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ESSENTIAL PROCESSES

How Check-ins work

The check-in is what connects a Wellhub member's visit to your space with your payment. Every validated check-in confirms a real visit — and triggers the payment process on your behalf. This page explains how the two-step process works, what you need to do as a partner, and how to make validation as smooth as possible.

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A check-in involves two actions: the member initiates it in the Wellhub app, and you confirm it in the Partner Portal. Both steps must happen for the visit to be recorded and for your payment to be processed.

A check-in involves two actions: the member initiates it in the Wellhub app, and you confirm it in the Partner Portal. Both steps must happen for the visit to be recorded and for your payment to be processed.

What the member does

What the member does

To check in, a member follows these steps in the Wellhub app: 

  1. Opens the app and goes to the "Check-in" tab.
  2. Finds your location (location services must be enabled on their phone).
  3. Selects the activity or service, when required.
  4. Taps "Check-in" to submit the request.
     
 For booked classes: the check-in button is available from 30 minutes before the class starts until 30 minutes after it ends.

To check in, a member follows these steps in the Wellhub app: 

  1. Opens the app and goes to the "Check-in" tab.
  2. Finds your location (location services must be enabled on their phone).
  3. Selects the activity or service, when required.
  4. Taps "Check-in" to submit the request.
     
 For booked classes: the check-in button is available from 30 minutes before the class starts until 30 minutes after it ends.

What you need to do

What you need to do

Once the member submits the check-in, it appears in your Partner Portal. You must validate it within 20 minutes.There are two ways to validate a check-in: manually via the Partner Portal, or automatically through an integrated club management system. 

Manual Validation (Partner Portal)Automatic Validation (Integrated Management System)
Best for partners without an integrated management system, or for validating walk-ins.
  1. Log in to the Partner Portal.
  2. In the menu, click Check-ins to confirm and select the correct unit.
  3. Click Update to load the latest requests.
  4. Click Validate on the check-in you want to confirm.
 Note: A member can cancel a check-in — but only before you validate it.		The most efficient way to manage check-ins. Integrating your club management system (CMS) automates the validation process, saving time and improving the experience for both your team and your members.
  • First visit: Register the member in your system the same way you would a private member. In some systems, you may need to enter their Wellhub ID. 
  • Future visits: After the initial registration, all subsequent validations are handled automatically. The member checks in via the Wellhub app and then uses your access control terminal (e.g., fingerprint turnstile or PIN). Once that interaction occurs, the check-in is validated.

Once the member submits the check-in, it appears in your Partner Portal. You must validate it within 20 minutes.There are two ways to validate a check-in: manually via the Partner Portal, or automatically through an integrated club management system. 

Manual Validation (Partner Portal)Automatic Validation (Integrated Management System)
Best for partners without an integrated management system, or for validating walk-ins.
  1. Log in to the Partner Portal.
  2. In the menu, click Check-ins to confirm and select the correct unit.
  3. Click Update to load the latest requests.
  4. Click Validate on the check-in you want to confirm.
 Note: A member can cancel a check-in — but only before you validate it.		The most efficient way to manage check-ins. Integrating your club management system (CMS) automates the validation process, saving time and improving the experience for both your team and your members.
  • First visit: Register the member in your system the same way you would a private member. In some systems, you may need to enter their Wellhub ID. 
  • Future visits: After the initial registration, all subsequent validations are handled automatically. The member checks in via the Wellhub app and then uses your access control terminal (e.g., fingerprint turnstile or PIN). Once that interaction occurs, the check-in is validated.

⚠️Important: If you do not validate within 20 minutes, the member loses their check-in for the day and may be subject to our late cancellation / no-show policy. This directly impacts the member experience and may affect your payout.

⚠️Important: If you do not validate within 20 minutes, the member loses their check-in for the day and may be subject to our late cancellation / no-show policy. This directly impacts the member experience and may affect your payout.

Request a CMS Integration

Request a CMS Integration

Integration with Wellhub is free and can increase your check-ins by up to 40%. To request it: 

  1. In the Partner Portal, click Integrations.
  2. Select your unit and the management system you use.
  3. Click Request integration and wait for our team to follow up.

Integration with Wellhub is free and can increase your check-ins by up to 40%. To request it: 

  1. In the Partner Portal, click Integrations.
  2. Select your unit and the management system you use.
  3. Click Request integration and wait for our team to follow up.

Request a CMS Integration

Request a CMS Integration

Integration with Wellhub is free and can increase your check-ins by up to 40%. To request it: 

  1. In the Partner Portal, click Integrations.
  2. Select your unit and the management system you use.
  3. Click Request integration and wait for our team to follow up.

Integration with Wellhub is free and can increase your check-ins by up to 40%. To request it: 

  1. In the Partner Portal, click Integrations.
  2. Select your unit and the management system you use.
  3. Click Request integration and wait for our team to follow up.

Extra Check-in

Extra Check-in

With Extra Check-in, Wellhub members can enjoy more than one wellness experience in the same day — creating more opportunities for your business to welcome additional visits and grow its revenue.

With Extra Check-in, Wellhub members can enjoy more than one wellness experience in the same day — creating more opportunities for your business to welcome additional visits and grow its revenue.

Each time a member uses an Extra Check-in at your business, it is recorded as a new visit. The max payment per visitor tied to that member also increases by 20%. This creates more room for additional visits to be paid and more opportunities for your business to increase its revenue based on actual usage. Additional payments will depend on the visits completed and remain limited to the new max payment.

No. Extra Check-in is enabled automatically for eligible partners. No setup or new partnership agreement is needed.

No. If your business uses an integrated system, processing remains automatic. Otherwise, continue following your current validation process.

No. Your business continues to welcome Wellhub members from your current plan level and above, and your product and class limits remain the same.