Barcode scanner check-in
Use a USB barcode scanner at the front desk to check clients in instantly
With a USB barcode scanner connected to your front desk computer, you can check clients in by scanning the barcode on their phone or printed card. The scan takes less than a second — no typing, no searching.
Looking for the client's perspective? Share Check in with your barcode → with your clients so they know where to find their barcode and how to use it.
Barcode scanning requires setup first. If you haven't enabled it yet, start with Set up barcode check-in →.
What you need
- A USB barcode scanner that supports keyboard wedge mode (most standard scanners do — they plug in via USB and act like a keyboard)
- A computer with the Arketa dashboard open
- Gym check-in enabled for at least one location
No special drivers or software are needed. Plug in the scanner and it works immediately.
Check in a client with a barcode
Open the Check-Ins page
Go to Customers → Check Ins in the dashboard.
Select a location
Use the location selector at the top of the dashboard to choose the location where you're checking clients in. Barcode scanning only activates when a specific location is selected — it won't work if set to "All Locations."
Scan the client's barcode
Point the scanner at the barcode on the client's phone or printed card.
- Success — a toast notification shows the client's name and "checked in." The check-in appears in the table.
- Failure — an error toast shows why check-in failed, and the scan stays in the check-in queue as a red card with the reason (e.g., no active membership, expired package).
When a scan fails
If the barcode is recognized but the client can't be checked in, the scan appears as a red card in the check-in queue with the error message. Click the preview icon next to the client's name to open a details panel on the right. It shows:
- Why check-in failed — the specific error (e.g., "No valid purchases found")
- Client profile — name, email, and photo
- Active packages and memberships — so you can see what they have (or don't have)
- Link to full profile — click Go to client profile to open their complete client profile
Click the X on a failed card to dismiss it.
This helps your front desk staff resolve the issue on the spot without leaving the check-ins page.
Seeing "No valid purchases found" for a client whose membership is clearly active? The most common cause is the pricing option itself. Allowing gym check-in is off by default on every pricing option, including options created for you during a migration from another platform, and it is separate from the account and location settings that turn barcode scanning on. Go to Setup → Pricing Options, edit the membership or package, open Advanced Access Settings, and turn on Allow clients to check in at a location using this pricing option. Until that is on, every scan for that client fails, even though the same membership still books classes normally.
The Active packages and memberships list in this panel shows only pricing options that allow gym check-in, so it looks empty when the setting is off. An empty list means "nothing here allows check-in," not "this client has nothing" — check the client's full profile to see everything they hold. Full steps: Set up barcode check-in →.
If the barcode doesn't match any client at all, you'll see an error toast and a failed card with no client to preview. This typically means the barcode hasn't been assigned to anyone.
Confirmation modes
Depending on your settings, scanned check-ins are either:
| Mode | What happens on scan |
|---|---|
| Auto-confirm | Client is checked in and confirmed immediately — no staff action needed |
| Manual confirm | Scan creates a pending check-in. Staff clicks Confirm in the table to complete it. |
You can change this in Settings → General Business Settings → Check-in Settings with the Require team member confirmation toggle.
Most studios use auto-confirm for a faster front-desk experience. Use manual confirm if you need staff to verify identity or collect something before completing check-in.
Manual check-in (without a scanner)
If a client doesn't have their barcode or you don't have a scanner handy, click Manual check-in at the top right of the check-ins page. Search for the client by name, email, or phone and check them in directly.