Staff Manual

1. Getting Started — The Kiosk

The kiosk is the main check-in screen at reception. It runs on a tablet in landscape mode and stays in search-ready mode permanently — no need to refresh between members.

To start:

• The kiosk is already running. You should see the Icon Jiu Jitsu Belfast logo, a live clock, and a search box.
• Make sure the "Adults" tab is selected (gold button). The "Kids" tab is not yet available.

If the kiosk is not showing:

• Open a web browser on the tablet and navigate to the app URL.
• The kiosk loads automatically — no login required.

2. Searching for Members

To find a member:

1. Tap the search box and type the member's name — first name, surname, or both.
2. Results appear automatically as you type.
3. Tap the correct member from the list.

Important: Always verify the full name before selecting. Many members share first names. Using both first name and surname avoids selecting the wrong person.

If no results appear, the member may not be in the system. See "What to do if someone cannot be found" below.

3. Checking Members In

After selecting a member, you'll see their name and a list of today's classes.

Two types of check-in:

Booked classes (gold cards):

• If the member booked a class in advance, it appears under "Your Booked Classes".
• Tap the green Check In button.
• A green success screen appears. The kiosk auto-resets after 3 seconds.

Walk-in classes (dark cards):

• All today's adult classes appear under "Walk-in Check In".
• Tap the class the member wants to attend.
• A green success screen appears. The kiosk auto-resets after 3 seconds.

If check-in is blocked:

• A red screen appears saying "CHECK IN BLOCKED".
• This means the member's membership is inactive, frozen, or suspended.
• Ask the member to speak to reception about their membership status.

4. Recognising Booked Members

When a member has pre-booked a class, their check-in screen shows a gold card under "Your Booked Classes" with the class name, time, and "Booked for today" label.

Always check the booked classes section first — it appears above the walk-in section. If a member says they booked a class but you don't see a gold card, they may have:

• Booked for a different date
• Already checked in (card shows "Done")
• Had their booking cancelled

In these cases, use the walk-in section to check them in manually.

5. Handling Walk-Ins

Walk-in check-in is for members who did not book in advance but want to attend a class.

To walk-in a member:

1. Select the member from search.
2. Scroll past any booked classes to the "Walk-in Check In" section.
3. Tap the class they want to attend.

If a class is full:

• The class card shows an amber "Full" label and "Class full — walk-in allowed" text.
• You can still check the member in — the system allows staff to override capacity.
• Use your judgement: if the mat is genuinely too full, ask the member to try another class.

Duplicate check-in prevention:

• If a member has already checked into a class today, the button shows "Done" and cannot be tapped again.

6. What to Do If Someone Cannot Be Found

If a member's name doesn't appear in search:

1. Check the spelling — try different spellings or just the surname.
2. Check they are an adult member — only adult members appear in the kiosk. Kids are not yet supported.
3. They may not be synced from GHL — ask an admin to run "Sync from GHL" on the dashboard. This pulls the latest members from Go High Level.
4. Their membership may be inactive — inactive members still appear in search but are blocked at check-in. If they don't appear at all, they may not be marked as an adult member in GHL.

If none of the above works: Ask an admin to manually add the student in the Students page, or contact whoever manages the GHL contacts.

7. If Someone Booked the Wrong Class

If a member booked the wrong class:

1. Check them in via walk-in to the correct class instead. Their booking for the wrong class will remain but they'll be marked as attended for the class they actually took.
2. An admin can cancel the wrong booking from the admin panel if needed.

The system allows a member to check into any class via walk-in, even if they booked a different one. The walk-in overrides the booking for attendance purposes.

8. Common Problems

The kiosk is stuck on a success/blocked screen:

• Wait 3 seconds — it auto-resets. If it doesn't, tap "Back to Search".

A member says they booked but no gold card appears:

• They may have booked for a different day. Check the member portal with them, or just walk them in.

The search box is not responding:

• Refresh the browser page. The kiosk will reload to the search screen.

No classes appear for walk-in:

• There may be no adult classes scheduled for today. Check with an admin in Admin > Classes.

The tablet is asleep / screen is dark:

• Tap the screen to wake it. Adjust the tablet's sleep settings to keep the screen always on.

9. Frequently Asked Questions

Q: Do I need to log in to use the kiosk? No. The kiosk is public — no login required. It opens directly to the search screen.

Q: Can a member check into multiple classes in one day? Yes. Each class has its own check-in button. A member can check into as many classes as they attend.

Q: What happens if I select the wrong member? Tap "Back to Search" before checking in. Once you tap Check In, the attendance record is created. An admin can delete incorrect records if needed.

Q: Can I undo a check-in? Not from the kiosk. An admin can delete the attendance record from the admin panel if a check-in was made in error.

Q: The member's name is spelled differently in the system — can I still find them? Yes. The search matches partial names. Try just the surname or the first few letters.

Q: What does "Class full — walk-in allowed" mean? The class has reached its 24-person capacity. You can still check the member in, but use your judgement about mat space.

Q: Where do I find the Member Portal? There's a "Member Portal" link at the bottom-right of the kiosk screen. Members can log in there to book classes themselves.