Nationwide: Front Desk Staff Procedures and Information

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Search for Members

Unable to find a member in Nationwide system

Check for Liability Waiver in Nationwide system

Nationwide Ineligibility

Before being admitted into a participating Y, nationwide members will present a valid Y membership card that includes a photo or other photo identification. If members do not have membership cards, staff at the front desk can look them up by name or phone number in the Nationwide Membership System.

To search for members 

1. Go to Member Check In (search screen). 
2. Ask for their membership card or photo ID. 
3. Swipe or scan the membership card. - Or, enter the member’s name (first name, last name). 
4. Click Find
   1. If the Basic Search produces too many multiple matches, click the Advanced Search. 
   2. Add additional search criteria such as phone number, zip code, association, branch, etc. 
   3. If the member’s record shows as Eligible and the Waiver Icon is not showing, click Check In.

What if a nationwide member’s name doesn’t show up in the system? 

If a member’s name does not show up in the system, it’s likely that the member’s home Y is not participating in Nationwide Membership. You may consider contacting the member’s home Y to verify that the Y home is participating in Nationwide Membership. If the home Y is not participating in Nationwide Membership, you may admit the Nationwide Member using your Y’s guest policies or practices (with or without charging a guest fee). It is important to be aware, however, that nationwide members may be surprised to be charged a guest fee for such visits.

Perform Checks - Check for Liability Waiver

1. If the system displays Ineligible next to the Waiver Icon, you will need to clear the waiver before you can check the member in. 
2. Inform the member that he or she will need to sign a paper or electronic waiver that meets the requirements for Nationwide Membership. 
3. Click the Waiver Icon. - In the How Would the Constituent Like to Receive Their Waiver screen, select how the member will receive the waiver: - If electronically, select whether the member will sign the waiver electronically now or via email (with an email that is already on file or with a new email you enter). - If physically, select Upload Now or Upload Later. The waiver appears on screen, ready to be printed. 
4. Ask the member to sign the waiver. - For instructions on doing so either electronically or in print, see the appropriate instructions in the Additional Information section. 
5. After the member signs the waiver and you are back at the Member Check-in screen, the check-in button is now active, the status is Eligible, and the border around the photo is green. Click Check In.
6. Signing the Waiver Electronically 
   1. If you selected Electronically in step 4, an email with a link to the waiver signing page is sent to the member’s personal device or to the visited Y’s pad. If you selected Sign Now Electronically, the waiver signing page opens within the system. In either case, the member reads the waiver, types his or her name in the box provided, and clicks Sign & Accept. 
7. Signing the Waiver Physically 
   1. If you selected Physically in step 4, print the waiver, have the participating Y member sign it, and then follow the appropriate steps below: 
      1. If you selected Upload Later 
         1. When the Waiver Acceptance screen appears, click Yes in response to the question “Member has a signed waiver?”; then click Close to return to the Member Check-In screen. Store the signed waiver in a secure place for future upload.

Perform Checks - in certain situations, a member may not be eligible for Nationwide Membership. Those reasons vary, including:

• The member has a lost privilege
• The member’s data record has been uploaded incorrectly from the home Y
• The member may have a special membership type at the home Y that makes the individual ineligible for Nationwide Membership
• The member’s membership may not be in good standing at the home Y

If you have cleared the liability waiver (by following the instructions listed on the previous page) and Ineligible still shows highlighted in the member’s record, then then the member can be denied entry. 

Note: The system does not display to front desk staff the reason why a member is ineligible. If you have questions, ask a supervisor.

To check for eligibility (if the liability waiver has been cleared) 

1. If the liability waiver has been cleared, yet Ineligible is highlighted on the member’s record, then the member is ineligible to visit your Y as part of Nationwide Membership. 
2. Communicate sensitively to the member that he or she is ineligible to visit as part of Nationwide Membership. 
3. Use the Ineligible for Check In Card and Instructions to gather and record the home Y information and communicate sensitively to the member. 
4. Offer the member an opportunity to visit your Y according to your Y’s guest policy. 
5. Click Deny

To check the number of check ins

1. Look for Check-Ins number

2. Follow your Y’s policy regarding the number of check-ins

Additional Eligibility Information

1. If you encounter a member who’s record indicates that he or she is ineligible, you will be able to verify that the member’s home Y is participating in the Nationwide Membership on www.YMCA.net beginning November 2017. This information may be helpful in communicating with the member. 
2. Liability Waiver – Nationwide members must sign new waiver language to participate in Nationwide Membership. 
3. Number of Check Ins – When a nationwide member checks in, you can see the number of times a nationwide member has visited your Y. The check-in screen displays a list that shows detail check-ins for an individual at your Y over the last 30 days. The home Y will see a listing of all detail check-ins. 
4. Nationwide members may visit other participating Ys but they must use their home Ys, on average, at least 50 percent of the time.

Check member in or deny entry

Now that you’ve performed the necessary checks, you may check the member in or deny entry.

To check member in 

1. If member is eligible for check in and meets your Y’s criteria to visit, click Check In. 

2. Be sure to Connect and Support with members, see examples below.