Check-ins

Documentation Index

Fetch the complete documentation index at: https://learn.nexudus.com/llms.txt

Use this file to discover all available pages before exploring further.

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Overview

The Check-ins section shows you who is currently on-site at your location and their visit history. Customers check in when they arrive and check out when they leave — either manually, via door access activity, WiFi network detection, automation tiles, sensors, or automatically when a booking starts. Check-ins are tied to passes, which represent a customer’s entitlement to access your space. When a customer checks in, the system validates that they have a valid pass (from their plan or a standalone pass) and deducts usage time accordingly. If a check-in attempt fails (e.g., no valid pass, account disabled, plan limits exceeded), it’s recorded as a failed check-in for review.

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How to access

• Check-ins calendar: Navigate to Operations → Access & Check-in → Customers on site
• Failed check-ins: Navigate to Operations → Access & Check-in → Failed check-ins

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Key concepts

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Check-in sources

Check-ins can be created through several methods:

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The check-in calendar

The main check-ins page displays a hybrid calendar and list view showing:

• Who is currently on-site (open check-ins with no departure time)
• Recent check-ins and check-outs
• Booking-based check-ins (displayed separately)
• Visitor check-ins from bookings

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Calendar views

• Month view — Overview of check-in activity across the month
• Timeline view — Check-ins grouped by customer, showing durations as bars
• List view — Tabular list of check-ins by day

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Check-in list columns

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Creating a manual check-in

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Check-in form fields

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How pass validation works

When a customer checks in, the system validates their entitlement in this order:

1. Is the account active? — Disabled accounts cannot check in.
2. Does the customer have a valid pass? — The system looks for an unused pass that:
   • Is valid at the current time (within the pass’s allowed hours and days)
   • Is valid at this location (if the pass is restricted to specific locations)
   • Has remaining time (if the pass is time-based)
   • Is not already in use by another check-in (for single-use passes)
3. Are plan limits exceeded? — For members with a plan, the system checks:
   • Weekly check-in limit (max number of check-ins per week)
   • Weekly hours limit (max hours per week)
   • Monthly check-in limit (max number of check-ins per month)
   • Monthly hours limit (max hours per month)
   • Plan-period check-in limit (total check-ins since last renewal)
   • Plan-period hours limit (total hours since last renewal)
4. Is pay-as-you-go available? — If no pass is found, the system checks if pay-as-you-go access is enabled and a valid pay-as-you-go pass exists.

If all checks fail, the check-in is rejected and recorded as a failed check-in.

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Pass priority

When multiple valid passes exist, the system selects one based on:

1. Passes with the highest priority value (configured on the pass)
2. Passes restricted to this location (more specific = preferred)
3. Passes linked to specific plans
4. Passes with the most remaining time
5. Plan-included passes over standalone passes

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Shared passes (teams)

If the customer doesn’t have their own valid pass, the system checks if their team’s paying member has shared passes available. Shared passes are used when:

• The team has pass-sharing enabled
• The paying member has valid passes with remaining time

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Failed check-ins

When a check-in attempt fails, a record is created in Operations → Access & Check-in → Failed check-ins with:

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Common failure reasons

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Filter segments

Failed check-ins can be filtered by:

• Today
• This week
• Last week
• This month
• Last month

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Automatic check-out

The system automatically checks customers out in several scenarios:

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Daily cut-off time

All customers are automatically checked out at the configured daily cut-off time (e.g., midnight or 2 AM). This prevents check-ins from spanning into the next day when customers forget to check out. The cut-off time is configured in hours (0–23) and represents the time in your location’s timezone.

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Pass depletion

If a customer’s pass runs out of remaining time while they’re checked in, the system:

1. Checks every 5 minutes whether the check-in is still valid
2. If the pass is depleted, automatically checks the customer out at the time the pass ran out
3. Attempts to check the customer back in with a new pass (if one is available)
4. If no new pass is available, sends an auto-checkout notification (if enabled)

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Pass time restrictions

If a pass is only valid during certain hours (e.g., “Weekdays 9 AM – 6 PM”), the system automatically checks the customer out when the valid window ends.

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Day change

If a check-in spans across the daily cut-off time (e.g., customer checked in at 10 PM, cut-off is midnight), the customer is checked out at the cut-off time. If they’re still on-site after the cut-off, a new check-in is started for the new day.

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Pay-as-you-go access

Pay-as-you-go mode lets customers who don’t have a plan (or who have exceeded their plan limits) still check in and be charged per-minute for their time.

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How it works

1. When a customer checks in with no valid pass, the system looks for a pay-as-you-go pass configured for their customer type (member or contact).
2. A temporary pass is created with zero minutes.
3. When the customer checks out, the total time is calculated and a charge is generated based on the pass’s per-minute rate.
4. The charge appears on the customer’s next invoice (or immediately for contacts, depending on settings).

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Pay-as-you-go settings

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Check-in settings

Check-in settings are found under Settings → Members → Check-in settings.

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General settings

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Network check-in settings

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Webhooks

The following webhook events are triggered by check-in activity:

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Best practices

• Set a daily cut-off time to prevent check-ins from spanning days when customers forget to check out. A time between midnight and 4 AM works well for most spaces.
• Enable auto-checkout notifications so customers know when they’ve been checked out and can see their usage for the day.
• Use pay-as-you-go with a daily cap to offer flexible drop-in access while capping the cost at a reasonable day rate.
• Review failed check-ins weekly to identify customers hitting plan limits — these are upgrade opportunities.
• Enable network check-in for a frictionless experience — customers are checked in automatically when their phone connects to WiFi.
• Set building capacity if your location has occupancy limits — NexIO will prevent check-ins when the space is full.

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Related pages