What The Front Desk Walk-In Page Helps You Do
The front-desk walk-in page gives a visitor one place to enter their details and sign your gym's published waiver on a tablet. Your staff do not need to type the visitor's information. A completed visit appears in Leads and creates an inactive student record with the signed waiver on file.
Use this page when someone visits the gym and needs to share their contact details and sign the waiver. Signing does not enroll the person, assign a plan, activate their student record, or start student payment billing. Your existing website inquiry forms and Self Check-In kiosk continue to work as before.
Before You Start
- Sign in as the academy owner. Only an owner can enable, disable, or replace the front-desk link.
- Publish your English waiver agreement first. MatAdmin will not let you enable the link without it. You can also publish a Spanish agreement. If one is not published, a visitor who chooses Spanish sees the English agreement with a notice.
- Choose a tablet for the front desk and decide who can access the walk-in link. Keep the link private because a person with it can submit a walk-in.
Set Up The Front Desk Walk-In Page
- Open Leads and select the Front desk tab. The Kiosk page also links there.
- Find the Front desk walk-in card and enable the link.
- Copy the link and open it in the browser on your gym's tablet.
- Keep the tablet on the page for visitors. Staff can open the dashboard separately to review walk-ins in Leads.
To stop using the page, disable the link. It stops working immediately. If the link is shared with someone who should not have it, select Replace link on the same card. The old link stops working immediately, and any intake in progress ends. Copy the new link and open it on the tablet.
What Visitors Do
The visitor first chooses whether they are the adult participant or a parent or legal guardian signing for a minor. For a minor, they enter the participant's name and choose Parent or Legal guardian. The signer enters their name and at least one way to contact them, an email address or phone number. An adult can also open the optional emergency contact section and add a name and phone. For a minor, the parent or guardian who signs becomes the emergency contact. They select Continue to agreement to review your published agreement.
The visitor types their signature and selects Sign and finish. The page then shows whether the signature was recorded, staff need to continue, or the signature was not recorded. It does not show personal details in this message. The visitor can select Next visitor, and the page also returns to a blank form automatically after 20 seconds.
If someone is still reading or filling in the form after five minutes without activity, the page gives a warning and a 30-second countdown. They can select Continue for more time. Otherwise, the form clears and returns to a blank page.
What Your Gym Gets
A completed signature creates an inquiry in Leads with the Front desk channel and an inactive student record in Members with the signed waiver on file. The student has no plan, is not activated, and has no student payment billing started. Signing is not enrollment.
If the details closely match an existing student, MatAdmin pauses the visit before collecting a signature. The visitor sees a general message asking them to speak with the front desk. In Leads, staff open the walk-in and choose Verify this walk-in. They can connect it to the existing student or create a new student. Verification only resolves the student record. If a waiver is still needed, staff can continue with the student's waiver signing flow.
A visitor may infer that a matching record exists when asked to speak with the front desk instead of signing right away. Keep the walk-in link private, and replace it if it leaks.
Protect Privacy And Share The Tablet
The page does not keep visitor details in browser storage. It clears the details and signature when a visit is completed, held for staff verification, ended by the visitor with End this intake, or cleared after inactivity. Nothing from the previous visitor stays on screen for the next person.
The front-desk walk-in page and the Self Check-In kiosk are separate pages with separate links. On one tablet, staff can switch between their browser tabs or reopen the link for the page they need. There is no in-page shortcut between them. Some gyms use a second tablet so each page stays ready on its own device.
If an iPad is locked to one page with Apple's Guided Access, staff must end Guided Access before switching pages. Triple-click the side button, or the Home button on an older iPad, and enter the Guided Access passcode. Then turn Guided Access off, or open the other page and start Guided Access again there. Guided Access is an iPad setting, not a MatAdmin feature.
Common Issues
If the front-desk page says the link is unavailable, ask an owner to check that it is enabled under Leads > Front desk and that you are using the current link. A disabled or replaced link will no longer work.
If the owner cannot enable the link, check that an English waiver agreement has been published. Return to the Front desk walk-in card after publishing it.
If the visitor is asked to speak with the front desk before signing, open Leads and review walk-ins that need verification. Resolve the student record there before continuing with any needed waiver signing.
If the visitor sees that their signature was not recorded, ask them to speak with staff. Check the student's waiver record before asking them to sign again.
When To Contact Support
Contact support if the current enabled link still shows as unavailable, a visitor was told their signature was recorded but the student's waiver record does not show it, or a held walk-in has no matching student to verify. Include your academy name, the approximate time, and what the visitor saw.
Need help? Contact support at support@matadmin.app and include your academy name plus a short description of the issue.