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How to get started with Hello Club and setup the Visitor Log
How to get started with Hello Club and setup the Visitor Log

New to Hello Club and want to start using the visitor log & contact tracing module? Follow these five steps to get started.

Molly Rainey avatar
Written by Molly Rainey
Updated over a week ago

Note: These instructions are specifically written for clubs and organisations that don’t have a Hello Club account yet, but want to get started the Visitor Log module quickly. If you are already a Hello Club customer, please follow these steps instead.

1. Open a free Hello Club account

The first step to get started is to open a free Hello Club trial account. Simply follow the steps in the next few screens and provide all relevant details about your club or organisation.

When prompted about your main activity, please specify an activity and answer Yes when asked if you require a booking facility:

Even if you don't plan to use online bookings initially, it is useful to enable it now in case you do decide to use it at a later stage.

2. Remove dummy data

We populate each new account with some dummy data to give you a feel for the system and to allow you to play around with the data without worrying about changing somebody's real membership details.

To remove this dummy data, simply click on the link in the green message that shows up on the home page after you login:

3. Enable the visitor log module

Next, enable the visitor log module:

  1. Go to the Club module

  2. Open the Visitor Log card

  3. Tick the checkbox to enable the visitor log and then press Save

For further customisation of the visitor log, click on the Text tab and adjust the introduction text and terms & conditions to your liking. Both of these text fields have support for markdown if you want to use additional formatting.

4. Download a QR code image

If you want to print a large QR code so that visitors can scan this and do the visitor log/check-in on their own device, thereby avoiding the need to touch a shared computer, click on the button in the bottom left to get your unique QR code:

Click on the QR code that pops up to download the image. You can use this in any document that you create and print it out and hang it at the club entrance.

5. Enable kiosk mode

If you want to use the visitor log on a tablet or computer at the club so that people who don't have their phone on them can sign in as well, you need to login to Hello Club as an administrator on that device first.

Once you're logged in on that device, enable kiosk mode in Hello Club:

  1. Go to the Club module

  2. Open the Kiosk Mode card

  3. Ensure that Visitor log is selected as the default kiosk page

Lastly, press the green button to enable kiosk mode on that particular device:

Once enabled, you can sign out of Hello Club again and that should bring up the visitor log which also contains a QR code for members to scan directly from the device.

That's it!

You are now ready to start logging visitors into your facility for contact tracing purposes. To view or export your logs, simply login to Hello Club on your own computer or device, and head to Logs > Visitor Logs to view all entries. You can filter and export your data as needed.

If you want to know how to log visits as a member or visitor, please refer to this help article.

We will be making future improvements to this module based on feedback from our users, so feel free to reach out via live chat if you have any suggestions or questions about using this module.

Further reading

Making it easier for your members

If you have members that visit your facility on a regular basis, you can make it easier for them to check-in regularly by creating an account for them in Hello Club where they can manage their details and keep their information up-to-date.

We can help you get started by importing a list of your members, after which you can send them a welcome email so they can setup their own accounts. Please reach out to us if you need a hand importing your members.

Choosing a plan once your trial expires

Once your 30 day free trial expires, you can choose one of our plans to continue using Hello Club. If you are not using Hello Club to manage your members or if you have a small club, you are welcome to use our Free plan so you can keep using our visitor log module indefinitely.

If you'd like to know more about our different plans, head to our pricing page or when in the app, go to the Club page and then the Account card from where you can choose a plan.

Doing more with Hello Club

If you enjoy using Hello Club and you are considering doing more with it, like managing membership renewals, club bookings, events or contactless online payments, please get in touch with us and we'll be happy to help you get started!

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