We are optimizing the check-in experience for our members! 👍
To speed up access to your studio and minimize administrative efforts for you and your team, we are transitioning from physical QR codes to the new, location-based Smart Check-in system. To ensure a smooth transition, the QR code check-in will remain available as a temporary alternative for a few weeks. We will inform all our partner studios as soon as the feature is live.
Process for a Standard Visit (Walk-in)
Process for a Standard Visit (Walk-in)
For members, the check-in takes place directly at your location in four simple steps:
The member arrives at your location.
The member opens the Wellpass app and taps the "Check-in" tab at the bottom.
The app recognizes the location; the member selects your studio on the map.
The member presents the confirmation screen to your staff at the reception. 👍
Check-in for Booked Classes
Check-in for Booked Classes
If a member has reserved a spot in a class in advance, the process is as follows:
The member arrives at your studio on time.
In the app, they navigate to "Sessions" ➡️ "My Bookings".
There, the corresponding class is selected, and the "Check-in" button is clicked.
The member presents the confirmation screen to your staff on-site. 👍
💡 Replacement of the QR Code Check-in💡
💡 Replacement of the QR Code Check-in💡
To standardize the check-in process, physical QR codes will be gradually phased out.
➡️ Advantage for you: You no longer need to display QR code stands or posters in your studio or replace them if they are damaged. 💡 Note: During a transition phase, the QR code function will remain active in parallel. As long as a member can still scan the code at your location, this method remains valid. 😊
Requirements for Smart Check-in via GPS
Requirements for Smart Check-in via GPS
For the check-in to work smoothly at your location, members must meet the following conditions:
Location Sharing: The Wellpass app needs access to the location in the smartphone settings (setting: "While using the app" or "Always").
Data Privacy and Location Processing: The Wellpass member's location is processed by Wellpass exclusively on a case-by-case basis at the time of check-in to verify that the member is in close physical proximity to the training facility.
This serves to ensure a simple and reliable check-in process and to protect against fraudulent check-ins.
Processing is carried out on the basis of legitimate interests (Art. 6 para. 1 lit. f GDPR), specifically to ensure a fair and abuse-resistant system.
No further use of the data occurs.
Location data is not stored permanently, not logged, and not used to create movement profiles. Continuous tracking does not take place.Members may, of course, object to this processing at any time by contacting Wellpass and may use alternative check-in options instead.
💡 Note for studios:
In addition - depending on your studio - other check-in methods are available, such as via existing interfaces or RFID-based solutions (e.g., wristbands or chip cards).
Furthermore, in the event of technical issues or in individual cases where members do not share their location or have objected to its processing, check-ins can also be recorded via our digital check-in form and submitted to Wellpass for validation.
Should a member have questions or prefer not to activate location sharing:
Briefly explain the purpose (as mentioned above: temporary on-site verification, no permanent storage).
Point out that alternative check-in options are available.
Perform a manual check-in via the digital check-in form if necessary.
Avoid pressuring members to enable location sharing.
Refer members to Wellpass Support for any further questions.
Troubleshooting: What to do if the button is missing?
Troubleshooting: What to do if the button is missing?
💡 If a member is on-site but the Smart Check-in button does not appear, this is usually due to an inaccurate GPS update on the smartphone.
➡️ Solution: Instruct the member to use the QR code symbol (scanner button) on the check-in screen. As a backup, the existing QR code in your studio can be scanned as usual, during the transition phase.
If this is also not possible, the check-in can be recorded by your studio via the digital check-in form and submitted to Wellpass for validation.
Special Cases for Outdoor Activities
Special Cases for Outdoor Activities
💡 If you offer outdoor classes that belong to an indoor studio: Please ask members to check in at the physical address of your studio first before heading to the meeting point.
➡️ If your location is purely outdoors, members simply check in directly upon arrival at the address registered with us. 👍
Special Cases for Studios with Check-in Interface
Special Cases for Studios with Check-in Interface
If you are already using a check-in interface with us, nothing will change for you. The check-in interface will function as usual.
In case of issues with the connection, the Smart Check-in can, of course, be used as an alternative check-in method.