Introduction

By the end of this guide, you will be able to check a member in (and out) in under 10 seconds, handle the most common errors without leaving the scanner, and configure Check-In Only for high-volume entry points.

What Is a Member Check-In?

When a member arrives at your venue, you scan their digital membership pass (QR code or barcode) to record their visit. The app marks them as Checked In and logs the time. When they leave, you can optionally scan them again to record the Check-Out. Every action syncs to PassKit in real time, so headquarters and other locations see the same status.

Before You Start

The PassKit PassReader app must be installed (Android or iOS).
You must be logged in with your staff credentials. Contact your manager if you do not have an account.
Your account must have the check-in permission enabled. If the Check In button does not appear on the Member Detail screen, contact your administrator.
Your device needs an active internet connection.

Step 1: Scan the Member’s Pass

From the Home screen, tap the Start Scanning card.
Point the camera at the QR code or barcode on the member’s digital pass (Apple Wallet, Google Wallet, or the PassKit app).
The app detects the pass type automatically. For a membership pass, the Member Hub screen opens immediately.

TIP If scanning is slow, make sure there is enough light on the QR code. You can toggle the flashlight from the scanner screen.

Step 2: Review the member's details

The Member Hub screen shows:

Field	Description
Name	Member's full name
Tier	Current membership tier (e.g. Gold, Silver)
Points	Current loyalty points balance
Status	Active, Checked-In, Expired etc..
Recent Activity	Last few check-in/out events

Take a moment to confirm you are serving the right member before recording the check-in.

Step 3: Check the member in

On the Member Hub screen, tap Check In.
The app contacts the PassKit server and records the check-in.
A green confirmation message — “Member checked in successfully” — appears at the bottom of the screen.
The member’s status updates to Checked In and the activity log refreshes automatically.

NOTE The Check In button is only shown when the member is not already checked in. If they are already checked in, the Check Out button is shown instead — unless Check-In Only is enabled.

Step 4: Check the member out

When the member leaves:

Scan their pass again, or open History and tap their entry to return to the Member Hub screen.
Tap Check Out.
A green confirmation — “Member checked out successfully” — appears.
The member’s status returns to Active.

Check-In Only Mode

If your venue only records arrivals (and does not need to track departures), enable Check-In Only. In this mode the Check Out button is hidden even if a member is currently checked in — so staff can re-check-in returning walk-ins without accidentally checking anyone out.

To enable Check-In Only:

From the Home screen, tap SETTINGS (or tap your avatar in the top-left corner).
Scroll to the Scanner section.
Toggle Check-In Only to on.

IMPORTANT Check-In Only is saved on the device and applies to every scan until you turn it off. Staff using the same device on a different shift will inherit this setting — turn it off again when going back to a check-in/check-out venue.

Troubleshooting

Problem	What to do
“Member not found”	The barcode may contain the wrong value, belong to another programme, or the pass may be outdated. To work with PassReader, the barcode payload must contain the pass PID (Pass ID). If another identifier is encoded in the barcode, PassReader will not be able to locate the pass record. Ask the member to refresh their pass or contact your administrator if the problem continues.
"Not authorized to check in members"	Your account does not have check-in permissions. Contact your administrator.
"Network error. Please try again."	Check your internet connection and try again. The app will retry automatically when the connection returns.
Check In button not visible	The member may already be checked in (so Check Out is shown instead), or Check-In Only is hiding the Check Out button. Verify the member’s current Status on the Member Hub screen.
App asks to log in again	Your session has expired. Log in again — your settings are preserved.

Viewing Check-In History

The Member Hub screen already shows the 5 most recent events for the member in the Recent Activity section at the bottom — check-ins, check-outs, points changes, and tier changes, with the time of each.

To see the full history beyond those 5 events:

On the Member Hub screen, scroll to the Recent Activity section.
Tap See All in the section header.
The Activity History screen opens, listing every event recorded for this member, grouped by date with the most recent at the top.

NOTE The See All button only appears when the member has more than 5 recorded events. For members with 5 or fewer events, the Recent Activity section on the Member Hub screen already shows everything.

TIP To see your own scan log across every member and pass you have scanned, return to the Home screen and tap See all on the Recent scans section. That is a separate, staff-side view — not specific to any one member.