Check-ins

How to track who is on-site at your location using check-ins and handle failed check-in attempts in Nexudus.

Overview

The Check-ins section shows you who is currently on-site at your location and their visit history. Customers check in when they arrive and check out when they leave — either manually, via door access activity, WiFi network detection, automation tiles, sensors, or automatically when a booking starts.

Check-ins are tied to passes, which represent a customer’s entitlement to access your space. When a customer checks in, the system validates that they have a valid pass (from their plan or a standalone pass) and deducts usage time accordingly.

If a check-in attempt fails (e.g., no valid pass, account disabled, plan limits exceeded), it’s recorded as a failed check-in for review.

How to access

• Check-ins calendar: Navigate to Operations → Access & Check-in → Customers on site
• Failed check-ins: Navigate to Operations → Access & Check-in → Failed check-ins

Requires the checkin role.

Key concepts

Term	Meaning
Check-in	A record that a customer arrived at your location, with start and optional end time
Check-out	Closing a check-in by recording the departure time
Pass	A customer’s entitlement to access the space (from a plan benefit or a standalone pass purchase)
Pay-as-you-go	A mode where customers without a plan are charged per-minute for their time on-site
Daily cut-off time	The hour at which all customers are automatically checked out (e.g., midnight or 2 AM)
Failed check-in	A check-in attempt that was rejected because the customer didn’t meet the requirements
Check-in source	How the check-in was triggered (manual, door access, WiFi, etc.)

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Check-in sources

Check-ins can be created through several methods:

Source	How it works
Manual / NexIO	An administrator checks the customer in from the dashboard, or the customer uses the NexIO front-desk app
Door access	A door access integration (Kisi, Salto, Gallagher, etc.) detects the customer entering the building
Network activity (WiFi)	The system detects the customer’s device MAC address on the WiFi network
Automation tile	A configured automation tile triggers a check-in (e.g., tapping an NFC tag)
Sensor	An IoT sensor detects the customer’s presence
Booking	A booking starts and the customer is automatically checked in for the duration

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The check-in calendar

The main check-ins page displays a hybrid calendar and list view showing:

• Who is currently on-site (open check-ins with no departure time)
• Recent check-ins and check-outs
• Booking-based check-ins (displayed separately)
• Visitor check-ins from bookings

Calendar views

• Month view — Overview of check-in activity across the month
• Timeline view — Check-ins grouped by customer, showing durations as bars
• List view — Tabular list of check-ins by day

Check-in list columns

Column	Description
Customer	The customer’s full name (links to their profile)
Start time	When the customer checked in
End time	When the customer checked out (blank if still on-site)
Plan	The customer’s active plan at the time of check-in
Team	The customer’s team membership at the time of check-in

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Creating a manual check-in

1. Open the check-in calendar

   Navigate to Operations → Access & Check-in → Customers on site.

2. Click on a time slot or use the new button

   Select a date/time on the calendar or click the ”+” button to open the check-in form.

3. Select the location

   Choose the location where the customer is checking in.

4. Select the customer

   Choose the customer from the dropdown.

5. Set arrival and departure times

   Set the arrival time. You can optionally set a departure time (or leave it open to check the customer out later). Use the duration shortcuts (1h, 2h, 4h, 8h) for quick selections.

6. Save

   Click Save. The system validates that the customer has a valid pass and records the check-in.

Times are rounded to the nearest 15-minute interval automatically.

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Check-in form fields

Field	Description
Location	The location where the customer is checking in
Customer	The customer being checked in
Check-in type	The source of the check-in (read-only after creation — see “Check-in sources” above)
Arrival	The check-in start time
Departure	The check-out time (leave empty for an open check-in)

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How pass validation works

When a customer checks in, the system validates their entitlement in this order:

1. Is the account active? — Disabled accounts cannot check in.
2. Does the customer have a valid pass? — The system looks for an unused pass that:
   • Is valid at the current time (within the pass’s allowed hours and days)
   • Is valid at this location (if the pass is restricted to specific locations)
   • Has remaining time (if the pass is time-based)
   • Is not already in use by another check-in (for single-use passes)
3. Are plan limits exceeded? — For members with a plan, the system checks:
   • Weekly check-in limit (max number of check-ins per week)
   • Weekly hours limit (max hours per week)
   • Monthly check-in limit (max number of check-ins per month)
   • Monthly hours limit (max hours per month)
   • Plan-period check-in limit (total check-ins since last renewal)
   • Plan-period hours limit (total hours since last renewal)
4. Is pay-as-you-go available? — If no pass is found, the system checks if pay-as-you-go access is enabled and a valid pay-as-you-go pass exists.

If all checks fail, the check-in is rejected and recorded as a failed check-in.

Pass priority

When multiple valid passes exist, the system selects one based on:

1. Passes with the highest priority value (configured on the pass)
2. Passes restricted to this location (more specific = preferred)
3. Passes linked to specific plans
4. Passes with the most remaining time
5. Plan-included passes over standalone passes

Shared passes (teams)

If the customer doesn’t have their own valid pass, the system checks if their team’s paying member has shared passes available. Shared passes are used when:

• The team has pass-sharing enabled
• The paying member has valid passes with remaining time

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Failed check-ins

When a check-in attempt fails, a record is created in Operations → Access & Check-in → Failed check-ins with:

Field	Description
Customer	Who attempted to check in
Check-in attempted at	When the attempt was made
Check-in type	The source (manual, door access, WiFi, etc.)
Description	The reason the check-in failed

Common failure reasons

Reason	Meaning
Account disabled	The customer’s account is inactive
No valid pass	The customer has no pass that’s valid at this time and location
Plan limits exceeded	The customer has used all their included check-ins or hours for the current period
Pass not valid at this location	The customer has a pass, but it’s restricted to a different location
Pass expired	The customer’s pass has expired

Filter segments

Failed check-ins can be filtered by:

• Today
• This week
• Last week
• This month
• Last month

Review failed check-ins regularly to identify customers who may need a plan upgrade or have an expired pass.

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Automatic check-out

The system automatically checks customers out in several scenarios:

Daily cut-off time

All customers are automatically checked out at the configured daily cut-off time (e.g., midnight or 2 AM). This prevents check-ins from spanning into the next day when customers forget to check out.

The cut-off time is configured in hours (0–23) and represents the time in your location’s timezone.

Pass depletion

If a customer’s pass runs out of remaining time while they’re checked in, the system:

1. Continuously monitors whether the check-in is still valid via background processing
2. If the pass is depleted, automatically checks the customer out at the time the pass ran out (determined by checking backwards in 15-minute intervals)
3. Attempts to check the customer back in with a new pass (if one is available)
4. If no new pass is available, sends an auto-checkout notification (if enabled)

Pass time restrictions

If a pass is only valid during certain hours (e.g., “Weekdays 9 AM – 6 PM”), the system continuously validates the check-in and automatically checks the customer out when the valid window ends. After checkout, the system attempts to check the customer back in with another available pass.

Day change

If a check-in spans across the daily cut-off time (e.g., customer checked in at 10 PM, cut-off is midnight), the customer is checked out at the cut-off time. If they’re still on-site after the cut-off, a new check-in is started for the new day.

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Pay-as-you-go access

Pay-as-you-go mode lets customers who don’t have a plan (or who have exceeded their plan limits) still check in and be charged per-minute for their time.

How it works

1. When a customer checks in with no valid pass, the system looks for a pay-as-you-go pass configured for their customer type (member or contact).
2. A temporary pass is created with zero minutes.
3. When the customer checks out, the total time is calculated and a charge is generated based on the pass’s per-minute rate.
4. The charge appears on the customer’s next invoice (or immediately for contacts, depending on settings).

Pay-as-you-go settings

Setting	Effect
Enable pay-as-you-go access	Allows customers without a valid pass to check in and be charged per minute
Exclude time used in bookings	Deducts time spent in bookings from the pay-as-you-go calculation (avoids double-charging)
Members pay via their contract	Pay-as-you-go charges for members are added to their contract invoice instead of generating a separate invoice
Minimum daily price	The minimum charge for a day, regardless of how little time was used
Maximum daily price	The maximum charge for a day, regardless of how much time was used (acts as a daily cap)

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Check-in settings

Check-in settings are found under Settings → Members → Check-in settings.

General settings

Setting	Effect
Notify customers when running low on access time	Sends an email when the customer’s remaining pass hours drop below the threshold
Low credit threshold (hours)	The number of hours below which the low-credit notification is sent
Notify customers if they forget to check out	Sends an email when the system auto-checks out a customer
Record multiple check-ins per day	When enabled, checking in and out multiple times in one day creates separate records. When disabled, re-checking in on the same day re-opens the previous check-in.
Daily cut-off time	The hour (0–23) at which all customers are automatically checked out
Building capacity	Maximum number of people allowed on-site simultaneously (enforced by NexIO)

Network check-in settings

Setting	Effect
Automatically check known users in based on their MAC address	When the system detects a registered device on WiFi, automatically creates a check-in
Generate an access token for every pre-registered visitor	Creates a WiFi access token for visitors automatically
Default duration for visitor access tokens	How long visitor WiFi tokens remain valid (in minutes)
Maximum devices per user	Limit on how many devices a single customer can register for network check-in
Maximum devices per visitor	Limit on how many devices a visitor can connect

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Webhooks

The following webhook events are triggered by check-in activity:

Event	Triggered when
Customer checked in	A check-in is successfully created
Customer checked out	A check-in is closed (departure time set)
Customer check-in failed	A check-in attempt is rejected
Check-in created	A check-in record is created (includes manual/admin)
Check-in updated	A check-in record is modified
Check-in deleted	A check-in record is removed

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Best practices

• Set a daily cut-off time to prevent check-ins from spanning days when customers forget to check out. A time between midnight and 4 AM works well for most spaces.
• Enable auto-checkout notifications so customers know when they’ve been checked out and can see their usage for the day.
• Use pay-as-you-go with a daily cap to offer flexible drop-in access while capping the cost at a reasonable day rate.
• Review failed check-ins weekly to identify customers hitting plan limits — these are upgrade opportunities.
• Enable network check-in for a frictionless experience — customers are checked in automatically when their phone connects to WiFi.
• Set building capacity if your location has occupancy limits — NexIO will prevent check-ins when the space is full.

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Related pages

Passes

Configure the passes that determine who can check in.

Plans

Set up plan benefits including check-in limits and included passes.

Access control

Integrate with door systems for automated check-ins.

Bookings

Bookings can automatically check customers in for the duration of their reservation.