Operations · Analytics
Attendance and access with a single terminal
At a glance · LUMA KEY
LUMA KEY is an attendance and membership management solution made up of an attendance device placed at the store entrance and the LUMA console. Members hold up the QR code on their phone to the device, and staff record clock-in, break, and clock-out with a PIN. On supported terminals with a face camera, members and staff who have consented can also enter with their face — face data is kept encrypted inside the terminal and never stored on the server. The device instantly checks whether a time membership or visit pack remains, and all records are viewable in real time via the console and the mobile admin app.
Who it's for
Actual product screens · Sample member (fictional name)
If this sounds familiar
Key features
Members hold up the QR code on their phone screen to the device scanner, and attendance is done. The QR code refreshes on a short cycle, so a captured copy can't be used by someone else.
The device instantly checks time memberships, visit packs, and always-allowed status, deducting one visit each time entry is made for visit packs. If there's no membership or it's expired, the screen shows the reason, like “You've used all your visits.”
Pass, deny, or try-again results are shown instantly with on-screen color and voice. On pass, remaining membership is also announced, like “2 visits left,” so renewal timing isn't missed.
Supports Korean, English, Spanish, Japanese, Chinese, and German. When a guest selects a language on the device, both the screen and voice switch to that language.
Member attendance is saved on the device first and automatically uploaded once the connection returns. It's only cleared from the device after confirming it's saved on the server, so records are never lost.
If a member forgot their phone, counter staff can mark attendance directly from the console.
If a member has agreed to show their display name, the pass screen says "Hello, [name]" so they can see right away that the terminal recognized them. The voice never says the name.
A member app added to the phone's home screen without an app store install. View your attendance QR, attendance history, and remaining membership all in one place.
Registration only happens with a one-time activation code from the store and is tied to that one phone. Too many wrong PIN attempts locks it, and the app has no attendance button — attendance only happens in front of the device.
Seminar or event attendees can hold the attendance QR received via link or printed QR up to the device, without logging in.
Collect consent text when registering a member, and grant or adjust time memberships and visit packs. Personal data is deleted immediately on cancellation.
Decide per member whether they can use only their home store or every store in the organization — one membership across all your locations.
With LUMA Meeting Room, employees book and check in to meeting rooms from the meeting room tab in the same member app.
Staff members enter a PIN on the device and press one of clock in, start break, end break, or clock out. It uses the same device as member attendance, but the records are managed separately.
Work hours are calculated automatically, and when corrected, the original record isn't deleted — a correction line is added showing who changed what and why.
Once a month's work is closed, that month's records can no longer be edited. Reopening always requires a reason to be recorded.
Where face entry is enabled, the terminal recognizes staff as they step up, and one tap on the confirm button records it. It suggests clock in, clock out or end break based on the moment, so there is less to choose.
Shows the number of staff on duty, members who entered today, and rejection counts, and lets you find members and staff instantly.
Attendance appears in the list the moment it happens, and can be filtered by store, period, and attendance method. The same screen is also available in the mobile admin app.
Shows daily attendance trends, busy hours, and members who used to come but haven't come today — useful for re-engagement outreach.
Download all filtered records as CSV or PDF. Only authorized users can export, and every export is logged.
Displays a single number — “N attended today” — on the store Signage. No names or timestamps are shown.
Decide whether to count only once per day or ignore repeated scans by the same person right after, and choose a member attendance record retention period from 3 to 36 months.
Face entry is an optional feature the store turns on. Only members and staff who have given consent are enrolled; everyone else keeps using QR or PIN on the same terminal.
The data used to recognize faces is kept encrypted inside the terminal. Neither face photos nor face templates are stored on LUMA servers or in the cloud.
Enrollment photos are picked from a folder on the store PC and sent encrypted so that only that terminal can open them. The server only relays them without being able to see the contents, and deletes them once delivered.
With the same face entry, members check in and staff record clock-in and clock-out with a single confirmation. Membership checks and records work exactly as with QR attendance.
We are preparing a feature that detects entry attempts using a photo or a phone screen.
Enter with just a phone, and records are kept automatically
From membership checks to staff attendance, all on one device · AI-generated videoEquipment
The body of the attendance device — receives scans, checks the membership, and reports the result on screen and by voice. Setting the device role to “LUMA KEY” in the console makes it a device
RequiredThe device screen and PIN input that members and staff see — supports both landscape and portrait installation
RequiredReads the attendance QR on a member's phone — automatically detects the port when connected to the box
RequiredVoice announcements for attendance results and greetings — works on screen alone with voice turned off
OptionalAttendance QR and member app (history, membership) — add to home screen from the browser without an app store install
RequiredManage members, staff, and records in the LUMA console (web) and admin app — all you need is a web browser
RequiredNeeded for face entry — works on LUMA terminals with a camera, and face data stays inside the terminal
OptionalHow it works
Use cases by industry
Pilates and yoga studios
Placing a LUMA KEY at the entrance lets members enter with a phone QR
The terminal checks and deducts remaining visits and announces it by voice, removing the need for manual attendance logs and visit counting
Study cafes and coworking spaces
Marking only people with a valid membership as passed and flagging returning visitors as “Welcome back”
Reduces entries with expired memberships and makes renewal reminders feel natural
Adult language academies and training centers
Students check in with a member app QR while managers view time slots and absences in reports
Cuts down attendance-checking time and lets staff reach out first to students who haven't attended recently
Seminars and in-house training
Distributing an attendance link or printed QR without requiring sign-up and scanning it at the entrance
Cuts down time spent signing a list in line and lets you download the attendance list right away
Staff attendance for cafes and restaurants
Staff enter a PIN at the terminal and tap buttons to log clock-in, break, and clock-out
Work records are collected automatically, with correction history and monthly closing giving clear grounds for settlement
Get started
Tell us your store size and the equipment you use, and we'll recommend the right setup and quote. We'll also check your existing screens and printers.
Specs
Works even better together
Frequently asked questions
Yes. On supported terminals with a face camera, members and staff who have consented can check in and clock in with their face. Face data is kept encrypted inside the terminal and is not stored on LUMA servers. Anyone not enrolled keeps using phone QR, manual check-in at the counter or a staff PIN.
No. The member app opens in the phone's browser without an app store installation, and members simply add it to their home screen. The attendance QR refreshes at short intervals, so a captured screenshot passed to someone else won't work. Attendees who come only once just need a link or a printed QR.
Yes. The terminal checks Time memberships and Visit packs right away, and a Visit pack is deducted by one each time the member enters. If a Membership has ended, the terminal shows the reason, such as “Your period has ended”, and when a member passes through it shows the remaining visits. Places that only record attendance can be set to “Attendance only”.
Yes. Staff members enter their PIN on the same terminal and tap clock in, start break, end break or clock out. These records are kept separate from member attendance. When a record is corrected, the original is not deleted and a correction history is kept. After the monthly closing, that month's records can no longer be edited.
Member attendance is saved on the terminal first and uploaded automatically when the connection returns. It is deleted from the terminal only after the server has confirmed it was saved. Staff PIN clock-in/out is currently recorded only while connected, and when the connection is down, a message asks the staff member to try again.
When you register a Member, consent is collected using wording set by the Store, and when a Member withdraws, their personal information is deleted immediately. The retention period for Member attendance records can be chosen from 3 to 36 months (default 12 months), and only people with permission can export the attendance sheet, with a record kept each time it is done.
Our team will help you work out the setup and quote.
