Staff use Admin > Entries to check people in at an entrance, such as the main door or the turnstile to the changing rooms. Each check-in is recorded as an entry, let in or refused, with the reason.
Before you start#
- Allowed by Naayya. Entries is not available until Naayya allows it for your business. Contact Naayya support to ask for it.
- Add an entrance. Once Naayya allows Entries, Admin > Settings > Hardware appears for owners and managers. Add an entrance there first. See Add an entrance.
- Switch Entries on. The owner, or someone given the Activate business features permission, switches Entries on in Admin > Settings > Features. The switch works only once the business has an active entrance. Until then it cannot be used and links to Add an entrance. See Features.
- Who sees it. Once Entries is on, Entries appears in the admin menu for staff who manage bookings: owners, managers and front desk staff. Only active entrances appear on Entries.
While Entries is on, your last active entrance cannot be switched off or archived. Add another entrance first, or switch Entries off.
Entering is not attending. An entry records that the person came in. It checks in a booking only when the entrance is set to Check in bookings when entry is allowed.
Check someone in#
- Open Admin > Entries.
- If your business has more than one entrance, choose the entrance you are at. The computer remembers it for next time.
- Find the person in one of three ways:
- Type at least two letters of their name or email, then select Check in next to them. When only one person matches, pressing Enter checks them in.
- Scan or type the code from their Naayya QR code into the same box and press Enter.
- Select Scan to read their QR code with the computer's camera.
- Read the result. It says Let in or Refused, the person's name and why.
When the person used an entry pass, the result also says how many visits the pass has left, or that it is unlimited. When the entrance checks in bookings and the person has a booking in its check-in window, the result says Checked in to their booking. When the person owes the business money, the result says Owes and the amount. This is a warning for staff. It refuses entry only if the entrance is set to refuse for money owed.
Why someone is let in or refused#
Naayya checks these in order and stops at the first that applies:
- Entrance not active: the entrance has Active entrance off or is archived, so nobody is let in.
- Staff: staff of your business are always let in.
- Outside opening hours: the entrance has Limit to opening hours on and it is closed now.
- Already in today: someone already let in today is let in again, without using another visit.
- Money owed: only when the entrance has Refuse entry for money owed on, and the person has owed money for at least the days set or owes more than the amount set.
- Active membership, Booked now or Entry pass: what the person holds, in that order, among the ones the entrance allows.
When none of these lets the person in, the result names the most specific reason:
- Membership paused: their membership is paused.
- Membership payment overdue: their membership payment has not gone through.
- Pass used up or expired: the entrance lets in Holders of an entry pass, and the person's entry pass has no visits left or has expired.
- No membership, pass or booking: nothing they hold lets them in at this entrance.
- Unknown QR code: the code is not an active Naayya QR code.
Booked now means a booking at this entrance's location that starts within the entrance's check-in window. See Add an entrance for the window and the other rules.
A check-in to a class on your business's current day, from the class roster or the class QR code, also counts as coming in that day. It shows as Checked in to a class and uses no visit, so the person can then pass the entrance as Already in today.
When someone is refused#
When Naayya knows who the person is, the result offers two actions. For an Unknown QR code, it offers neither.
- Let in anyway lets the person in. The entry is recorded as Let in by staff, and Naayya records who let them in.
- Sell an entry opens a new sale for that customer. When the sale is done, check them in again.
Undo an entry#
If you checked in the wrong person, select Undo on the result or on that row in the list. The entry shows Undone. If it used a visit of an entry pass, the visit is given back. If it checked in a booking, that check-in is undone too. Only an entry that let someone in can be undone, and an entry recorded by a class check-in cannot be undone here.
See who came in#
The list under the check-in box shows the latest entries, newest first, with Time, Person, Result and Why. It refreshes on its own. Select a name to open that customer's page.
On the customer's page, their activity shows each entry as Came in or Refused at the entrance, with the reason. An undone entry says (undone). See Customer Details.
Passes used up on entry#
An entry pass is a drop-in or pack whose visits are used up when the person comes in, instead of when they book. Choose When they come in, once a day under Visits are used up when you create it. The form then hides class and service coverage, because an entry pass covers neither. See Choose how visits are used up.
- An entry pass uses at most one visit a day, however many times the person comes in that day.
- An entry pass covers no classes or services and cannot pay for a booking. It is used at the entrance only.
- The choice is fixed once anyone has started paying for the pass or it has been sold.
- The entrance must have Holders of an entry pass on.
- When a person holds more than one, the one that expires first is used.
- An entry pass can be on sale only while Entries is on.
Switch Entries off#
The owner, or someone given the Activate business features permission, switches Entries off in Admin > Settings > Features. It stays on while any entry pass is on sale, a customer is still paying for one, or a customer still has visits left on one. Stop selling your entry passes, then refund the visits customers hold or let them be used up. Entries can be switched off a day after the last entry pass comes off sale, so sales already started can finish. A purchase the customer never finished paying is cancelled after 7 days. Switching off deletes no entries.
While Entries is off, entry passes are not on sale, and nobody can be given entry visits, have a pass imported, or have one topped up or extended. A purchase a customer has already paid for is still issued.
How long entries are kept#
Entries are kept for 24 months. They are included when a person exports their data, and deleted when they delete their account.