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Check-In & Attendance

The check-in feature helps you track who attends your events in real-time. Whether you're running a single event or a multi-session series, you can manage attendance, generate reports, and gather valuable data for future planning.

Why Track Attendance?​

Tracking attendance helps you:

  • Verify who attended - Confirm registrations against actual attendance
  • Monitor engagement - See which events have strong turnout
  • Plan future events - Use attendance data to guide scheduling and pricing
  • Generate reports - Create records for co-ops, scholarship programs, or grant requirements
  • Identify trends - Track attendance patterns across a series

Accessing Check-In​

For Single Events​

  1. Navigate to your event page
  2. Click Manage Event in the event menu
  3. Select Check-In or Attendance from the admin panel
  4. The check-in interface opens with all registered attendees

For Series Events​

  1. Go to your series event page
  2. Click Manage Series
  3. Find the specific session you want to check in
  4. Click Check-In for that session
  5. The check-in interface shows all reservations for that session
Event Day Access

Bookmark the check-in page on your mobile device for quick access during the event.

Understanding the Check-In Interface​

The check-in interface displays:

Stats Overview​

At the top, you'll see four key metrics:

  • Total - Total number of registered attendees
  • Checked In - How many have been marked as checked in
  • Pending - Attendees not yet checked in
  • No Show - Attendees marked as no-show

Progress Bar​

A visual indicator shows your check-in progress:

  • Green bar fills as you check in attendees
  • Percentage shows completion rate
  • Updates in real-time as you check in people

Attendee List​

Each attendee row shows:

  • Name and avatar - Visual identification
  • Access type badge - Shows "Series Pass" or ticket type
  • Status - Current check-in status with timestamp if checked in
  • Action buttons - Quick access to check-in actions

Checking In Attendees​

Standard Check-In​

As attendees arrive:

  1. Search for the attendee - Use the search bar to quickly find their name
  2. Click "Check In" - The green button next to their name
  3. Confirmation appears - Status updates to show check-in time
  4. Timestamp recorded - The exact check-in time is saved

The system automatically records:

  • Check-in timestamp
  • Who performed the check-in (your user account)
  • Updated attendance statistics
First to Arrive

Check yourself in first to test the system and ensure everything is working before attendees arrive.

Filtering Attendees​

Use the status filter buttons to narrow the list:

  • All - View everyone registered
  • Pending - Only show attendees who haven't checked in yet
  • Checked In - Only show attendees who are checked in
  • No Show - Only show attendees marked as no-show

This is especially helpful for large events where you want to see who's still missing.

Searching for Attendees​

The search bar lets you:

  1. Type any part of an attendee's name
  2. Results filter instantly as you type
  3. Case-insensitive search
  4. Clear the search to see all attendees again

Quick tip: At busy events, have attendees tell you their name, search, and check them in within seconds.

Undoing Check-Ins​

If you accidentally check someone in:

  1. Find the attendee in the list
  2. Click the Undo button (appears after check-in)
  3. Their status returns to "Pending"
  4. The check-in timestamp is removed

This is useful if:

  • You checked in the wrong person
  • Someone checked in but then left before the event started
  • You need to correct a mistake

Marking No-Shows​

After the event starts, you may want to mark registered attendees who didn't arrive:

  1. Find the attendee in the "Pending" list
  2. Click the X icon (Mark as No Show)
  3. Their status changes to "No Show"

Why mark no-shows?

  • Helps track attendance patterns
  • Provides data for future capacity planning
  • May be required for scholarship or grant reporting
Resetting No-Shows

If someone arrives late and was marked as no-show, click the Reset button to return them to pending status, then check them in normally.

Series Pass Check-In​

For event series, series pass holders appear in the check-in list for each session.

How It Works​

  1. Series pass holders are pre-reserved for all sessions
  2. Each session has its own check-in - attendance is tracked per session
  3. Badge identifies pass holders - Look for the blue "Series Pass" badge
  4. Drop-in attendees appear separately - Shown with their ticket type

Checking In Series Pass Holders​

The process is identical to checking in regular attendees:

  1. Find the series pass holder in the list
  2. Click Check In
  3. Their attendance is recorded for this specific session
  4. Repeat at each session throughout the series

Series Attendance Tracking​

Check-in data for series pass holders lets you:

  • See who attended which sessions
  • Identify attendees with perfect attendance
  • Notice patterns (e.g., lower attendance on certain dates)
  • Follow up with pass holders who miss multiple sessions

Viewing Attendance History​

After an event concludes, you can review attendance:

Single Event History​

  1. Go to the event page
  2. Click Manage Event > Attendance
  3. View the list showing:
    • All registered attendees
    • Check-in status (checked in, no-show, or pending)
    • Check-in timestamps for those who attended

Series Attendance History​

For event series:

  1. Go to Manage Series
  2. Click on any session
  3. View attendance for that specific session
  4. Or use the attendance report to see all sessions at once

Exporting Attendance Reports​

Generate detailed attendance reports for your records.

Single Event Reports​

  1. Go to the event page
  2. Click Manage Event > Attendance
  3. Click Attendance Report or Export
  4. Choose your format:

CSV Export - Spreadsheet with:

  • Attendee names
  • Email addresses
  • Access type (booking or series pass)
  • Check-in status
  • Check-in timestamps
  • Total attendee count
  • Summary statistics

Print / PDF - Formatted report with:

  • Event name and date
  • Group name
  • Attendee roster with check-in status
  • Summary statistics
  • Professional formatting for printing or saving as PDF

Series Reports​

For event series, you have two report types:

Roster Report​

Shows the attendee list with check-in details:

  1. Click Attendance Report in series management
  2. Select Roster as the report type
  3. Choose a session:
    • All Sessions (Combined) - Shows all attendees across all sessions
    • Specific Session - Shows attendees for one session
  4. Click Download CSV or Print / PDF

The roster includes:

  • Attendee names and contact info
  • Access type (series pass or drop-in)
  • Check-in status and timestamps
  • Terms acceptance information

Summary Report​

Shows attendance statistics across the entire series:

  1. Click Attendance Report
  2. Select Summary as the report type
  3. Click Download CSV or Print / PDF

The summary includes:

  • Session-by-session breakdown
  • Check-in count and total count per session
  • Attendance rate for each session
  • Overall statistics:
    • Total unique attendees
    • Average attendance per session
    • Overall attendance rate

Using Report Data​

CSV files open in:

  • Microsoft Excel
  • Google Sheets
  • Apple Numbers
  • Any spreadsheet application

Print/PDF reports can be:

  • Printed for paper records
  • Saved as PDF using your browser's print dialog
  • Shared digitally with co-leaders or board members
Record Keeping

Download attendance reports regularly to maintain records for your homeschool co-op, scholarship programs, or tax documentation.

Best Practices​

Before the Event​

  • Test the check-in system - Open it and verify all expected attendees appear
  • Charge your device - Ensure your phone or tablet has enough battery
  • Download the attendee list - Have a backup paper list if technology fails
  • Review special needs - Note any allergies or medical information displayed

During the Event​

  • Designate a check-in person - Have one person focus on check-in at the entrance
  • Check in as people arrive - Don't wait until everyone is there
  • Use search effectively - Type names to quickly find attendees
  • Verify identities - Confirm you're checking in the right person, especially for children

After the Event​

  • Mark remaining no-shows - Update the list to reflect actual attendance
  • Review the statistics - Note the attendance rate for future planning
  • Export the report - Download and save the attendance record
  • Follow up on no-shows - Consider reaching out to see if everything is okay

For Series Events​

  • Track patterns - Notice which sessions have higher/lower attendance
  • Follow up with pass holders - Check in with those missing multiple sessions
  • Adjust as needed - If attendance drops, consider what might improve it
  • Celebrate completions - Recognize series pass holders who attend all sessions

Troubleshooting​

Attendee Not Appearing in List​

Possible causes:

  • They haven't completed registration
  • Their registration was cancelled
  • Payment is still pending (for paid events)
  • They're registered for a different session (in a series)

What to do:

  1. Search for their name in your group members
  2. Check if they have an active registration
  3. Manually add them if they paid outside the system

Can't Check Someone In​

Possible causes:

  • Already checked in (look for "Undo" button)
  • Marked as cancelled or no-show
  • System connectivity issue

What to do:

  1. Refresh the page
  2. Check your internet connection
  3. If the issue persists, use a backup paper list

Wrong Person Checked In​

  1. Find the incorrectly checked-in person
  2. Click Undo to remove their check-in
  3. Search for the correct person
  4. Check in the correct person

Check-In Not Saving​

If check-ins don't persist:

  1. Check your internet connection
  2. Refresh the page to reload data
  3. Try again - the system will sync when connection returns
  4. Note check-ins on paper as a backup

What's Next?​