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Check-In & Drop-Ins

Knowing who is physically in your space right now is its own kind of front-desk work. Check-in records that a client has arrived for a booked appointment, and QR check-in (sometimes called open gym) lets members walk in without an appointment at all, scan a code at the door, and be counted as present. Both feed the same place: the In Session panel on your dashboard, so anyone on your team can see who's in the building without asking.

This matters most for practices with open training floors, recovery suites, or class-style access, where a member's visit is real but doesn't correspond to a booking on the calendar.

Check in a client who has an appointment​

When a client arrives for a booked visit, open the appointment from the calendar and mark it confirmed. The appointment moves to In Session on the dashboard, and the visit is recorded against their record for reporting and any membership allowance it consumes.

Clients can also confirm their own arrival from the app when you allow it — see Rescheduling, Cancellations & Waitlist for the self-service controls.

Set up QR check-in for drop-ins​

QR check-in lets a member scan a code posted at a location and be checked in with no appointment. Setting it up takes two decisions.

  1. Go to Settings → Locations, open the location, and choose the drop-in service that walk-in visits should be recorded as. This is the service the visit is logged under — commonly something like "Open Gym" or "Recovery Suite" — so your reporting shows what the visit actually was.
  2. Open that service in Services & Memberships and turn on drop-in check-in. Decide at the same time whether a drop-in uses one of the member's session credits. Turning this on means a walk-in visit draws down a package the same way a booked session would; leaving it off makes drop-ins unlimited for anyone whose membership grants access.
  3. Post the location's QR code where members enter. Scanning it opens the app's check-in flow, and one tap records the visit.

When someone without an account scans the code — a first-time visitor, say — they are added as a lead, and any waiver your organization requires of guests is emailed to them. Their profile shows a banner saying they checked in at the front desk without creating an account, so walk-ins are never counted as online bookings. In Growth → Leads, their source is Walk-in.

note

Scanning twice does nothing harmful — a repeat scan in the same visit is recognized and won't create a second visit or take a second credit.

tip

If drop-in visits should be free for members but paid for everyone else, keep credit deduction off and control access through the membership that grants the location — non-members simply won't have a valid check-in.

warning

Choose the drop-in service deliberately before you publish the QR code. Every walk-in visit is recorded as that service, and changing it later doesn't relabel visits already recorded.

See who's in your space​

The In Session panel on your dashboard shows everyone currently checked in, whether they arrived for a booked appointment or scanned in as a drop-in. It's the fastest way for a provider to see that their next client has arrived, and for an owner to see how busy the floor actually is at a given hour.

Ask Atlas

Ask Atlas "who's in the clinic right now?" or "how many drop-ins did we have last week?" and it answers from these same check-in records.

Next steps​