Choosing the right access system for your gym isn’t just about security. You also have to consider member experience, operational costs, and long-term flexibility. If getting through the front door feels slow or complicated, members notice. If access tools frequently get lost, broken, or misused, your staff feels it too.
That’s why some fitness industry operators are rethinking traditional key fobs and considering QR Codes instead. Both options let members check in independently, but the experience and the long-term cost can be vastly different.
In this guide, we’ll compare key fobs and QR Codes across security, cost, and user experience to help you choose the right solution for your gym’s needs.
Note: The brands and examples discussed below were found during our online research for this article
Why gyms are rethinking access control
Traditional access control systems help gyms prevent unauthorized entry and protect valuable equipment by having members scan keycards or fobs to get in. But these physical tools are easy to lose or damage, leading to expensive replacements and high admin overhead.
That’s why some gym operators are moving toward digital-first, truly keyless entry solutions like QR Codes. They’re an easier-to-manage, low-friction way to meet the expectations of today’s tech-savvy clients.
Security must be balanced with member convenience
Security systems are non-negotiable for gym operators, but convenience is essential for gym-goers. If you ask members to carry keycards everywhere they go just to enter your gym, or worse, wait in line at the front desk for staff to confirm their memberships, you may lose them to more convenient fitness centers.
Today’s systems need to be fast, easy, and frictionless. If they’re not, it can quickly lead to frustration and, over time, churn—the last thing any gym owner wants.
Admin tasks slow down staff
Managing fobs and keycards manually isn’t just tedious. It pulls staff away from customer service and core gym operations. Registering new fobs, replacing lost ones, and running system updates all add up, impacting both staff efficiency and member experience.
QR Codes, on the other hand, eliminate the need for physical keycard management and make it easier to onboard or offboard members.
When integrated into your gym management software, you can automate QR Code generation and deliver each member a digital pass immediately after registration. No need to print or distribute physical access cards, and if a member cancels or fails to pay their gym fees, you can expire their code remotely with just a few clicks.
Tech-savvy members expect modern experiences
Mobile devices are central to how today’s members manage their lives. In fact, the average American now spends more than five hours a day on their device.
Given this habit, it’s fair to assume most of your members expect mobile-first experiences—something traditional keycards and fobs can’t offer. QR-based gym access systems, on the other hand, align with how people already live.
Gym members simply scan a code on their smartphones to enter your facility, creating a more modern, frictionless experience that can help attract clients who value convenience.
Lost fobs and cards cost money
Replacement costs for lost or damaged fobs add up fast, especially for multi-location gyms and those with larger client bases. And you’re stuck either charging clients for replacements or eating those costs yourself, reducing your profits.
This makes digital alternatives like QR Codes even more attractive. QR Codes are low-cost to create and free to resend if a member loses their device or accidentally deletes their pass, eliminating the need for physical cards and reducing long-term replacement costs.
Not all gyms have the same security needs
Boutique fitness studios, 24/7 gyms, and high-traffic facilities may have different access priorities. Traditional protocols like staffing entry points or using keycards aren’t always the best fit, especially when you need speed and flexibility to meet high member expectations.
Flexible solutions like QR Codes make it easier to adapt to changing security needs. For example, if you want to issue a one-week pass to a guest at a high-traffic facility, you can simply delete their access code after the pass expires to prevent future entry. This level of control isn’t always possible with traditional options like fobs.
What are QR Code access systems, and how do they work?
QR Code access systems use scannable technology to manage secure entry into fitness facilities. Gyms typically share access QR Codes via email, SMS, or through their mobile apps. All gym-goers have to do is pull up the app or their mobile wallet and scan their code at a designated entry point scanner to unlock access.
Here’s how you can effectively use QR Codes to manage gym security.
Create Dynamic Codes for flexibility and control
Some visitors may only need access for a day, week, or month, and there will always be those who fall behind on their membership dues. You may also want to generate new codes regularly to prevent sharing or unauthorized use.
With Bitly Codes, you can expire codes remotely or update the URL linked to a code at any time (depending on your Bitly plan). Each Dynamic QR Code gets a corresponding short link—a unique, trackable link that connects the Code to its destination page.
If a membership expires, you can easily redirect that short link to a landing page explaining why access is no longer available and offering a renewal option. Or you can delete the original Bitly Link or QR Code to fully disable access.
Important: Once a short link has been redirected, it cannot be deleted, and the associated QR Code remains active. Anyone who still has access to the original QR Code or short link will still be able to use it, even after the destination changes. To fully disable access, deletion must occur before a link is redirected. If a member renews, you’ll need to generate and share a new QR Code to restore access.
Track scans over time and by location
Depending on your QR Code platform, you may be able to access engagement data like total scans, scans over time, and scans by location. These insights show when and where members use your QR Code access control solution, helping you identify peak traffic times and optimize facility operations.
With Bitly Analytics, you can track scans over time to see when gym traffic is highest. These trends can help you plan staffing, schedule classes, or adjust facility access based on busy periods.
Bitly Analytics also provides scan location insights (by city and country), making it easier to manage multi-location fitness facilities. You can quickly see which gyms have the highest and lowest traffic, then adjust promotions, resource allocation, or operational strategies accordingly.
Send access codes automatically
QR Codes are digital by nature, eliminating the need for physical, in-person distribution. Instead, you can text or email gym-goers their QR Code membership cards immediately after they sign up or renew.
Going digital helps new members get started faster without waiting for fob production. It also reduces admin work, giving your team more time to focus on high-value tasks like improving member experiences and strengthening your gym community.
Enable temporary or guest access
QR Codes make it easy to offer temporary or limited-time access to your gym, whether for free trials, guest passes, or short-term class packages. You can configure your QR Codes to align with specific timeframes, giving visitors secure, controlled entry without needing to issue permanent fobs or keys.
With Bitly, it’s simple to label and organize QR Codes by campaign, visitor type, or access level. This helps you keep track of active codes and easily disable or redirect them when trial periods end or guest visits expire.
Organizing temporary codes also supports better operations. For example, you can create a batch of QR Codes labeled “One-Week Trial” and set internal reminders to review them weekly. If access needs to be revoked, you can delete the associated short links or update the destination page to prompt membership sign-up.
Customize QR Codes for branding
You could use standard black-and-white QR Codes, but they just don’t carry the same weight. Customized codes featuring your gym’s colors, logo, and a branded frame can feel more trustworthy and polished, which can strengthen your fitness facility’s image from the first interaction.
Bitly offers a wide range of customization options, so you never have to settle for generic codes. Free plans include basic color, frame, and pattern choices, while advanced plans offer advanced design tools and the ability to add a custom logo.
Some plans (Growth, Premium, and Enterprise) also allow you to brand the embedded short link with your own domain, creating an even more professional and cohesive experience.
No hardware to distribute or replace
Access QR Codes work directly from members’ mobile devices. To enter your facility, they simply open their QR Code membership card and scan it at a dedicated reader—no keycards or fobs required.
This eliminates the need to issue, track, or replace physical access tools, reducing initial setup costs and ongoing expenses. It’s especially beneficial for smaller or growing gyms that want to modernize operations without heavy hardware investments.
How do QR Codes compare to traditional fobs?
Fobs are one of the most familiar and widely used access control options. But while they’ve served gyms well for years, they’re no longer the only solution. QR Codes offer a flexible, cost-effective alternative that may better fit your modern members’ expectations.
Here’s a head-to-head breakdown to help you choose the right option for your gym.
Security
When implemented correctly, both fobs and QR Codes offer strong security features. They allow only authorized members to enter your facility using their assigned access tool.
However, fobs carry a greater risk of loss or theft, which can lead to unauthorized access if a lost fob is not quickly reported. In addition, fobs don’t always support time-bound access, making it easier for former members to continue using them after their memberships expire.
QR Codes can offer more control. Because access is completely digital, your team can quickly deactivate a code remotely if a device is lost or membership lapses. This can lower the risk of unauthorized access and reduce misuse tied to limited-time passes.
Cost to implement and maintain
Gym fobs typically cost $2–8 each, and while that may not seem like much at first, the total can add up if you have a lot of members or multiple locations. Costs rise even further if you frequently need to replace lost or damaged fobs.
QR Codes are digital and don’t require any hardware besides the entry point scanners, keeping initial setup costs low. The main ongoing expense is your QR Code generator’s subscription fee, which is generally more affordable than the combined cost of issuing, replacing, and maintaining fobs.
Admin workload
Gym fobs require physical distribution, tracking, and deactivation. Your team must log each fob to a specific member, issue them after registration, confirm that they work properly, and issue replacements after loss or damage. It all adds up to a significant admin burden, especially as membership grows.
QR Codes create a lighter administrative load. Everything can be issued, updated, or deactivated remotely, often with just a few clicks. With an intuitive QR Code generator like Bitly, it only takes a few minutes to generate, download, and expire QR Codes whenever you need.
Scalability for multi-location gyms
If you operate multiple locations, each site needs its own gym key fob system, which can quickly drive up costs.
QR Code-based door entry systems simplify expansion. You only need to install readers at each of your locations. No need to manage or restock physical inventory or invest in expensive programming hardware.
Plus, Bitly makes it easy to track and manage access across multiple locations. Within Bitly Analytics, you can view, organize, and monitor QR Codes for all locations under a single dashboard, helping you streamline operations as your gym network grows.
When QR Codes make the most sense
QR Codes are a strong choice for gyms that want more automated onboarding, increased flexibility, and less friction for members, especially in limited-staff environments. They work well across a variety of fitness centers and setups, including:
Boutique studios and class-based gyms
These facilities often offer specialized services that require more dynamic access control, like yoga, pilates, or spinning classes. QR Codes are ideal because they can be redirected to each class’s destination URL whenever needed, reducing admin work. Here’s how that would work:
- Create and shorten a URL for each class or session.
- Link Session A’s URL to your QR Code.
- Once the class is done, redirect the QR Code to Session B’s URL (and so on).
With Bitly, managers and trainers can track scan totals to see how many people attend each class or session. This information can help them better plan schedules and offer more of the classes members love most.
Bitly also facilitates better organization through folders or Campaigns—gyms can group each session’s or instructor’s URLs in folders for more streamlined tracking. .
24/7 or unmanned access gyms
QR Codes are an ideal solution for gyms that operate around the clock or with limited staff. Members simply scan designated codes at the door to access the facility without waiting for staff to check them in. This self-service setup gives members more flexibility while helping your team maintain control over access remotely.
Franchise or multi-site operations
For gyms with multiple locations, managing access through traditional keycards or fobs can quickly become complicated and expensive.
With a platform like Bitly, gym operators can centralize QR Code management across locations through a single dashboard. This not only reduces operational costs but also makes it easier to monitor and compare traffic trends between sites.
Pop-up or mobile fitness setups
QR Codes are especially useful for temporary fitness setups—think park yoga sessions or 5k events—where installing permanent hardware or lugging around bulky scanners isn’t practical. Unlike fobs, QR Codes can be scanned with just a tablet or smartphone, making it simple to check in participants upon arrival.
This flexibility makes QR Codes ideal for events like beach boot camps, rooftop yoga classes, or mobile fitness tours, offering professional access control without major setup costs.
Tips for creating secure, member-friendly gym access codes
As you design your QR Codes for gym access, you’ll need to balance security and usability to encourage adoption and reduce misuse or confusion. Here are a few tips to help you get the most from your gym access control system and create secure, user-friendly fitness QR Codes that members trust and use with confidence:
Use Dynamic QR Codes to expire or update access
Dynamic QR Codes are ideal for gym access systems because they can be updated or expired as needed. If someone signs up for a limited-time membership or cancels their subscription, you can redirect their QR Codes to a landing page that explains why access is no longer available—or delete the QR Code to fully disable it.
However, keep in mind that access control is ultimately managed through the destination URL linked to each QR Code. To restrict or remove entry, your gym’s membership system must be set up to appropriately handle access permissions once a QR Code is scanned.
Add branded CTAs and frames
In addition to branding your QR Codes with your logo and colors, you should also include a branded frame that features a clear call-to-action (CTA) to build trust and provide clarity.
Customization and a concise but descriptive CTA (like “Scan to check in”) can help members feel more confident about using your codes, improving engagement and trust. Check out these fitness QR Code design ideas for inspiration.
Track usage and adjust over time
Monitor usage patterns through your QR Code platform to gather insights on gym traffic and member engagement. This data can help you streamline operations and optimize staffing.
For example, if scan data shows that Fridays are typically the busiest day of the week, you can schedule additional staff to maintain smooth operations. If data reveals that yoga classes are consistently more popular than HIIT sessions, you can adjust class offerings to maximize attendance.
Test scanning in real-world lighting
Lighting can impact QR Code scannability, so test your access codes in both daylight and nighttime conditions before rolling them out to ensure reliable performance.
If they’re hard to scan, you can tweak the colors to increase contrast or adjust the surrounding lighting or scanning hardware position. For example, glare from a security light might be interfering, making it hard for the reader to scan the code.
Simplify secure gym access with Bitly Codes
QR Code-based gym entry systems offer a flexible, cost-effective, and scalable way to provide secure access to your facility while making check-in faster and easier for members. Gym staff can issue access codes remotely, and there’s no need for expensive hardware or complicated inventory management.
Bitly makes it easy to create Dynamic QR Codes that enhance branding, simplify access management, and deliver a seamless, modern member experience.
With a premium Bitly plan, you can brand, track, and update or expire every QR Code—without adding extra tech complexity. The Bitly platform is designed to be intuitive and user-friendly, so you (and your staff) can get started in minutes. And with everything organized in one convenient, digital dashboard, admin becomes a breeze.
Sign up for Bitly today to modernize your gym access system and enhance the member experience!
