Customer Registration

Customer registration records that a customer has accessed a sublocation, such as a gym, spa, or members lounge. Staff use the registration modal to identify the customer, check their access, and record the visit.

Registration is separate from booking check-in. Checking in a booking updates that booking. It does not use an Access Pass or Guest Pass. A customer registration can use a pass even when there is no booking involved.

Set the registration rules

Open Settings > Registration.

Under Member Registration, use the default registration settings to choose which sublocations have Unlimited access. When unlimited access is off, a customer needs an eligible membership with unlimited access there or an active Access Pass.

Under Guest Registration, choose the default guest allowance and which sublocations allow guests. Unlimited customer access and unlimited guest allowance are separate settings. A customer can have unlimited access to a sublocation that does not allow guests.

See Access Passes for customer access rules and Guest Passes for guest allowances and invitation setup.

Register a customer

1. Open Customers and select the QR code icon to open the registration modal.
2. Scan the customer's identification QR code or find them using search.
3. Check that you have the right customer and select the sublocation they are entering.
4. Review the access message and any guests listed at the bottom of the modal.
5. Choose Register, or Register with N guests if guests are selected.

Tiquo checks default unlimited access first, then unlimited membership access, and then an eligible Access Pass. If it uses an Access Pass, it deducts one use from the eligible pass with the fewest covered sublocations.

The modal also shows membership information, including synced HubSpot memberships. Synced membership records are shown for staff reference; displaying one does not by itself grant native Tiquo access rights.

Register a customer with pre-registered guests

The Guests list at the bottom of the modal shows the customer's eligible invitations for the selected location. You do not need a separate "Register with guests" action.

An invitation appears in this list when its selected location contains the sublocation you are registering at and its visit date is today or yesterday in that location's timezone.

• Accepted guests for today are ticked by default.
• Accepted guests for yesterday can be selected, but are not ticked automatically.
• Guests who have not accepted are shown as Awaiting acceptance and cannot be selected.
• Guests with an invitation that is no longer usable cannot be registered from that invitation.

Untick anyone who has not arrived. The main button follows your selection: Register, Register with 1 guest, or Register with 3 guests, for example.

Registering an accepted guest consumes their reserved Guest Pass. It does not use a second, unassigned Guest Pass for the same guest, and it does not consume the guest's own Access Pass.

Add another guest at the front desk

Choose Add another Guest in the guest list to select another customer or add their details. Finish the guest selection to return to the registration summary, then review the main Register button before confirming.

This option is available when the sublocation allows guests and either:

• The organisation uses No guest limits.
• The customer has an available, unassigned Guest Pass use.

If guests are not allowed, the modal says so. If guest limits are enabled and the customer has no additional uses, it shows No additional Guest Passes available. An accepted guest with a reserved pass can still be registered even if the owner has no unassigned balance left.

New guests added at the desk use fresh Guest Pass uses when the registration is confirmed. They do not need to go through a pre-registration invitation first. In unlimited guest mode, no owned Guest Pass balance is deducted.

For example, a customer arrives with one guest who accepted an invitation and one who was not invited. Select the accepted guest and add the second guest. Register with 2 guests uses the reserved pass for the first guest and one additional use for the second.

You can select up to 50 guests in a single registration.

One confirmation for the host and guests

The main Register button confirms the host and all selected guests together. Tiquo checks the host's access and the guest allowances before completing the group registration.

If a required pass is no longer available or another part of the registration fails, the whole submission is rolled back. Tiquo does not record a host visit or deduct passes for only part of the group.

Once registration succeeds, the visits and pass use are recorded on the relevant customer profiles. Consumed Guest Passes appear in both the host's and guest's history.

Add guests after registering the host

If the host's registration just used an Access Pass, you can reopen the modal and add guests without spending another host Access Pass within 20 minutes at the same sublocation.

The window starts at the original deduction and does not restart when you reopen the modal or register again. It also works when the host has just used their last Access Pass use. Guest Pass rules still apply to every new guest.

For example, the host registers at 14:00 and their guest arrives at 14:10. Reopen the host's registration, add or select the guest, and confirm. The guest is registered without another host Access Pass deduction. At 14:20, the reuse window has ended.

See Upcoming Guests

When the organisation has live guest invitations, See Upcoming Guests opens a list grouped by visit date and location. Each entry shows the guest, the inviter, and whether the invitation has been accepted.

To register a guest from this list, choose an eligible sublocation within the invitation's location and select Register guest. This consumes that accepted invitation without requiring a new host registration.

Pending invitations cannot be registered until accepted. Future invitations cannot be used before their visit date, and expired invitations are no longer available for registration. An accepted invitation stays available through the end of the day after its visit date, subject to the pass remaining valid.

Find out why a guest is unavailable

Check these details before creating another invitation or issuing more passes:

• Location: the registration sublocation must belong to the invitation's selected location.
• Guest permission: the sublocation must allow guests.
• Visit date: the invitation must be usable today in the location's timezone.
• Acceptance: the guest must have accepted a pre-registration invitation.
• Pass validity: a reserved pass must still be valid and must not already be consumed or revoked.
• Identity: the host and guest must be different customers.

Use the customer activity timeline and the Passes section on each profile to review what was sent, accepted, or consumed.