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Overview
You can Check In your Members in three (3) ways:
- Member ID search
- Member Name search
- Scan or enter their Member Card number
If you use the ID or Name search options, only the first Fifty (50) members under that criteria will be returned in the list. The Member Card number is the number that was added in the Card tab on the Member Profile page.
Check-In options are based on the following:
- Does the Member have an active Access Item on their Account and for that Workstation? (NOTE: This may be through an Agreement or through POS)
- The Statuses on their Member Profile (Member, Agreement, Account).
- The Action you selected for each Status Definition in the Statuses configuration and their relationship to each of the three (3) Statuses on their Profile.
You will typically assign one (1) Workstation solely for Check-In at each access point to your facility e.g. if you can access your fitness area through two separate entrances, each entrance will have a Workstation configured with Check-In preferences. Another example is if you have access to the facility through a main desk and through a pool, tennis, or spa area. Each Workstation stores the Check-In data for that access point ONLY.
How to Check-In a Member
This is the procedure for a manual check-in. Click HERE for the procedures for Unattended Check-In.
To Check-In a Member (Manually):
- From the Launch Pad or anywhere in the application, click the Check-In icon in the left navigation panel. The initial Check-In User Interface displays.
- In the left panel, enter the Primary Member's Name or ID Number:
- A minimum of the first two (2) letters of their last name
- Last name then first name (space required)
- Last name and a minimum of the first letter of their first name e.g. Golfer E
- First name and a minimum of one (1) letter of their last name (space required) e.g. Eldrick G
- A minimum of the first two (2) digits of the ID number in the Scan text box
- A minimum of the first two (2) digits of the Member Card number in the Scan text box (this is an optional number that is added in the Cards tab on their Member Profile)
- Click the Go button. A list of members will display within the parameters you entered.
- Select the Member. The User Interface will flip to the Check-In Phase information.
- If a Check-In Message was added on their Member Profile page, that message will display over the standard User Interface. To exit, click the Close button.
- Review the displayed information in the right panel and click the button in the appropriate Check-In Action box to complete or cancel the Check-In.
Family Check-In
The only change to the standard user interface (UI) for a Family Agreement is the presence of the Family Members section that lists all of the Members under that Agreement, both the Primary and the Add-ons. How they are listed is dependent upon which Member you pulled up to main display from your original Search. Also, any family member with a Cancelled or Expired Agreement Status will not display in Family Check-In. Each Member that does display will have a different icon to the left of their name in the Family Members section:
- Black Check Mark - This Member can be selected for Check-In as part of the Family Check-In. This could be the Primary Member or one of the Add-ons (Family Member).
- Green Check Mark - If you click any or all of the black check marks (you can click anywhere on any of the Member information) they will turn Green and this Member can be Checked-In simultaneously with the Primary and/or any other Family Member who have been selected.
- Red X - They have an Agreement (non-cancelled or expired) but with an Alert of some sort that will prevent Check-In.
- Blue Arrow - If a Family Member with an Alert is searched for and pulled up as the main display, this gives you the ability to immediately select this Member to become the main view and complete the Check-In.
- Yellow link - This identifies the Primary Member on the Account if a Family Members was selected as the main view.
If you search and pull up the Primary Member, the Family Members will display with a "Black Check Mark" to the left of their name. The basic UI prior to any Check-In activity will look like this:
In the case below, all of the Family Members have been selected and all have a Status that will allow a Check-In, including the Primary Member. To complete the Check-In, click Save & Continue button and all four (4) Family Members will be checked-in simultaneously:
If you search for and select a Family Members as the main display and not the Primary Member, the Primary Member will be listed in the Family Members section and highlighted with a Yellow Link. The "Red X" signifies that this specific Family Member has a Alert on his particular Status that will deny Check-In (see next scenario).
If you search for and select a Family Member (Primary or Add-on) with an Alert that will deny Check-In (top section), the remaining Members will display with a "Blue Arrow" signifying that they are eligible to Check-In. If you click that arrow, or anywhere on their information, that Member will be rotated to the main display, the Black Check Mark will be restored to the Check-In eligible Members, and you can complete the Check-In.
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A COMPLETED Family Check-In with the above scenario:
Unattended Check-In
If you use a dedicated Workstation for Check-In and want to this screen to be permanently active and not time-out, ensure you have done the following when configuring the Workstation:
- Designate the Workstation for Check-In when you configure your Access Types.
- Selecte Yes in the Permanent Log-In field. (NOTE: If you are going back to the Workstations configuration page to make these edits, you must log-out and then log back in to activate these the Permanent Log-In feature.)
Unattended (Automatic) Check-In mode.
In Unattended (Automatic) Check-In mode, you can check in a Member or party by using their Member Card ONLY through the use of a scanner or related device. After the card is scanned, a Progress Timer displays (top right section) in the Check-In Action box. When that timer runs down, the check-in is completed.
- If the Member has no Alerts, the Check-In will be saved using the Recommended Action. (Remember...if the member does not have any active Check-In items or Activities, this action will be Denied and recorded accordingly.
- If the Member has Alerts, the Recommended Action is always to Deny Access and that Check-In will be saved UNLESS you manually Override the Recommended Action within the allotted TIME that you set. That time is the number of seconds you entered in Check-In Configuration.
- The Cancel Check-In and Don't Save box does NOT display in Unattended Check-In mode.
Some other features of Unattended Check-In mode include:
- You can check-in consecutively without delay i.e you do NOT have to wait for the current Member's Check-In to be completed and saved to Check-In another Member.
- The feature will pause if you go to another screen in the application.
Check-In User Interface
The Check-In User Interface is separated into three (3) sections, all of which change pending on the phase of the Check-In.
Initial Check-In Phase
- The left section is where you Search for a member and/or scan a member's card. If you are in Unattended Check-In mode (above screen shot), click the Cancel button to return to Manual Mode and execute your Search.
- The top right section gives you a view of the six (6) most recent check-ins (with standard screen resolution) including the result (Allowed, Denied, Alert), the member's picture, date and time, and the check-in method. This will be blank if there have been no check-ins at that point.
- If you click any of the Member Images in this section, you will be directed to that Member's Profile page, where you can immediately edit any of their information.
- This feature is active ONLY IF you selected the Allow Member Information Edit check box on the Check-In Configuration page.
- The bottom right section is a graphic chart of the Check-In activity for the last 24-hour period.
Check-In Message & Alerts
After you have scanned a Member's card, have done a search, or entered their ID, their information displays on the screen. If a Check-In Message was added on their Member Profile page, or they have other Check-In Alerts, these messages will display in a pop-up window in the middle of the screen.
If no messages or alerts display, the EXPEDITED CHECK-IN option is available where you can bypass the remaining steps and save the check-in.(see below for more information)
- To delete the message and remove it from the Member's Profile, click the Clear Note button.
- The Alerts are selected with specific time settings in the Check-In & Activity Configuration and can not be cleared.
Actual Check-In Phase
After you have cleared the Check-In Messages and Alerts, the actual Check-In phase begins.
- The left section displays the member's name, ID number, and image in top portion and their Last Visit Date, First Name, Gender, and Last Name in the bottom portion. These labels were set up in Check-In Configuration.
- The top right section displays a basic notice in the top bar e.g. "Access Allowed" or "Member is Active" and up to three (3) Check-In Action boxes (see below) and the Check-In Alert Bar. This bar lets you know which status that is causing the particular alert.
- The Alerts in the Check-In Alert Bar are grouped by color and also based on what you selected in the Statuses configuration.
- If the Status Alerts have been designated with same color in the Statuses configuration, they will be grouped and displayed in that color and in one (1) bar.
- If the Alerts are a different color in the Statuses configuration, they will display in multiple bars on the user interface.
- The bottom panel displays Activity and Service alerts e.g available PT, Towel Service, Tanning, etc. If you do not have any of these activity or service items, this panel will be blank.
NOTE: The Alerts in this section are determined when you set up your ITEMS. What you select in the Item Type drop-down list during Item Setup determines which options are available at Check-In. For a Service Item Type, if you select the Alert at Check-In check box or for an Access Item Type, you select the Auto Redeem at Check-In check box, those will activate the Alerts on the Check-In User Interface. A common example is Towel Service; if the Alert at Check-In check box is selected when that Service is configured, it will alert the Check-In Workstation that this particular member has that service.
Check-In Action Boxes
The three (3) Check-In Action boxes are the critical element in determining what actions you can take during the Check-In process. The actions are based on the Action you selected for each Status Definition in the Statuses configuration and their relationship to each of the three (3) Statuses on the Member Profile (Member, Agreement, Account):
- Continue with the Recommended Action? - The Recommended Actions include:
- Deny Access - If the Override the Recommended Action? box is also activated, this box ALWAYS default to Deny Access as the recommended action.
- Allow Access
- Override the Recommended Action?:
- This ONLY displays if any of the three (3) current Statuses is marked with an Alert.
- This box ALWAYS defaults to Allow Access as the override action.
- Cancel Check-In and Don't Save - This will always display, allowing you to cancel the Check-In without a record being created. This will typically be used as a quick "look up" for a member's information.
Expedited Check-In
This option speeds up check-in by eliminating one (1) click in the process when no alerts (or messages) are present. After you search for and select a Member, if no alerts are present the check-in is immediately saved, eliminating the need to select a Check-In Action (right section).
The Expedited Check-In drop-down list has been added to the Check-In & Activities section in the Workstations configuration (Default=No). You must select Yes to activate this feature.
(NOTE: As of the initial release of this feature in MosoMRM 2.1, it is not recommended that this feature be used with family check-in.
Requirements to Allow, Deny, or Override a Check-In
Check-In options and what is displayed on the User Interface are based on:
- Whether an Access Item has been purchased and available for redemption in the member's Activity Management and at this Workstation.
- The three (3) Statuses (Member, Agreement, Account), which are located in the header of the Member Profile page.
- The Check-In Action (None, Deny, Alert) that you selected for each Status Definition in the Action column during the Statuses configuration.
- None = There are no Alerts at Check-In and the Member has an active Access Item in one (1) of their Agreements.
- Deny = If this has been selected for ANY Status Definition, the Member will be denied access with NO option to override e.g. past due account, expired Agreement, etc. The Alert Bar will display in the color that was selected for that Status Definition in that particular Status Type and "Access Denied" or "NO Access Items for Check-In" will display in the header of the top right panel.
- Alert = There is an Alert at Check-In that any or all of the Statuses have a potential issue e.g. Account is Past Due, Agreement is on Hold or Expired, Member is Inactive, etc. The Alert Bar will display in the designated color and All three (3) Check-In Action boxes will display. There will always be an option and a reason available to Override the recommended.
NOTE: The Cancel Check-In and Don't Save box always displays.
REMEMBER...An Active Agreement status is NOT required for Check-In. If any Access Item is available, and purchased, at POS in lieu of through an Agreement, the member would have access to Check-In but their Agreement Status would not change.
Quick Actions
Quick Actions are a fast and easy way to access commonly used Member funtionality directly from the Check-In screen.
Quick Actions are configured at the Workstation only. To activate this feature, at least one (1) selection must be made in the configuration. If none are selected, the Quick Actions drop-down does not display at Check-In.
The drop-down list displays on the Check-In screen below the Member's Recent Check-In information (right section). If you select POS or Activity Management, the pages will display with the Member's information prepopulated.
Check-In Activity Graph
The Check-In Activity Graph can be activated by selecting Yes in the Show Check-In Graph drop-down list when configuring your check-in Workstation. To deactivate it, select No.
The graphic chart is segmented by the hour (horizontally on the bottom) and by number of Check-Ins (vertically on the left side). Each of the three (3) Check-In Results has a designated color:
- Total (Blue)
- Allowed (Green)
- Denied (Red) - This designates a Denied Check-In ONLY. If a member had an alert and was allowed access, that will get recorded as an Allowed Check-In.
A running total as well as an listing of each individual for each Check-In Result can be displayed. On the horizontal hours bar (red) at the bottom of the graph, the top of each hour is also highlighted. If you hover over the top of each hour, you can get a running total for the LAST Check-In Results to you most recently viewed.
To Display a Listing of Individuals who have Checked-In:
- Hover over any portion of the color code within the hour you wish to view and the total number of Check-Ins (or Denials) for that hour will display in a pop-up box.
Allowed Check-In Action. - The top corner of each color coded area has a designated "shape" and can be highlighted to display additional information. The shaped corner displays in line with every hour in which there was at least ONE (1) check-In within that category:
- "Circle" = Total
- "Diamond" = Allowed
- "Square" = Denied
- If you click the highlighted corner of each color coded area, the Check-In History List for that specific Action during that time period will display over the current interface e.g. in the screen shot below, this is a list of Total Check-Ins as it includes both Allowed and Denied Check-Ins.
Total Allowed Check-Ins for a given period.
- If you click any of the three (3) Check-In labels above the chart, that label will be deactivated (grayed out) and those Check-In totals will not display on the chart e.g. if you want to view the Allowed Check-Ins only, click the Total and Denied labels and those totals will be removed. To restore those totals, click each Check-In label that was deactivated.
The Denied Check-Ins have been deactivated.
Sample Chart
In the screen shot below:
- Between the hours of 9 am - 12 pm there were fourteen (14) Allowed Check-Ins ONLY.
- You can see that there were approximately eight (8) check-ins in the 10 o'clock hour and six (6) during the 11 o'clock hour based on the left, vertical column or you can get an accurate count by hovering over the
- The highlight (diamond) is only above the 10 and 11 o'clock hours across all of the check-ins occurred within that time period. Since there is not a highlight above 9 o'clock, there were no check-ins during that hour.
- The entire area is green, which indicates that only one Check-In Activity occurred (Allowed) during that entire time period.
- How many TOTAL check-ins were there between the hours of 12 - 4 pm??? (See #4 below for the answer)...
- Since there were Denied check-ins in the 1 o'clock and 3 o'clock hours (red), the TOTAL number of check-ins is activated (blue).
- "Allowed" + "Denied" = TOTAL Check-Ins.
- If you hover over the blue colored area, a total number of check-ins displays (Allowed and Denied) during that time period. That is also the case with the Denied and Allowed areas. If you hover in a colored area and then click the highlight above an hour, you can view the specific individuals who have checked-in and/or were denied.
- Answer...Sixteen (16) total Check-Ins.
- Allowed: 14 (4+7+3).
- Denied: 2 (one each in the 1 and 3 o'clock hours)
- Were there any Check-Ins in the Noon or 4 pm hours?...No
Total Allowed Check-Ins for a given period.
