Controlling Facility Access by Membership Type with the Hybrid AF Integration

Kilo's Hybrid AF integration now supports package-based access control, giving you the ability to grant or revoke facility access based on which membership an athlete holds — not just whether they're a member.

This article explains how the updated integration works, what triggers access changes, and how to make sure your setup is configured correctly.

What You Can Do with Package-Based Hybrid AF Access

• Restrict facility access to specific membership types (e.g., "24/7 Access Membership" only)
• Automatically grant access when an athlete purchases or activates an eligible package
• Automatically revoke access when a package expires, is cancelled, or lapses due to a missed payment
• Run access-only memberships alongside your standard memberships without cross-contaminating access permissions

How does the Hybrid AF integration decide who gets facility access?

Access is now determined by the athlete's active package, not just their membership status. When Kilo syncs an athlete's data to Hybrid AF, it includes a list of their active packages. Hybrid AF then checks whether any of those packages are configured on their end to grant facility access

Previously, the integration only passed a "member/alumni" flag — meaning any athlete with Member status could get access, regardless of which membership they held. The updated integration lets you be specific.

You configure which packages grant access inside Hybrid AF — no changes are needed inside Kilo's settings.

What information does Kilo send to Hybrid AF?

For each synced athlete, Kilo sends their active package list, including the package name and current status (active or inactive). Hybrid AF uses the package name to determine whether that athlete should have access.

Each sync includes:

• Athlete identifier and email
• Active package name(s)
• Package status for each package

When does Kilo send an update to Hybrid AF?

Kilo sends a sync to Hybrid AF automatically any time an athlete's package status changes. You don't need to trigger this manually.

Updates are sent when:

• An athlete purchases a new package
• A package becomes active
• A package expires
• A package is cancelled
• A payment failure removes access to a package

This keeps Hybrid AF's access records current without any manual intervention from staff.

What happens when an athlete buys an access membership?

Access is granted automatically once the package becomes active in Kilo.

Here's the sequence:

1. Athlete purchases the eligible package (e.g., "24/7 Access Membership")
2. Package becomes active in Kilo
3. Kilo sends the updated package data to Hybrid AF
4. Hybrid AF detects the package and grants facility access

No staff action is required after the purchase is processed.

What happens when an athlete's package expires or is cancelled?

Access is revoked automatically once Kilo sends the updated package status to Hybrid AF.

Here's the sequence:

1. Package expires, is cancelled, or lapses due to a failed payment
2. Kilo sends the updated package data to Hybrid AF with the inactive status
3. Hybrid AF detects the change and removes facility access

This applies to cancellations initiated by staff, natural expirations, and payment failures — all three trigger the same sync.

Which packages grant facility access — and who configures that?

Hybrid AF configures which specific package names grant access on their end. Kilo sends the package data; Hybrid AF decides what to do with it.

This means:

• You'll need to coordinate with Hybrid AF to confirm which of your package names are configured for access
• Package names in Kilo must match exactly what Hybrid AF is looking for

If you're setting this up for the first time or adding a new package that should grant access, contact Hybrid AF to have them update their configuration.

Can athletes without an access membership still be members?

Yes — the integration only affects facility access, not membership status. Athletes can hold any membership type in Kilo. Only athletes with a package that Hybrid AF recognizes as an access-granting package will be granted entry.

This makes it straightforward to run a gym where, for example:

• Standard class members cannot unlock the facility after hours
• "24/7 Access" members can

Package-Based Access vs. Member Status Access: Which Should You Use?

If every member at your gym should have facility access, the original behavior is sufficient. If you offer different membership tiers or a separate access add-on, package-based access gives you the control you need.

Helpful Tips

• Package names matter. Hybrid AF matches access permissions to exact package names from Kilo. If you rename a package in Kilo, notify Hybrid AF so they can update their configuration — otherwise access may stop working for that package.
• Payment failures revoke access. If an athlete's payment fails and their package access is removed, Hybrid AF will automatically revoke facility access. Once the payment is resolved and the package is reactivated, access is restored on the next sync.
• Cancellations take effect immediately. When you cancel a package, the sync to Hybrid AF happens promptly — don't cancel a package unless you intend to remove the athlete's access.
• New packages need Hybrid AF configuration. Adding a new membership type in Kilo won't automatically grant access. You'll need to contact Hybrid AF to have the new package name recognized on their end.

When This Feature Is Most Helpful

• Running 24/7 or after-hours access as a premium add-on or separate membership tier
• Offering tiered memberships where only certain tiers include facility access
• Managing athletes who hold a membership but should not have unsupervised access
• Ensuring access is automatically removed when a member cancels or their payment lapses
• Keeping access records in sync without staff manually updating Hybrid AF

If you have questions about the Hybrid AF integration in Kilo GMS, our Support team is happy to help. Reach us at hello@usekilo.com