Experience Cloud Membership Check-in

The article is provided as a guide. Please note that any further questions/assistance, or details will require Premium Support to be purchased.

1. Introduction

The Subscriber Check-in System is a comprehensive solution designed for museums and similar institutions to manage member check-ins efficiently. This system is integrated with the Payments2Us package, providing a user-friendly interface for staff to process member check-ins and manage memberships. A new Lightning web component (LWC) named ‘SubscriberCheckinLwc’ is introduced, compatible with the LWR community, and works for Salesforce Experience sites only. The view in this component can be used by user to check their subscription information, renew their membership, and do membership check-ins.

2. Membership Check-in

The system allows staff to enter a membership number, which is then validated against either Account-based memberships (starting with 'A') or regular Contact-based memberships, displaying the associated subscription if found.
Once a valid membership is found, the system displays the membership details (type and expiry date) and shows a "Renew Now" button if the membership is expired or nearing expiry, while for active memberships, it displays a table of associated contacts that can be selected for check-in.
When contacts are selected and the check-in button is clicked, the system creates timestamped Subscription Check-in records for each selected contact, linking them to either the Account Subscription or Subscription record based on the membership type, and provides immediate feedback on the check-in status.
The system integrates with the Payments2Us renewal system, allowing expired memberships to be renewed directly through the interface.

3. Setup in Experience Site

Go to Setup -> All Sites -> Open the builder of the experience site.

Click on the lightning icon (components tab) from the left bar
Search for 'Subscriber Check In' in the search bar.
Create a new blank Page named Subscriber Check In, following the steps below:
1. Click "New Page," and a pop-up will display.
2. Select Standard Page from the options, and then next select the + New Blank Page Button
3. After that, enter the page name ’Subscriber Check In' and click 'Create'.
After the page is created, click on page settings and set the Page Access to public.
Finally, drag and drop the component at a suitable location on the new page.

If you see any error toast messages after dropping the component in the builder. Ignore it.

4. Field Selection in the View

By default, only Name will be visible in the check-in contacts view.
A new fieldset is created on the contact object named Subscription_Check_in_Display. Fields can be added to this field set, and those fields will be visible in the table.

5. Renew Now Button Visibility

The Renew Now button on the view will be visible/activated based on the End Date of the subscription, based on the membership No.

6. Check-in Selected Button Visibility

Check-in Selected button on the view will be visible/activated if the subscription is not or about to expire, and at least one contact is selected.

7. Navigate to Experience Site Guest User/Profile

In order to navigate to the site guest user of your experience site:

Check your experience site name. Goto Setup → All Sites. In our example it would be Membership CheckIn

Now Goto Setup → Sites and open the site with the same name as you experience site.

Once the site detail page open opens. Click on Public Access Settings, it will open the profile of your experience site guest user for giving object access.

Further you can click on “View Users” to open the user view of your experience site guest user for permission set assignment etc.

8. Permissions To Be Updated

For this view to work perfectly for the experience site user, the following permissions need to be updated on the Experience Site Guest User profile. Check Step 7 for navigating to experience site guest user profile.

Give the following permissions on the experience site Guest User profile:

Object Permissions

Give Read, Create, Edit, and view all fields access to the following object on the profile level:
- Subscription Check-in
Give Read and View all fields access to the following objects on the profile level:
- Subscription
- Account Subscription
- Subscription Groups
Give Read and View all fields (or necessary fields only) access to the following objects on the profile level:
- Accounts
- Contacts
- Merchant Facility
Assign the Payments2Us Sites permission set to the Experience Site Guest User. Check Step 7 for navigating to experience site guest user.

To ensure this view functions correctly for Experience Site users, sharing rules must be configured in Setup, based on the criteria that determine which data should be visible to the Site Guest user.

For lightning users, click on the setup cog (top right).
Search "Sharing Settings"
Click into the Sharing Settings
Scroll down the page and click the "New" button in the "Merchant Facility Sharing Rules" section.
Rule Name: “Payments2Us Subscriber Check In Merchant Facilities”
Select “Guest user access, based on criteria”
Criteria “Active equals true”
Select the user that is associated with your membership experience site.
Access Level “Read Only”

For lightning users, click on the setup cog (top right).
Search "Sharing Settings"
Click into the Sharing Settings
Scroll down the page and click the "New" button in the "Subscriber Group Sharing Rules" section.
Rule Name: “Payments2Us Subscriber Check In Subscriber Group”
Select “Guest user access, based on criteria”
Criteria “Active equals true”
Select the user that is associated with the Sites, which is the Membership CheckIn Site Guest User.
Access Level “Read Only”

10. Configuration and Styling

Besides changing the field to display, button labels, and headers can also be customised. Also, styling, font, and colors can be updated. For details, please refer to the Experience Cloud Membership Components Styling article

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