Check-in settings allows you to set permissions relating to both operator and customer self-checkins.
Clava Self Check-in Permissions Guide
This guide explains how to configure Clava's self check-in permissions for customers. Clava provides two options for managing customer self check-ins:
Global Self Check-in Ability: When enabled, any member with an active membership can self check-in to classes or locations.
Self Check-in Competency: This allows you to manage self check-in permissions on an individual member basis.
Configuring Self Check-in Settings
Navigate to Settings > Checkins.
Refer to the Self Check-in Permissions section
Global self check-in ability
When enabled any customer / member can self check-in to a class or location with an active membership.
Self Check-in Competency
When enabled will allow check-in only when customer / member override is enabled.
(see below for details on assigning self check-in permissions to a customer).
Assigning Self Check-in Permissions to a customer
Visit the desired customer profile.
Select 'Competencies' from the customers menu.
Enable the 'Allow self check-in' toggle as required.
The customer now has permission to self check-in.
Important Note: Allowing Self-checkin is independent of enabling additional competency options.
The Self Check-in Kiosk
What is it?
The Self Check-in Kiosk is a user-friendly web page that allows your members to quickly and easily check themselves in for classes or general entry. It's typically displayed on a tablet or laptop in your reception area with either a barcode scanner or USB camera connected to the device, or, using the devices in-built camera - to scan customer barcodes.
Self Check-in Kiosk Settings
Manual Check-in
Enable manual check-in to provide a backup option for members who are unable to scan their barcode.
This will add the following button on your self check-in kiosk page:
When clicked by a customer, this will reveal an input field where they can lookup by name, email address or phone number
For GDPR and Privacy purposes we only show first name, last name initial and masked email address, the customer chooses their account and can then proceed with self check-in.
Audible Alerts
When enabled will allow you to pick from a bank of presets sounds that will play on your check-in kiosk tablet or computer, used to provide an audible feedback for both success and failed alerts. Failed alerts is popular as this often is also heard by front desk staff , helping to highlight if there is an issue for a customer.
Checkin Notifications
When enabled this adds an additional on-screen toast notification, aside from the check-in lane, alerting staff to successful and failed self check-ins.
Access Your Kiosk:
Find Your Unique URL: Each location has its own unique URL for the Self Check-in Kiosk. You'll find this under Settings > Locations.
Open the Kiosk: Click the link icon to open the URL in a web browser, or scan the unique QR code.
Successful Check-in: For general entry or single booked classes, the kiosk will display a success screen.
Unsuccessful Check-in: If the check-in fails (e.g., no active membership or insufficient credit), the kiosk will display an error message and guide the member on next steps.
Multiple Options/Family Check-in:
If a member has multiple bookings or arrives with family, the kiosk will present a screen allowing them to select the specific bookings or individuals they are checking in for.
Benefits of Using the Self Check-in Kiosk
Increased Efficiency: Streamlines the check-in process, reducing wait times for both staff and members.
Improved Member Experience: Empowers members with self-service options, providing a more convenient and independent experience.
Reduced Staff Burden: Frees up staff to focus on other tasks, such as assisting members with inquiries or providing personalised service.
Note: To ensure smooth operation, ensure the device hosting the kiosk has a reliable internet connection and that the barcode scanner (if applicable) is properly connected and configured.
Point of sale
Location auto Check-in
Once enabled, this feature automatically checks in customers who purchase a pass, pack, or subscription product via a Point of Sale (POS) transaction. This speeds up the process from purchase to check-in.
Important Note: Ensure staff are aware this is active so they can confirm the check-in status before completing a sale.
Admin Check-in Permissions
As an extra layer of security, you can determine whether a customer can be stopped from being checked-in by staff or through self check-in if there are any waiver based issues, for the following:
Incomplete waivers check-in
Once enabled will block any customer check-in with incomplete waivers.
Flagged waivers check-in
Once enabled will block any customer check-in if there are any non-bypassed waiver flags on their accounts.