Gym attendance tracking software with a check-in kiosk
GymFlow tracks gym attendance with a front-desk check-in kiosk. Open the attendance page on a tablet or phone at your desk, members type their member ID, and GymFlow records the visit, the session and how long they stayed. GymFlow also works with fingerprint and face attendance devices, which record the same visits automatically.
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How check-in works
- Open Attendance on any phone, tablet or computer at the desk. The box for the member ID is ready to type in.
- Check the session at the top right: Morning or Evening. It picks one from the time of day on your device, and you can switch it with one tap.
- The member types the digits of their member ID and taps Confirm.
- A full-screen result shows the member's name, member ID and plan expiry date, then clears itself after a few seconds so the next person can go.
- When the member leaves, they enter the ID again in the same session. GymFlow records the check-out time and shows how long they trained.
If someone types the wrong number, the result screen has an Entered wrong number? Re-enter ID button. It reverses exactly that entry, removing the wrong check-in or clearing the wrong check-out, so the wrong person is not marked present. The page also shows the total checked in today.
No hardware to buy
The kiosk is a web page. There is no turnstile or scanner to install, and nothing to set up beyond logging in. If you want a fingerprint or face device at the door as well, you can connect one: see biometric attendance setup. GymFlow records visits; it does not lock or unlock your door.
Fingerprint and face devices
GymFlow works with fingerprint and face attendance devices that have an ADMS or Cloud Server (push) setting. When a member punches on the device, GymFlow records the check-in or check-out automatically, with no one typing at the desk, and the visit appears in the same attendance log as kiosk check-ins.
- Fingerprints and face data stay on the device. GymFlow receives only the device ID, the punch time and a short punch code.
- The device connects out to GymFlow over the internet, so you do not need router port forwarding.
- Setup takes about 15 minutes. Not every model has the ADMS setting, so check with your dealer before you buy. See biometric attendance setup for supported devices and the steps.
Where your attendance records show up
- Dashboard: today's attendance count, one tap from the attendance page.
- Attendance log: every check-in with date, member, session, check-in and check-out time and duration. Search it, filter by today, last 7 days, last 30 days, all time or custom dates, and export it to Excel.
- Member profile: each member's recent attendance sits next to their payments.
- Reports: the attendance report lists members with a current plan who have not checked in for 7 days or more, and shows your busiest days of the week over the last 90 days. See reports and analytics.
- Member app: members see their own attendance calendar and progress, and attended days build their streak. See the member app.
Morning and evening sessions
Many gyms run separate morning and evening batches, so GymFlow records the session with every visit. A member can check in once per session each day. If a member comes to both, the visits are kept separately in the log, while streaks in the member app count that as one attended day.
Common questions
Do members need a smartphone to check in?
No. The kiosk is a page on your own phone, tablet or computer at the desk, and the member types their member ID digits there. Members do not need the member app to be counted. The kiosk works only while you are signed in on that device.
Does the kiosk use QR codes, fingerprints or door access?
No. The kiosk takes a typed member ID, not a QR code or a fingerprint. The QR code on a member's digital card is for showing at the entrance, and the kiosk does not scan it. A fingerprint or face device can be connected separately: see biometric attendance setup. GymFlow does not open or lock your door.
Can I use a fingerprint or face device?
Yes. GymFlow works with fingerprint and face attendance devices that have an ADMS or Cloud Server (push) setting. Punches are recorded as check-ins and check-outs automatically. See biometric attendance setup for supported devices and the setup steps.
What happens when a member with an expired plan checks in?
GymFlow still records the visit and shows the plan expiry date on the result screen, or "No active plan" if there is none. It does not block the entry, so your front-desk staff can see the date and decide what to do.
How do I find members who have stopped coming?
Open the attendance report under Reports. It lists members with a current plan who have not checked in for 7 days or more, so you can message them before the plan lapses. Members who joined this week are left out of that list.
Good to know
- The kiosk saves every check-in to your account as it happens, so it needs an internet connection.
- Days follow India time, so a late-evening visit counts for that day and not the next.
- Check-out works by entering the same ID again in the same session. A member who forgets to check out still has a check-in on record.
- Undo is for fixing a typing mistake right after it happens. It reverses only a recent action in your own gym.
Who it is for
Gyms that want to know who actually turns up, to spot members who have stopped coming before they quietly lapse, and to give busy front-desk staff a one-field screen instead of a register. Pair it with member management so every ID maps to a plan and expiry date.
Related features
- Member app and workouts: A member app with a digital card, workout programs, streaks, leaderboards and rewards.
- Reports and analytics: Five plain-English reports on members, money, dues, expiries and attendance, plus PDF.
- Member management: Member records, plans, expiry dates, search and filters, renewals and one-tap WhatsApp.
- How to track gym attendance: Register, Excel or kiosk: what to record and how to spot members who have stopped coming.
See all GymFlow features or go back to the home page.