Using the Hybrid AF Integration with Kilo GMS

Kilo GMS integrates with Hybrid AF to manage keycard facility access for your athletes. The integration keeps your member records and your door access in sync automatically, including package-based access control that lets you grant or revoke entry based on which membership an athlete holds, not just whether they're a member.

This article covers how to get connected, what information syncs between the two systems, and how facility access is granted and revoked.

What You Can Do with the Hybrid AF Integration

• Automatically sync athletes created in Kilo GMS to Hybrid AF
• Keep athlete status current in both systems without manual updates
• 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

Setting Up the Integration

If you already use Hybrid AF, reach out to our Support team at hello@usekilo.com to connect it with your Kilo GMS account.

If you're new to Hybrid AF, you can explore their services and get started at hybridaf.com.

Once connected, athlete syncing happens automatically. No ongoing setup is required inside Kilo GMS.

What information does Kilo GMS send to Hybrid AF?

For each synced athlete, Kilo GMS sends their identifying details, status, and active package list. Hybrid AF uses this information to keep its member records current and to determine facility access.

Each sync includes:

• Athlete identifier and email
• Athlete status (athletes marked as Member in Kilo GMS are set to Active in Hybrid AF; athletes switched to Alumni are set to Inactive)
• Active package name(s)
• Package status for each package

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

Access is determined by the athlete's active packages. When Kilo GMS 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.

You configure which packages grant access inside Hybrid AF. No changes are needed inside Kilo GMS settings.

When does Kilo GMS send an update to Hybrid AF?

Kilo GMS 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 GMS.

Here's the sequence:

1. Athlete purchases the eligible package (e.g., "24/7 Access Membership")
2. Package becomes active in Kilo GMS
3. Kilo GMS 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 GMS 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 GMS 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 GMS 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 GMS 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's access control only affects facility entry, not membership status. Athletes can hold any membership type in Kilo GMS. 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

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

If every member at your gym should have facility access, status-based access 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 GMS. If you rename a package, 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 GMS 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.