio

A small studio with lots of trial visitors that wants minimal friction at the door.

• Booking policy - Allow walk-ins on, Allow anonymous check-ins on, Enforce payment set to At check-in so the system still collects from anonymous visitors.
• Identification - Access Control on with QR Code enabled, so returning members self-serve.

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Strict members-only class gym

A class-based gym where every member has an account and bookings are mandatory.

• Booking policy - Allow walk-ins and Allow anonymous check-ins off, Check-in required on, Enforce payment set to At booking.
• Identification - Access Control on with all three methods enabled.

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Multi-club organization

A flagship club can run a strict booking-based policy while a community-run satellite allows walk-ins. Scope different booking policies per club (see Booking policies), and set identification methods independently for each club on the access control page.

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Tips & best practices

• Match your booking policy to your front-desk culture. If staff routinely handle walk-ins, turn on Allow walk-ins. If your model depends on bookings, leave it off to prevent accidental free entries.
• Only allow anonymous check-ins if you truly accept accountless visitors. They aren’t attributable to any member, so revenue and attendance reporting won’t tie back to a person.
• Collect payment on anonymous entries. Pair Allow anonymous check-ins with Enforce payment: At check-in so drop-ins still pay.
• Set identification methods per club. A flagship with turnstiles might use access cards, while a studio uses QR only.

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Troubleshooting

Issue: I turned on walk-ins but staff still can’t check someone in without payment. Cause / fix: The booking policy that applies at this club has Enforce payment set to At check-in, so an entrance method (external program or direct payment) is required. Collect payment, or set Enforce payment to None. Issue: Members’ app QR codes aren’t accepted for identification. Cause / fix: Confirm Access Control is on for that club and QR Code is in the enabled identification methods. There is nothing to enroll: the QR in the member’s app is their credential. Issue: A check-in shows up with no member attached. Cause / fix: That’s an anonymous check-in. They only appear when Allow anonymous check-ins is on for the applicable booking policy. Turn it off if you didn’t intend to accept them. Issue: I can’t find the old “Check-in mode” toggle. Cause / fix: It was removed. Use the booking-policy toggles Allow walk-ins and Allow anonymous check-ins instead.

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Related

• Check-in models - pick how members get into your club, and how entrance methods work.
• Booking policies - where check-in modes, walk-ins, anonymous check-ins, and payment enforcement are configured.
• External programs - partner offerings and corporate wellness benefits used as an entrance method.
• Physical access control - access grants and the door access integrations (Impro, WebLock, Salto KS).
• Attendance - review and manage check-in records.