How to Go Digital with Gym Check-Ins (Without Frustrating Members)

Switching to a digital check-in system might sound like a tech upgrade that benefits the front desk, but for your members, it’s a shift in routine. And if that shift feels clunky, confusing, or like more work for them, it can lead to frustration pretty quickly.

The good news? When done right, digital check-ins make things easier for everyone. No lines. No digging for key tags. Just a quick tap, scan, or swipe—and on to the workout.

Here’s how to make the move without making your members feel like they’re suddenly dealing with airport security.

Start with Clarity, Not Surprise

Before you introduce anything new, talk to your members. A quick email, a front-desk poster, or even a text campaign can go a long way. Let them know what’s changing, why you’re doing it, and most importantly, how it’s going to make their lives easier.

Focus on the benefit to them. “Faster check-ins,” “no lost cards,” and “no waiting in line” speak a lot louder than “improved operational efficiency.”

Make the First Experience Smooth

The rollout is everything. If your members’ first encounter with the new system is confusing or buggy, you’re setting yourself up for a lot of backpedaling.

Choose a check-in system that works with digital passes, mobile apps, or simple key fobs. The fewer hoops people have to jump through, the better. Put staff near the entrance for the first few days, just to walk people through it. A smile and a quick explanation beats a printed instruction sheet any day.

Offer Options for Different Comfort Levels

Not every member wants to use their phone. Some don’t like downloading apps. Some just want a card or code. But that’s fine!

A flexible system can handle all of that. Digital check-ins don’t have to mean “one way or the highway.” If someone’s more comfortable scanning a card than opening an app, let them. The goal is to streamline, not limit.

Keep It Consistent and Stress-Free

Once you go digital, stick with it. That doesn’t mean you can’t adjust and improve, but bouncing back and forth between old and new creates confusion. Keep your signage updated, your staff informed, and your system running smoothly.

If there’s ever a hiccup (and there will be at some point), handle it quickly and with zero blame on the member. “Let me get that sorted for you” is a good way to start, especially when someone’s just trying to get to their workout.

Watch the Feedback, Not Just the Numbers

It’s easy to measure how many people are checking in, how fast it’s going, and how long the lines are. That’s all useful. But keep your ears open for what members are saying.

If people are still going around the front desk to avoid the scanner, or they keep asking staff to check them in manually, something’s not working. Don’t just assume it’ll catch on—ask, adjust, and simplify where you can.

It’s About More than Check-Ins

A good digital check-in system is more than a modern way to walk through the door. It can link to class bookings, payment history, personal training sessions, and more.

If your system has these features, roll them out gradually. Don’t overload people with too much all at once. Start with check-ins, and once that’s second nature, you can build on it.

Ready to simplify your gym’s daily flow? Our team at Access Granted Systems makes check-ins easy, both for you and your members. Sign up for a quick demo today and see how our platform can help you save time and keep your gym running smoothly with no extra stress required!