Front Desk Operations

The front desk is the hub of daily gym operations. GymPoint equips your staff with the tools to check members in, register walk-ins, process payments, and track attendance, all from the admin dashboard.

Checking Members In Manually

While the self-service kiosk handles most check-ins, staff may need to check members in manually in certain situations.

To manually check in a member:

1. Navigate to Front Desk from the left sidebar (or use the quick search bar at the top of the dashboard).
2. Search for the member by name, email, phone number, or check-in code.
3. Click the member's name to open their quick-view panel.
4. Click Check In.
5. The check-in is recorded with the current date and time, attributed to the staff member who performed it.

Check-in alerts:

When checking in a member, GymPoint may display alerts if:

• The member's account is past due — staff can decide whether to allow entry or request payment.
• The member has an unsigned waiver — staff can direct them to sign before entering.
• The membership is frozen or canceled — the system blocks check-in and suggests next steps.

These alerts help your staff handle situations quickly without needing to look up the member's full billing history.

Walk-In Registration

When a new person arrives at your gym without a membership, you can register them on the spot.

To register a walk-in:

1. From the Front Desk screen, click New Member (or add the member from the Members page using Add Member).
2. Enter the person's basic information:
   • First name and last name
   • Email address
   • Phone number
3. Select a membership plan or a day pass.
4. If the person wants to purchase a membership, proceed to payment (see below).
5. If they want a trial visit, select your free trial option (if configured).
6. Click Complete Registration.

The new member is created in the system and can be checked in immediately. If waivers are required, the system prompts the walk-in to sign before completing registration.

Quick Payment Processing

Front desk staff can process payments directly from the dashboard for memberships, drop-in fees, retail items, or outstanding balances.

To process a payment:

1. Search for the member from the front desk screen.
2. Click Collect Payment on their quick-view panel.
3. Enter the payment details:
   • Amount — type the dollar amount naturally (e.g., "25.00")
   • Description — what the payment is for (e.g., "Drop-in fee," "Pro shop purchase")
   • Payment method — select from the member's saved cards, enter a new card, or choose cash
4. Click Process Payment.
5. A confirmation appears, and a receipt is generated.

If your gym has a Poynt terminal, you can also process card-present payments by selecting Terminal Payment. The charge is sent to the terminal, and the member taps, inserts, or swipes their card.

For outstanding balances:

1. Open the member's profile and go to the Billing tab.
2. The outstanding balance is displayed at the top.
3. Click Collect Balance to process a payment for the full amount due, or enter a partial payment amount.

Daily Attendance Log

The daily attendance log provides a real-time view of who has checked in today.

To view the attendance log:

1. From the Front Desk screen, open the attendance panel (or click the attendance counter on the front desk dashboard). The full attendance log is also available on the Attendance page.
2. The log displays all check-ins for today, sorted by time (most recent first).
3. Each entry shows:
   • Member name
   • Check-in time
   • Check-in method (kiosk, manual, check-in code)
   • Membership status

Using the attendance log:

• Monitor traffic throughout the day to understand peak hours.
• Verify check-ins if there's a question about whether a member visited.
• Export the log by clicking Export to download the day's attendance as a CSV file.
• Filter by date to review attendance for a previous day.

The attendance counter on the front desk dashboard shows the total number of check-ins for the current day, giving staff an instant sense of how busy the gym is.

Tips

• Keep the front desk screen open at all times on a dedicated monitor or tablet for quick access during peak hours.
• Use the search bar liberally. It's the fastest way to find a member — just start typing their name.
• Process payments promptly for past-due members when they check in. A friendly reminder at the front desk is often enough to recover a failed payment.
• Review the attendance log at closing to reconcile the day's activity and note any unusual patterns.
• Train all front desk staff on manual check-in, walk-in registration, and payment processing so they can handle any situation independently.