This feature is available to gyms on the Club Tier and above.
Visitor Profiles in BETA serve as a central hub for managing individuals’ information, ensuring a smooth and organized experience for both climbers and staff. From tracking passes to handling subscriptions, Visitor Profiles streamline the management of all relevant details.
App profiles, can be directly searched for via QR code,
Visitor QR Codes
This help article covers the various QR codes connected to a visitor's profile.
Access profile details, edit them, add a profile picture, preview visitor’s completed forms, verify their climbing proficiencies, and check overall compliance with your gym's safety standards — all via the profile pop-up!
BETA uses a simple traffic light system to quickly indicate a visitor’s climbing status based on their form and proficiency records. This traffic light system is visible throughout the dashboard and POS, it helps staff quickly assess whether a visitor is cleared to climb, needs further validation, or requires action before entry.
Learn more about BETA’s traffic light system,
BETA’s traffic light system
Essential guide for staff. BETA’s traffic light system indicates visitor climbing status and permissions, ensuring smooth and safe access to climbing activities.
You can upload an internal photo to a visitor’s profile for identification purposes, ideal for quick visual verification at check-in or during manual validation. This image is only visible to staff and will not be shared with the visitor or used in external communications.
You can leave comments linked directly to individual event participants. These comments help keep track of important notes or details specific to that profile’s booking.
If a participant is transferred to another event, you have the option to move their comments along with their booking. This applies even if they are moved to a different event template, ensuring all relevant information stays connected to the participant regardless of changes.
Learn more about BETA’s comments,
Comments Explainer
Explore how to effectively use internal comments in the BETA dashboard for confidential tracking and communication.
If a form is configured to require email validation, the visitor must confirm their email address before the form is considered valid. They'll automatically receive an email with a link to complete this step.
Alternatively, your staff can manually override and validate the email directly from the visitor’s profile, useful if the visitor is onsite or experiencing issues with the automated email.
To manually expire a form or deny validation, go to the visitor's profile and click the "Expire Form" button.
Read more on how to validate a visitor’s form,
Forms on Visitor's Profile
This help article covers how to add, view, validate or reject forms on a profile.
Profile Tags are auto-generated by BETA to keep track of
 | Quickly identify if the profile if the Family Admin, meaning they control that profile. |
 | Wish them a Happy Birthday, it’s their birthday! |
 | Quickly identify if the profile has logged into the App. If this Profile Tag is missing, the profile has not logged into with the credentials you have on hand. |
You can manually add a Tag or Climbing Proficiency to a visitor’s profile—ideal for recording safety checks (like Lead Belay or Top Rope proficiencies) or adding context such as warnings, student status, or general info.
Read more on how to add or remove tags/proficiencies from a profile of a visitor,
Manually grant and remove a tag/proficiency from a profile
Learn how to manually grant tags or climbing proficiency to visitor profiles for safety checks and context, keeping your climbing community organized and informed.
View, assign, or update passes for each visitor. Pass Management ensures climbers have the right access based on their activity preferences and status. From here you will also be able to see if a pass has been purchased or if it was issued manually.
Track visit logs and monitor event participation. This allows staff to understand visitor habits and maintain accurate records.
The Profile Visit History export lists all recorded visits for a profile.
If you have migrated to BETA, only visits recorded after your migration will be visible in the export. If you wish the export to include these visits, you must first select “Show All History” before exporting (please note, by default these records will have less information, as details might not have been stored in your previous provider.
You can download the Check-In Report from the Profile » Visits section.
Make sure to select “Show All History” first to include the full visit history, then export the data. This will give you a complete list of check-ins and visits associated with that profile.
Understand the export:
visit id → Unique identifier for the visit record
start time / end time → When the visit began and ended (ISO 8601 format)
location → The gym location where the visit occurred
pass id / pass type → The ID and type of pass used for entry (if applicable)
event booking id → If the visit was linked to an event booking, this is its ID
slot booking id → If the visit was linked to a timed slot booking, this is its ID
same day reentry → Indicates whether the visit was a same-day re-entry rather than a new visit
View upcoming, enrolled, missed and cancelled events. From here you have the ability to see if events were purchased, and manage their attendance.
Review payment history, including purchases, refunds, and outstanding balances, to resolve any financial discrepancies efficiently.
Manage individual subscriptions, including upgrades, cancellations, and billing details. Visitor Profiles allow control of active and past subscriptions.
Read in more detail in the help article linked below,
Subscriptions Explainer
Find comprehensive guidance on managing subscriptions, including billing, payment methods, and troubleshooting issues within the BETA platform. Access tips for effective subscription management.
When purchasing items online, BETA matches profiles using the following details:
Name & Surname
Date of Birth (DOB)
Email Address
For accuracy, these details must match exactly with the existing profile.
If discrepancies occur, a new profile is created. To maintain clean records, you can merge duplicate profiles into a single one, ensuring all purchase history and details are consolidated effectively.
Merging profiles consolidates all activity, purchases, forms, and information into the selected profile,
Creating, Merging and Deleting Profiles
This help article covers how to create, merge and delete visitor profiles in BETA.
The merge assistant streamlines reviewing all profiles in your dashboard, see below
EXPERIMENTS: Merge Assistant for Duplicate Profiles
Identify and merge potentially duplicate profiles
When someone signs up using Sign in with Apple (which is required to be on the iOS store), Apple gives them the option to keep their personal email private.
In that case, Apple creates a unique email address ending in @privaterelay.appleid.com Messages sent to this address are automatically forwarded to the person’s real inbox, allowing communication without sharing their actual email address.
You can learn more on Apple’s support page. If this is the case, you can perform an profile merge, by asking them to share their QR code.
Search for a BETA app profile via QR code:
Visitors' QR Codes
The BETA app displays two different QR codes:
Share Profile QR code - used to share one’s individual BETA profile with others e.g., reception/desk staff
Entry/Check in QR code - used to check a climber in with a pass they’ve purchased
Attention: The Share Profile QR code can still be used for check in, providing that the climber has a valid entry/pass and form(s) linked to their profile. The Check-in QR code, however, cannot be used to search for a climber on the BETA dashboard.
Yes! The QR code is time-sensitive and dynamic.
It expires after a short period or as soon as it’s scanned. This prevents climbers from sharing screenshots or reusing QR codes, ensuring that check-ins are secure and only valid for the individual user.
No — QR codes are intentionally dynamic and cannot be made static. This is a security measure to prevent unauthorized access, such as sharing screenshots or checking in unverified climbers without valid waivers or required proficiency.
If you have Allow unverified auto check-in disabled, visitors can only generate a QR code with a form and safety proficiency. Always make sure the visitor has both a validated form on their profile and a safety proficiency.
Sometimes, the form might require email validation and/or manual validation, depending on your settings for the form.
This could be occurring for a few reasons:
Their profile has an expired form/waiver. (They can sign a new form to advance their status.)
Their profile does not have a climbing related proficiency (eg belay safety, or lead climbing, etc.)
If your form is set to “require email validation”, then they have not validated their form. You can ask them to validate their form by checking their emails, or you can manually validate their form /help
Validate a visitor’s form:Forms on Visitor's Profile
All of the above must be valid for a climber to use QR code check-in.
The QR code is valid for one check-in or 15 minutes, whichever comes first. Additionally, BETA only allows one active session per visitor. If the same profile attempts to check in again while already checked in, an error will be shown.
The expiry date will display once the pass has been activated (first use) or if a start date has been manually set. If no expiry date is showing, it means the start date hasn’t been set yet — the Entry on the Profile will show Upcoming
Prepaid passes begin on the first check-in, unless a start date has been manually set when issuing the pass or later in the pass settings.
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