Running the Check-In Kiosk

The Check-In Kiosk turns a tablet or phone at the front desk into a locked, member-facing check-in screen. Members find their own name or scan their QR code, get a friendly confirmation, and the visit is recorded — with no staff tap and no way into the rest of the app.

1. What You'll Need

• A staff login on the device. The kiosk runs on whoever is signed in to Flow Roll on that device, so use a dedicated tablet rather than someone's personal phone.
• An admin or editor to start it. Viewers see "Ask an admin or editor to start kiosk mode."
• An internet connection. Check-ins aren't stored offline. If the connection drops, the member sees "That didn't go through — please see the front desk."
• Screen pinning turned on. The kiosk hides the rest of Flow Roll, but only your device's own screen-pinning feature stops members from swiping to the home screen or other apps.

[!IMPORTANT] Turn on screen pinning before you leave the tablet at the desk. Click More about screen pinning on the Check-In Kiosk sheet for the exact steps — Guided Access on iPhone/iPad, App pinning on Android.

2. Starting Kiosk Mode

1. Navigate to the Members page and click the Check-In Kiosk icon (calendar with a checkmark) in the top right corner.
2. Review the two gym-wide settings on the sheet: Block check-in if member is over attendance limit and Require a PIN to start and exit (both covered below).
3. Click Start Kiosk Mode. If a PIN is required, enter it now — the same code unlocks the device later.
4. Turn on your device's screen pinning.

The device now shows the Member Check-In screen and stays there — no navigation menu, and the back button does nothing — until a staff member exits.

3. What Members See

The kiosk has two tabs, and it remembers whichever one was used last.

Find my name

1. The member types the first letters of their first or last name (at least two). Matches appear as they type, showing name and belt only. If too many people match, the screen says "Too many matches — keep typing."
2. They tap their name, then Yes, check me in (or Not me to go back).
3. The screen shows "Checked in, (first name)" and "See you on the mats.", then returns to the search on its own.

Scan QR code

1. The member holds their personal check-in QR code up to the camera.
2. The screen shows "Checked in, (first name)", then goes back to scanning. A code that doesn't read, belongs to a different gym, or doesn't match a membership gets a short message pointing them to the front desk.

[!NOTE] Members never see staff alerts on the kiosk — no Payment Due, no No Waiver on File. Those still appear when staff check someone in from the roster's Check In column (see Checking Members In with QR Codes). Anyone who's new, or whose check-in fails, is simply told to see the front desk.

4. The Staff PIN

The PIN is optional and set per gym. When it's on, staff must enter it to start kiosk mode, to exit it, and to open the kiosk's check-in settings. When it's off, anyone holding the device can start and leave kiosk mode.

To turn it on:

1. On the Members page, click the Check-In Kiosk icon.
2. Switch on Require a PIN to start and exit.
3. Enter a 4-digit PIN in New 4-digit PIN and again in Confirm PIN, then click Save PIN.

To change it later, click Change PIN on the same sheet and enter the current PIN first. Switching the PIN off also asks for the current PIN.

[!IMPORTANT] Anyone on shift needs to know the PIN, so treat it as a shared code — not a personal password.

Forgot the PIN? On any PIN prompt, click Forgot PIN?, enter the password for the signed-in staff account, and click Verify password. After unlocking this way, Flow Roll offers Set new PIN so the gym isn't left with a code nobody knows. After 10 wrong attempts the prompt pauses — 30 seconds at first, doubling each time up to an hour.

5. Attendance Limits on the Kiosk

If your gym uses attendance limits (set under Enable Attendance Limits on the Account page), the kiosk needs to know what to do when a member checks in past their limit — there's no staff member there to decide. You choose once, gym-wide, on the Check-In Kiosk sheet, and it applies to both tabs:

• Block check-in if member is over attendance limit — on: the member is told they've used their visits for the period (e.g., "You've used your 2 visits this week") and pointed to the front desk to add a class. No visit is recorded.
• Off: the member sees Checked in as normal, but the visit is not added to their attendance.

Click Open Account next to the switch to jump to where the limits themselves are set.

6. Kiosk Check-In Settings

These settings live on the device and control what happens right after a check-in. Tap the Check-in settings gear in the top right of the kiosk screen (enter the PIN if one is required), adjust, then tap Save.

• Hold for — how long the result stays up before the kiosk is ready for the next person (2 to 15 seconds; 4 by default). Tapping the result dismisses it early.
• Show the scan result as (QR tab only) — Full cover hides the camera until the hold ends so the same code can't be scanned twice by accident; Compact banner shows a small message over the live camera.
• Chime on success — a short rising tone when a check-in is recorded. On by default.
• Chime on failure — a low buzz when a code doesn't go through, so someone who scans and walks off hears it. On by default.

[!NOTE] Sounds follow the device volume and the silent switch. If the tablet is muted, nobody hears the chimes.

On the Scan QR code tab, tap the camera-flip icon over the viewfinder (Switch to front camera / Switch to back camera) to face the lens toward members. The kiosk remembers the lens you chose.

7. Exiting Kiosk Mode

1. Tap the Staff exit icon (open padlock) in the top left of the kiosk screen.
2. Enter the kiosk PIN if one is required and tap Unlock.
3. Turn off your device's screen pinning. Flow Roll returns to the Members page.

8. Troubleshooting

• The camera won't start: The QR tab shows "The camera is turned off for this app" or "The camera could not be started." Exit kiosk mode, grant Flow Roll camera access in the device's system settings, and start the kiosk again. Members can use Find my name in the meantime.
• The tablet restarted: The kiosk comes back on its own — no need to start it again.
• A member can't find their name: The search matches the start of the first or last name only. Check the spelling on their profile, or add them as a new member from the front desk.
• "This kiosk configuration needs a newer version of the app.": Update Flow Roll on this device before starting the kiosk.