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Integrate Zen Planner with Kisi

Zen Planner is an all-in-one member management platform for gyms, martial arts schools, and boutique fitness studios, covering memberships, scheduling, billing, and reporting. Connect Zen Planner with Kisi to automatically grant and revoke door access based on active membership status — no manual access management required.

info

This is a Kisi-built integration, maintained and supported by Kisi.

note

Attendance check-ins are planned for a future release of this integration.

Prerequisites​

  • Kisi organization administrator rights
  • Zen Planner account with admin access
  • Your Zen Planner scope. The scope identifies your Zen Planner account. Kisi uses it to get API access and to match incoming Zen Planner events to your organization. If you don't know your scope, contact Zen Planner support or our support team.
  • A Kisi place for each Zen Planner location, and a Kisi group with the door access members should get

Set up the Zen Planner integration​

Complete the setup steps in order: add a scope, map it to a Kisi place, then configure membership access. Until a scope is authenticated and mapped, the integration shows one of these banners and Add Configuration is disabled:

  • Authenticate a Zen Planner scope before adding configurations.
  • Some scopes are not yet mapped to a Kisi place. Map them in the Gym Locations tab before creating a configuration.

Add a Zen Planner scope​

A scope represents the Zen Planner location that you want to connect to Kisi.

  1. Sign in to Kisi
  2. Click the integrations icon (3x3 grid of dots) > Add Integration
  3. In the Type dropdown, select Zen Planner and click Add
  4. In the setup window, click Settings
  5. Under Add Scope Credentials, enter a Name and the Zen Planner Scope
  6. Click Add Scope. The scope appears under Authenticated Scopes with the status Authenticated.

Map the scope to a Kisi place​

  1. Open the Gym Locations tab and click Add Mapping
  2. Select the Zen Planner scope
  3. Select the Kisi place that corresponds to the scope
  4. Click Save

Each Kisi place can be mapped to only one scope, so places that are already mapped aren't listed. Add Mapping is disabled once every scope is mapped.

  • To change a mapping, click its row
  • To remove mappings, select them and click Delete

Configure membership access​

  1. Open the Configurations tab
  2. Click Add Configuration. Only scopes that are authenticated and mapped to a Kisi place are listed.
  3. In the Select Scope dropdown, select the Zen Planner scope
  4. Select the Kisi group to which members should be added
  5. Select the Zen Planner membership types that should grant access to the group
    • Use the search field to find specific membership types
    • Click the trash bin icon to view inactive membership types
  6. After selecting all membership types that should grant access to the group, click Save

Repeat the configuration steps to grant other membership types access to additional Kisi groups.

You can have one configuration per scope and group. Adding a second one for the same scope and group fails with Configuration already exists. To give more membership types access to the same group, edit the existing configuration instead.

Edit a configuration​

  1. Open the Configurations tab. Use the search field to find a configuration by group name.
  2. Click the configuration's row
  3. Change the selected membership types, or turn the Enabled toggle on or off. When enabled, active members from the scope are imported into Kisi.
  4. Save your changes

The scope, timezone and group can't be changed. The timezone comes from the mapped Kisi place. To use a different scope or group, create a new configuration.

Turning off Enabled removes the access the configuration granted. The Last Synced column shows when each configuration last synced, or Never before the first sync.

Synchronizing Zen Planner memberships with Kisi​

Once the integration is set up, eligible Zen Planner members are synchronized with the configured Kisi groups.

Who gets access​

Kisi grants access to people whose Zen Planner status is Member and who hold a membership of a selected type that isn't on hold. They are added to the corresponding Kisi group with the basic member role and receive access to the doors shared with that group.

Access is removed when:

  • The person is no longer a member in Zen Planner
  • The membership is put on hold
  • The membership type is removed from the configuration, or the configuration is turned off
  • The person is deleted in Zen Planner

Emails and Kisi users​

  • Members need a valid email address in Zen Planner. People without one are skipped.
  • Kisi matches members to existing Kisi users by email, ignoring upper and lower case. If no user exists, Kisi creates one with the member's first and last name.
  • Zen Planner profiles that share an email address map to one Kisi user
  • If a member's email changes in Zen Planner, their access moves to the Kisi user with the new email

Sync timing​

  • Changes to a person in Zen Planner (created, updated, membership updated or deleted) reach Kisi in near real time
  • A full sync of each enabled configuration runs once every 24 hours. Members who no longer appear as members in this sync lose access.
  • Creating, editing or deleting a configuration starts a sync right away

User quota​

When your organization reaches its Kisi user quota, the integration stops creating new Kisi users and organization administrators receive an email. Kisi checks the quota again every 3 hours. To resume creating users, raise your user quota or remove users you no longer need.

Deleted groups​

If you delete a Kisi group that a configuration uses, the configuration is deleted too.

Troubleshooting​

  • Failed to authenticate scope. - Zen Planner rejected the scope. Check the value and try again.
  • Scope shows Not Authenticated - under Settings > Authenticated Scopes, this means access was revoked on the Zen Planner side, and the scope stops syncing. Add the same scope again under Add Scope Credentials to authenticate it again.
  • A member doesn't get access - check that their Zen Planner status is Member, that their membership type is selected in an enabled configuration and isn't on hold, and that they have a valid email address in Zen Planner

Remove the integration​

Deleting the Zen Planner integration removes its configurations, scope mappings and synced member records. It doesn't remove members from the Kisi groups they were added to, so they keep their access. If needed, remove those group memberships manually in Kisi.

Last updated on by valentinanikitina