Sending a member's check-in history

In this article you will learn how to generate a member's check-in history as a PDF and send it by email.

Contents

• Prerequisites
• Create an email template
• Set up a notification rule
• Generate and send the PDF
• Result and storage

Fast lane

1. Under Communication / Administration / Templates, choose Create email template, select Check-in history and choose Next, then check Name, Design and Category.
2. Make sure the placeholders #CheckInHistoryFromDate and #CheckInHistoryToDate are included in the subject and content.
3. Under Communication / Notifications / Notification rules, choose Create configuration, click Add notification rule, select the event Check-in history and assign the template.
4. In the member profile, open the Check-in section, use the ⋮ menu to choose Generate check-in history and confirm the date range.

Prerequisites

• The email app is activated and configured in the App Store.
• An existing letterhead design is set up: the logo and sender details for the PDF are taken from your existing letterhead design.

Create an email template

Menu path: Communication / Administration / Templates

1. Choose Create email template. In the dialog How do you want to create your template?, select Check-in history and choose Next.
2. The template dialog opens, prefilled from the Check-in history system template: Additional member information (optional) is already set to Check-in history, and a suggested subject and content are provided.
3. Check the Name, choose a Design and select a Category.
4. Adjust the subject and the content. Make sure the placeholders #CheckInHistoryFromDate and #CheckInHistoryToDate for the selected date range are included. You can also use standard placeholders such as #SalutationInformal, #FirstName and #StudioName as usual.
5. Save the template.

Example subject: "Your check-in history from #CheckInHistoryFromDate to #CheckInHistoryToDate".

Set up a notification rule

Menu path: Communication / Notifications / Notification rules

1. Choose Create configuration to open the Create notification rule dialog, or click on an existing notification rule.
2. Click on Add notification rule. A new dialog opens.
3. As the Event, select Check-in history.
4. Select the Shipping method (only one option is available).
5. Set Communication to Email (the only available channel) and select the Template you created earlier.
6. Optionally enable Do not send email to non-confirmed email addresses to skip members whose email address has not been confirmed.
7. Save.

Without an active notification rule, only the Generate action is available in the member profile (no automatic dispatch). In that case a note in the interface links directly to the setup of the notification rule.

Generate and send the PDF

Menu path: Members / (member) / Check-in

1. Open the profile of the relevant member and go to the Check-in section.
2. Open the ⋮ (more actions) menu in the top right and choose Generate check-in history.
3. In the dialog, check the suggested date range. By default the period from January 1 of the previous year until yesterday is preselected. Adjust the values if needed.
4. Choose Generate and send to confirm. If the notification rule is active, the document is sent automatically by email to the address stored in the member profile, without any additional approval.

If the rule is not active, you see the Generate action instead: the PDF is only created and stored in the member profile, but not sent by email.

If the member has no reachable email address, the software points this out: the generated document is not sent, but is only stored in the member's Documents section.

Result and storage

The generated PDF contains:

• Member name, date of birth and member number
• A table with one row per check-in: date, check-in time, check-out time and studio or location

Layout and branding are taken from the studio's existing letterhead design. The file name follows the pattern "Check-ins <from> - <to>", e.g. Check-ins 01.01.2025 - 30.06.2026.

Independently of the email dispatch, the PDF is stored in the Documents section of the member profile. From there you can open it again later or attach it manually to another communication.