Members & QR Access Keys
Stop searching for names in notebooks and Excel. Each member gets an Access Key (or card) with a unique QR code linked to their profile, subscription and history.
What the member sees
The member opens the Access Key on their phone to see the sessions left, the end date and renew — and reception scans the same Access Key to check them in.
What you get
Scan to open
Scan the Access Key with any phone camera to open the member page right away.
Member number
Every member gets an automatic member number starting from 1001 for quick search.
Full history
Subscriptions, attendance, payments, classes and notes in one timeline.
Member self page
Members see their expiry date and remaining sessions from their own Access Key.
How did they hear about you
Track referral sources, including the coach or member who brought them.
Member feedback
Members send suggestions and complaints and you follow them up.
One Access Key: QR on the back, NFC inside
Every member gets a round Access Key made of resin on acrylic, domed on both sides. The front carries your gym's logo, the back carries the gym name and the member's own QR code, and an NFC chip inside holds the same link.
- Scan the QR or tap NFCBoth open the same Access Key page — the QR with any phone camera, NFC by touching the key to the back of a phone that supports NFC.
- At receptionWhen a staff member is signed in on that phone, the check-in is recorded right away.
- For the memberOn their own phone the member sees their plan, the sessions left and the end date.
- A new keyA key that isn't linked yet opens the new member registration, so it is linked from the first scan.
Examples of Access Keys — the gym's logo on the front, the gym name and QR on the back. Names and logos here are samples.
- Scan or tapThe camera on the QR, or the key on the back of an NFC phone.
- The Access Key page opensOn your gym's link, for this member only.
- Check-in or renewalStaff signed in: the check-in is recorded. Plan ended: the renewal page opens.
A new member in a minute — the key on their phone
Add the member at the reception with their details, plan and payment, and they walk away with their Access Key right away: a ready image in your gym's colors with its own logo, sent on WhatsApp.
- Ready in a minuteName, phone, plan and payment in three short steps — no paper and no waiting.
- Your gym's lookA frame in your gym's color, your own logo on top, the QR and the member's name.
- On WhatsApp in one tapThe member keeps it on the phone and opens their page any time: plan, sessions left and end date.
Check-in from the reception phone
No extra devices or scanners. The receptionist signs in to GymSofto once on the reception phone or tablet, then scans the member's Access Key with the camera or taps it by NFC — the Access Key page opens and the check-in is recorded.
- One check-in a dayScanning the same key again that day doesn't count a second visit.
- Everything on one screenSessions left, end date, coach, class and any remaining amount.
- Ended or frozen plansAn ended plan opens the renewal page, and a frozen member is not checked in.
- Per branchA user tied to a branch checks in that branch's members only.
Print Access Keys yourself
Need keys today? Order soft Access Keys from your account; once the order is confirmed you download them as QR images, ready to print on your own cards or send to the member.
- Download what you needA page, all keys or a range — as PNG images in one file.
- Know what was printedMark the printed keys so nothing is printed twice.
- Same QR as the medalsThey work exactly like the medals by scanning — check-in and renewal — without NFC.
- Part of the bundleAvailable when soft Access Keys are included in your bundle.
Works together with
See GymSofto running for real
Open the live demo in one click, or talk to us and we set up your place with you.