This guide covers 3 scenarios:
Customer wants to check-in, but does not have a valid day pass or Subscription on their account.
Customer wants to check-in and has a pre-purchased Day Pass on their account
Customer wants to check-in and has multiple valid passes and subscription types on their account.
Customer wants to check-in, but does not have a valid day pass or Subscription on their account.
Navigation: CheckIns
This scenario will occur regularly when a customer first visits.
Process
Search for the customer in the check-in section.
Clava will verify if the customer has any active membership or existing Passes that will allow them to be checked into a location. (these can be viewed by selecting the drop down menu Passes & Subscriptions.)
In this example, none exists and a warning is displayed.
Select “Open POS”
Select the correct Day Pass.
The system will show a “Auto Check In” - this will auto check in the customer using the selected pass, and remove the pass from her account.
The customer will be checked in and the customers valid check in will be displayed in the right hand check in column.
Customer wants to check-in and has a pre-purchased Day Pass on their account
Navigation: CheckIns
This scenario can occur when a customer has purchased a pass ahead of time prior to attending the facility, or has purchased a pack of passes.
Process
Search for the customer in the check-in section.
Clava will verify if the customer has any active membership or existing Passes that will allow them to be checked into a location. (these can be viewed by selecting the drop down menu Passes & Subscriptions.)
If either exists, select Check in
The system will then display the valid Passes, Packs or Subscriptions that can be used for check in.
Select the Day Pass.
Click 'Check In'.
The customer will be checked in and the customers valid check in will be displayed in the right hand check in column.
Customer wants to check-in and has multiple valid passes and subscription types on their account.
Navigation: CheckIns
This scenario can occur when a customer has multiple different types of Passes, Packs and Subscriptions on their account.
Process
Search for the customer in the check-in section.
Clava will verify if the customer has any active membership or existing Passes that will allow them to be checked into a location. (these can be viewed by selecting the drop down menu Passes & Subscriptions.)
If either exists, select Check in
The system will then display the valid Passes, Packs or Subscriptions that can be used for check in.
Inform the customer that they have multiple options and select the Pass, Park or Subscription that they as to use.
Click 'Check In'.
The customer will be checked in and the customers valid check in will be displayed in the right hand check in column.
Classes - Buy and book at the Front Desk
Here's how it works when a staff member manually book a member onto a Session (class).
Navigation: Schedule > Select the Session to Book > Select “+ Manual booking”
Look up the Customer.
If there is no membership or existing class credit, select “Point of Sale”.
If the Customer has a subscription with Session Credits available, select the membership and book the Session.
In the event the customer has multiple options, as the customer which they would like to use.
Classes - Purchasing online via the Service store
Members and guests who purchase a new membership or class drop-in credit will be automatically booked onto the selected class.
Additional Considerations
Booking Availability: The automated booking system will only work if there are still available spots for the class or event.
Cancellation Policy: If a customer cancels the booking after it's been automatically completed, the usual cancellation policy will apply.
Multiple Bookings: If a customer has multiple drop-in credits, they can use them to book different classes or events.