General settings for check-in
Explore the key settings that relate to managing client check-ins at your business. From managing unpaid check-ins, to setting default statuses, and customizing the client experience through the Achieve App and Client Portal. These settings help you streamline your check-in process.
Settings when using a barcode scanner
Barcode scanners allow for quick client check-ins. Review the following settings to ensure that your barcode scanner is set up to be the most efficient for your business.
Automatically generate client IDs for new clients
A client ID is a unique number assigned to each client. The system can automatically generate it when a client registers, or you can create a custom ID (e.g. matching a barcode on a key tag).
If you're using a barcode scanner, every client needs a client ID. With this setting enabled, a unique barcode is generated for each client in the Achieve app. Clients can scan their barcode in the app to check in if you have a barcode scanner at your business.
App Drawer 
> Setup > Business Policies > Client Settings > Client ID > Automatically generate client IDs for new clients
Toggle ON: Turn this setting ON to ensure new clients automatically receive a barcode in the Achieve app upon registering with your business. This makes it simple for a new client to learn your check-in process and scan their barcode each time they visit.
Toggle OFF: Disable this setting if you prefer to manually assign client IDs, such as for tracking members in the order they joined or matching pre-printed key tags. Clients can still use the Achieve app's barcode with a manually assigned client ID.
QUICK Auto Check-In
QUICK Auto Check-In transforms the top bar search field on any WellnessLiving page into a check-in tool. For automatic check-in to services or gym visits, staff can type in the client’s information, or clients can scan their barcode. You can toggle QUICK Auto Check-In ON or OFF throughout the day to suit your service schedule and workflow.
Search bar > 
> QUICK Auto Check-In
Toggle ON: When QUICK Auto Check-In is turned ON, it locks the search bar so client data automatically fills the search field when clients check in by scanning their barcode. You can also check clients in manually by typing in their client info (e.g., name, phone number, or client ID) into the search field.
Toggle OFF: When QUICK Auto Check-In is OFF, entering a client’s info in the search bar won’t automatically check them in. Instead, it takes you to the client’s profile, where you can check them in with one extra click. This is helpful when you’re performing other tasks in the system, or if you need to verify client details before completing check-ins.
Allow clients to scan in back to back when Using Quick Auto Check-In
With Client Search Field Auto-Focus enabled, clients can scan in back-to-back efficiently. After a period of inactivity, the system automatically moves the cursor in the search field, making it easy for rapid check-ins using a barcode scanner.
App Drawer > Setup > Look & Feel > Staff Back Office > Client Search Field Auto-Focus
Scenario #1: When your staff back office is connected to a barcode scanner, setting the cursor to automatically move to the search field after 1 second ensures smooth, lag-free check-ins between client barcode scans.
Scenario #2: If front desk staff manually check in clients while also handling other tasks, auto-focusing the cursor on the search field could interrupt workflow. In this case, you can extend the time window, such as setting it to 90 minutes, to prevent disruptions.
Activate open Gym Visits
For a service to show up on the self check-in screen, it must be activated in your business settings. If you offer open gym hours, be sure to enable Gym Visits as well.
App Drawer > Setup> Business > Available Services > Gym Visits > ON
Specify business hours to make Gym Visits available
The availability of Gym Visits is based on your set business hours. Ensure these hours are set correctly to match when gym visits are allowed.
App Drawer > Setup> Locations > Click on Location > Business Hours
Self Check-In Kiosk Settings
All changes to Self Check-In Kiosk Settings will govern both the Self Check-In App and the Web-based Self Check-In Kiosk. If using the app, be sure to log out and log back in after making changes to settings.
Check-in policies
Allow late check-ins
Allow late check-ins and designate how many minutes after a session starts that clients are allowed to check in using the kiosk.
App Drawer > Setup > Web Applications > Self Check-In Kiosk > Check-In Policies > Client Attendance App & Client Self Check-in Policy
Toggle ON: Turn this setting ON if you allow late entry to sessions and/or if you allow clients to check themselves in after the service has ended.
Toggle OFF: Turn this setting OFF if you have a strict policy requiring clients to arrive to sessions on time (e.g. when allowing clients to enter a session after it has started would negatively impact the experience of other clients).
Allow clients to check in unpaid
Establish whether clients can attend your services before paying for them.
App Drawer > Setup > Web Applications > Self Check-In Kiosk > Check-In Policies > Allow check-in unpaid
Toggle ON: Turn this setting ON when you’re confident that payments will be collected after the service, either through front desk staff or an enabled automated collection process (see next setting).
Toggle OFF: Turn this setting OFF to prevent a backlog of unpaid sessions, or if tracking and following up on payments would be too resource-intensive for your business.
Reconcile unpaid visits automatically after check-in
Enable this setting to automatically reconcile unpaid bookings at check-in using the client’s active associated purchase option. If the client does not have an associated purchase option, they will not be charged, and will still be able to check-in unpaid.
App Drawer > Setup > Web Applications > Self Check-In Kiosk > Check-In Policies > Automatically reconcile unpaid visits upon check in.
Toggle ON: Turn this setting ON if you prefer not to deduct sessions from passes at the time of booking, and instead want them to be automatically deducted during check-in. The system will use the highest-priority purchase option associated with the service.
Toggle OFF: Turn this setting OFF for manual oversight by front desk staff to ensuring the desired pass is used, or to remind clients when a pass is running low.
Allow clients to check in to a session they haven’t booked
Use this setting to allow clients to check in to a session they haven’t booked, while ensuring that any service-specific booking policies still apply.
App Drawer > Setup > Web Applications > Self Check-In Kiosk > Check-In Policies > Allow clients to check in to a session they haven’t booked
Toggle ON: Turn this setting ON to allow clients to join a session they have not pre-booked from the self check-in screen.
Toggle OFF: Turn this setting OFF if your staff require advance notice of session attendees, or if you want to avoid administrative challenges caused by last-minute walk-ins.
Specify when the Self Check-In period ends before each session
This setting allows you to specify a time window for when the self check-in period ends before a session, preventing clients from checking themselves in after that point.
App Drawer > Setup > Web Applications > Self Check-In Kiosk > Check-In Policies > Allow automatic client self check-in to occur up to ___ before a session begins
Toggle ON: Turn this setting ON to set a self check-in cut off time before the session starts. For example, if a special event requires attendees to arrive at least 15 minutes early, latecomers would need to speak with an event administrator to be checked in.
Toggle OFF: Turn this setting OFF if you only want to allow self check-in after a service has started. For example, if an instructor checks in clients manually before class, latecomers can still check themselves in without disrupting the session.
Check-in Methods
The Check-In Methods settings allow you to choose which identification methods clients can use to check in at your business. If you use a barcode scanner, these methods can serve as backup options for manual check-in. You can enable one, two, or all three methods to give clients flexibility.
App Drawer > Setup > Web Applications > Self Check-In Kiosk > Check-In Methods
Allow Clients to Check In with Client ID
Client IDs can either be manually or automatically assigned in WellnessLiving. Some businesses manually create easy-to-remember Client IDs, especially if clients need to know them. Others rely on automated IDs, often linked to barcode scanners, so clients don't need to remember them.
Allow Clients to Check In with Email
Email address check-ins are a convenient option for almost all clients, as they don't require a membership card or client ID to check in.
Allow Clients to Check In with Phone Number
Phone number check-ins are a convenient and quick option, as clients are more likely to remember their phone numbers, and they may be more universally used than email.
Timer settings
Display a check-in confirmation screen
This setting shows a confirmation screen after a client checks in, allowing them to view their check-in details.
App Drawer > Setup > Web Applications > Self Check-In Kiosk > Check-In Methods > Display confirmation screen for __ seconds
Toggle ON: Turn this setting ON and select the number of seconds to display a confirmation screen after clients check themselves in.
Toggle OFF: Turn this setting OFF if you prefer not to show clients a confirmation screen.
Set allotted time to select a service for check-in
This setting determines how many seconds a client has to choose which service they want to check into from the schedule page during the self-check-in process. For example, a client may have 5 seconds to select between open gym or a specific class before being returned to the home page.
App Drawer > Setup > Web Applications > Self Check-In Kiosk > Check-In Methods > Display schedule page for __ seconds before returning to the sign-in page
Input the number of seconds allotted for clients to choose a service from the schedule page before returning to the sign-in page.
Sound settings
Choose the tone that plays after failed and successful check-ins
This setting allows you to select different tones that will play when a check-in is either successful or fails. It helps both staff and clients quickly identify the check-in status, ensuring any issues can be addressed immediately, while successful check-ins proceed smoothly. Click the Play button to sample each sound.
App Drawer > Setup > Web Applications > Self Check-In Kiosk > Check-In Methods > Sound Settings
Failed: Choose the sound that will play when a client’s self check-in is unsuccessful, alerting your staff to the need to intervene.
Successful: Choose a the sound that will play when a client’s self check-in is successful.
Attendance Kiosk Settings
These settings are specific to the web-based Attendance Kiosk used for event and class check-ins.
App Drawer > Setup > Web Applications > Attendance Kiosk
Display a check-in confirmation screen
Determines whether a confirmation screen is displayed when clients check themselves in using the Attendance Kiosk, along with the amount of time the screen is displayed.
App Drawer > Setup > Web Applications > Attendance Kiosk > Display Confirmation Screen for __ Seconds
Toggle ON: Turn this setting ON to show clients a confirmation message after checking in to reassure clients that their check-in was successful.
Toggle OFF: Turn this setting OFF if you prefer to streamline the check-in process as much as possible (e.g. if you are a high-traffic gym and need clients to check in quickly).
Allow late check-ins
The Allow Late Check Ins setting determines whether clients can check in after a session has started, and how long after a session has started they can check in.
App Drawer > Setup > Web Applications > Attendance Kiosk > Allow Clients to Check In Up to __ Minutes After the Session Has Started
Toggle ON: Turn this ON to allow latecomers to use self check-in, maximizing attendance and client satisfaction.
Toggle OFF: Turn this OFF to prevent interruptions during sessions, ideal for businesses like meditation centers.
Allow clients to check in unpaid
This setting enables clients to check in for services without upfront payment. Payment is often collected by staff before the client leaves or by an enabled automatic form of payment.
App Drawer > Setup > Web Applications > Attendance Kiosk > Allow Clients to Check In Unpaid
Toggle ON: Turn this setting ON when you’re confident that payments will be collected after the service, either through front desk staff or an enabled automated collection process (see next setting).
Toggle OFF: Turn this setting OFF to prevent a backlog of unpaid sessions, or if tracking and following up on payments would be too resource-intensive for your business.
Allow clients to check in to a session they haven’t booked
Use this setting to allow clients to check in to a session they haven’t booked, while ensuring that any service-specific booking policies still apply.
App Drawer > Setup > Web Applications > Attendance Kiosk > Allow Clients to Check In Without Booking Prior
Toggle ON: Turn this setting ON to allow clients to join a session they have not pre-booked from the self check-in screen.
Toggle OFF: Turn this setting OFF if your staff require advance notice of session attendees, or if you want to avoid administrative challenges caused by last-minute walk-ins.
Specify when the self check-in period ends before each session
This setting allows you to specify a time window for when the self check-in period ends before a session, preventing clients from checking themselves in after that point.
App Drawer > Setup > Web Applications > Attendance Kiosk > Allow clients to check in to sessions up to ___ before a session begins
Toggle ON: Turn this setting ON to set a self check-in cut off time before the session starts. For example, if a special event requires attendees to arrive at least 15 minutes early, latecomers would need to speak with an event administrator to be checked in.
Toggle OFF: Turn this setting OFF if you only want to allow self check-in after a service has started. For example, if an instructor checks in clients manually before class, latecomers can still check themselves in without disrupting the session.
Choose which classes are displayed
This setting controls what clients see after signing in to the app, allowing you to show either their most recently viewed class or their upcoming classes.
App Drawer > Setup > Web Applications > Attendance Kiosk > Automatically Display
Upcoming Classes: Select this option to display all upcoming classes in chronological order, allowing clients to choose the appropriate service from the list.
Most Recently Viewed Class: Select this option when groups of students attend the same service simultaneously, allowing the next client check into the active service without searching for it.
Global Business Policy Setting
Most check-in policies are not global but are set within the kiosk/app or tied to specific services, with service-specific policies overriding app settings. The one global business policy relevant to check-in is the default status assigned to a client after the service ends.
App Drawer > Setup > Business > Business Policies > Attendance Tracking > In-Person Services > After an in-person service ends, mark client as
Checked-in: Set Checked-In as the default status when no one is available for manual check-ins, or if accurate attendance is less crucial (e.g., when customers pre-register and pre-pay for services).
No-Show: A default No-Show setting may be useful when self-check-in by the client is a mandatory policy, so if a client hasn’t checked in, it indicates they didn’t attend the session.
Pending: The Pending default status is helpful for catching missed check-ins, especially when a staff member is responsible for verifying attendance at the end of a session.
Service-Specific Business Policy Settings
Set the default check-in status for in-person and virtual services.
App Drawer > Services > Appointments or Classes > Custom Business Policies > Use Class-Specific Business Policies > Attendance Tracking
Automatically mark client’s status for in-person services
This setting allows you to configure the default client status (Checked-in, No-Show, or Pending) after an in-person service ends. It can be set as a business-wide policy, but service-specific settings will override the general policy for that service.
App Drawer > Services > Appointments or Classes > Custom Business Policies > Use Class-Specific Business Policies > Attendance Tracking > In-Person Services > After an in-person service ends, mark client as
Setting a different default check-in status for individual services is helpful when your check-in practices vary based on different variables, such as when staff availability or class size changes.
Refer to the Global Business Policy Setting section in this document for more details on how to use this feature effectively.
Automatically mark client’s status for virtual services
When configuring a virtual session, you can choose to automatically mark clients as checked-in once they join the session via the provided link.
App Drawer > Services > Appointments or Classes > Custom Business Policies > Use Class-Specific Business Policies > Attendance Tracking > Virtual Services
Toggle ON: Turn this setting ON to save staff the extra step of checking clients in during or after the session.
Toggle OFF: Turn this setting OFF if you prefer that staff manually check clients in during or after the session for more control over attendance tracking.
Client attendance app & client self check-in policy
You can control check-in policies globally from the Self Check-In Kiosk/App and Attendance Kiosk settings, or define service-specific policies. Service-specific policies override general settings, offering flexibility to meet the unique check-in needs of each service.
Allow Late Check-Ins
The Allow Late Check-Ins setting determines whether clients can check in after a session has started, and how long after a session has started they can check in.
App Drawer > Services > Appointments or Classes > Custom Business Policies > Use Class-Specific Business Policies > Attendance Tracking > Client Attendance App & Client Self Check-in Policy > Allow Clients to Check In Up to __ Minutes After the Session Has Started
Toggle ON: Turn this ON to allow latecomers to use self check-in, maximizing attendance and client satisfaction.
Toggle OFF: Turn this OFF to prevent interruptions during sessions, ideal for businesses like meditation centers.
Look Ahead Window for self check-ins
The Look Ahead Window refers to the window of time that Client Self Check-in screens will look ahead to detect which sessions a client is eligible to check in for. The larger the window, the more potential service options a client will be shown. This window can look ahead to the end of each day.
Pro Tip: Several factors influence the services a client sees in Automatic Check-In. To limit options, use a smaller lookahead window and review your policies on pre-booking, prepayment, gym visits, and service-specific check-in settings.
Here are all the settings that affect which services clients see:
Lookahead window: A smaller check-in window will display fewer choices.
Pre-booking policy: If your settings allow for check-in without prior booking, this will increase the available services in the lookahead window.
Unpaid booking policy: When clients are allowed to book services unpaid, the system will display unpaid services as check-in options.
Gym visits: If Gym Visits are enabled under Available Services, this open gym option will be presented as a check-in option.
Remember that service-specific self check-in settings always override general self check-in settings.
Here’s the client view of the Self Check-In app when two services are available for check-in.
Define Look Ahead Window for the Attendance Kiosk
This setting determines how far in advance the Attendance Kiosk will display upcoming sessions for clients to check into. The larger the window, the more sessions will be visible for check-in, allowing clients to view and select services scheduled later in the day.
App Drawer > Services > Appointments or Classes > Custom Business Policies > Use Class-Specific Business Policies > Attendance Tracking > Client Attendance App & Client Self Check-in Policy > Look Ahead Window for Attendance App ( __ Minutes)
Scenario #1: Set a larger Look Ahead Window to display all available services for the day. This works well if you offer a small number of services or want clients to check in long before the session starts.
Scenario #2: Set a smaller window to show only upcoming services within a specific time frame. For example, a 2-3 hour window works if your services are clustered at different times (e.g., morning, midday, evening), helping clients see only relevant sessions without being overwhelmed by the full day's schedule.
Define Look Ahead Window for the Self Check-In App/Kiosk
This setting controls how far in advance the Self Check-In App or Kiosk displays upcoming services for clients to check into. The larger the window, the more services are shown, allowing clients to view and select sessions scheduled later in the day.
App Drawer > Services > Appointments or Classes > Custom Business Policies > Use Class-Specific Business Policies > Attendance Tracking > Client Attendance App & Client Self Check-in Policy > Look Ahead Window for Client Self Check-In ( __ Minutes)
Scenario #1: Set the Look Ahead Window to zero to show only the next eligible service based on the check-in criteria for that service. This is ideal when using a barcode scanner with auto check-in enabled, as it prevents multiple service options from appearing. If a client qualifies for more than one service, they would need to select manually, which could cause delays in the check-in process.
Scenario #2: Set a larger window to show all services within a specific time frame. This works well for businesses with clustered service times (e.g., morning, midday, evening), allowing clients to check in early and use amenities before their session. Make sure clients have clear instructions to select the correct services, and implement checks like front desk oversight or reviewing check-in reports, to ensure everyone checks in successfully.
Allow client self check-in
This setting, under service-specific business policy settings, allows you to specify which services clients can us self check-in for with the Client Portal, Achieve app, Attendance Kiosk and Self Check-in Kiosk/App.
App Drawer > Services > Appointments or Classes > Custom Business Policies > Use Class-Specific Business Policies > Attendance Tracking > Client Attendance App & Client Self Check-in Policy > Allow Client Self Check-In
Toggle ON: Turn this setting ON if you want the service to appear as an option for self check-in.
Toggle OFF: Turn this setting OFF if you don’t want this service to appear as an option for self check-in.
Allow clients to check in unpaid
App Drawer > Services > Appointments or Classes > Custom Business Policies > Use Class-Specific Business Policies > Attendance Tracking > Client Attendance App & Client Self Check-in Policy > Allow Check-In Unpaid
Toggle ON: Toggle this setting ON, when you are confident in your ability to collect payment from clients after they have attended a service (e.g. your front desk staff ensures they pay before leaving) or you have an automated collection process (see the next setting).
Toggle OFF: Disable this setting when you are concerned that allowing unpaid check-ins could lead to a backlog of unpaid sessions, and/or tracking following up on payments would require more resources than your business model allows for.
Reconcile unpaid visits automatically after check-In
Enable this setting to automatically reconcile unpaid bookings at check-in using the client’s active associated purchase option. If the client does not have an associated purchase option, they will not be charged, and will still be able to check-in unpaid.
App Drawer > Services > Appointments or Classes > Custom Business Policies > Use Class-Specific Business Policies > Attendance Tracking > Client Attendance App & Client Self Check-in Policy > Automatically Reconcile Unpaid Visits Upon Check-In
Toggle ON: Turn this setting ON if you prefer not to deduct sessions from passes at the time of booking, and instead want them to be automatically deducted during check-in. The system will use the highest-priority purchase option associated with the service.
Toggle OFF: Turn this setting OFF for manual oversight by front desk staff to ensuring the desired pass is used, or to remind clients when a pass is running low.
Allow automatic self check-in
When enabled, if only one service is available during the Look Ahead window, the client is automatically checked in. Note: Clients must have booked and paid for the session unless Allow check-in without prior booking and Allow Check-in Unpaid are also enabled.
App Drawer > Services > Appointments or Classes > Custom Business Policies > Use Class-Specific Business Policies > Attendance Tracking > Client Attendance App & Client Self Check-in Policy > Allow Automatic Client Self Check-Ins
Toggle ON: Turn this setting ON when using a barcode scanner and it’s clear which service a client will use, such as in appointment-only businesses or gyms offering open gym with Gym Visits enabled as a service. This can also be used for multiple services if settings are configured to help the system detect the correct service. If more than one service is available, clients will see all options and must check in manually.
Toggle OFF: Turn this setting OFF if you prefer clients manually check in, especially when offering multiple services where clients need to choose between different options.
Purchase Options
Prioritize which Purchase Options are used to cover a service
Set a priority level for purchase options to ensure that when a client has multiple options for the same service, the system knows which to use first. If no priority is set, the system will default to using the purchase option that expires soonest.
App Drawer > Services > Appointments or Classes > Custom Business Policies > Use Class-Specific Business Policies > Attendance Tracking > Purchase Options
Client View Check-In Option
Allow Clients to Self Check-In with the Achieve Client App & Client Portal
This setting lets clients check themselves in from the My Schedule Tab in the Achieve Client App on mobile and the Client Portal on desktop.
App Drawer > Setup > Web Applications > Client View Settings > Check-In Settings
Toggle ON: Turn this setting ON to allow clients to check themselves in using the Achieve Client App and the Client Portal. This is useful when you require clients to check themselves in from their own devices before arriving at your location.
Toggle OFF: Turn this setting OFF to prevent self check-ins through the Achieve Client App and Client Portal. This won't affect clients scanning in with a barcode via the app or using web-based self check-in kiosks or self check-in app.