Check-in and attendance

Check-in is the live workflow you use when people arrive. Attendance is the saved history and report created from those check-ins.

Playpass uses the same check-in roster and status choices for:

registration activities and events
membership classes or recurring sessions
booked lessons, group sessions, clinics, tryouts, and facility times

Check-in records who actually attended. It is separate from an RSVP or a plan to attend.

Who appears on a check-in roster?

The roster depends on what you are checking in:

Activity or event: active registrations appear. An individual or free-agent registration shows the participant. A team registration is one entrant and is checked in as a team; it does not automatically expand into individual team players.
Membership: active and past-due subscriptions appear. Start a new check-in each time the membership meets.
Booking: all active bookings for that booked time appear. Each group participant has a separate roster row. Open, canceled, or pending-only booking times do not create an attendance roster.

When a Registration Activity supplies an upfront season payment and a Booking Page supplies the weekly dated capacity, use the Booking time's roster for each week's attendance. The season Registration remains the enrollment and payment record; its check-in roster is not automatically repeated for every Booking time.

When a parent registered, subscribed, or booked for a child, the participant's name appears first and the account holder appears underneath. You can search by participant name, account-holder name, or email.

Start a check-in

Open Dashboard > Check-in. Check-in stays a first-level dashboard destination whenever your organization has an activity, membership, booking page, or attendance session.

Activities and booked times happening today appear under Today.
Memberships with current subscribers appear under Membership check-in.
A check-in you already started stays under In progress.
Completed check-ins stay available under Recently completed for review and corrections.

You can also start from the Check in action on an activity, membership, booking page, or booking record.

Starting a check-in takes a snapshot of the expected roster. If someone becomes eligible after you start—for example, a registration is completed at the door—use Add to check-in under New since check-in started.

Record attendance

Tap Check in for the fastest arrival workflow. Use Change when you need another status or a private note.

The available statuses are:

Not marked: no attendance decision has been recorded yet
Checked in: arrived and attended
Late: attended, but arrived late
Did not attend: expected, but did not attend
Excused: did not attend and should be excluded from the attendance rate

Manager notes are optional and private. Players and account holders cannot see them.

Search and status filters update as you work. Multiple authorized staff members can use the same check-in online; their roster totals and statuses update across devices.

To let an event host check people in without seeing anything else, add them as a Check-in Helper from Settings > Staff and select the activities they host. Check-in Helpers check in activities, not memberships or bookings. See adding managers and staff members.

Finish the roll

Choose Finish check-in after arrivals and exceptions are recorded. Finishing marks every remaining Not marked attendee as Did not attend.

You can still open a completed check-in and correct a status. Choose a final status for every correction; do not leave a completed roll at Not marked.

An unused activity or membership check-in can be deleted while every entry is still Not marked. Completed check-ins, check-ins with recorded results, and booked-time check-ins are kept as attendance history.

Scan check-in passes

QR scanning is optional. Manual search and tapping always remain available.

Open an in-progress check-in and choose Scan passes.
Choose Start camera and allow camera access when your browser asks.
Ask the attendee or account holder to open the receipt from Registrations. On the website, choose Show QR code. In the iOS app, the receipt displays the Check-in pass directly.
Hold the pass inside the camera frame. A valid pass checks in that attendee immediately.

The same scanner accepts passes for registrations, membership subscriptions, and bookings. Repeat scans do not double-count. If a pass was already marked, Playpass shows the existing status so you can correct it from the roster if needed.

You can also use a USB or Bluetooth scanner that types the code into a field. Open Using a handheld scanner?, scan or paste the pass code, and submit it.

The scanner currently requires an internet connection. It does not store an offline copy of the roster or queue scans for later.

If the camera does not start

Confirm you opened Scan passes and tapped Start camera. Camera access is off everywhere else in Playpass.
Allow camera access for Playpass in the browser or device settings, then reload the scanner page.
Close another app that may be using the camera.
Use the manual roster or a handheld scanner if camera access is unavailable.

Leaving the scanner stops the camera. Returning to the scanner requires starting it again.

Review and export attendance

Open Dashboard > Reports, then Attendance. Check-in links to it too, from Attendance report. Check-in Helpers don't have the report, and neither do Registration Helpers limited to selected activities.

The report starts with this year for your whole organization. Choose your organization's name at the top to pick one activity or membership, use Filters to change the dates or status, and search by name or email to find a participant or account holder. You can:

review each check-in session and its status totals
compare a participant's checked-in, late, absent, and excused counts
view attendance and late rates
print a parent-ready report
download a detailed CSV

Late counts as attended. The attendance rate is:

(Checked in + Late) ÷ (Checked in + Late + Did not attend)

Excused and Not marked are excluded from that rate. The late rate is the share of attended check-ins marked Late.

Printed reports omit manager-only notes. The manager CSV includes private notes, account email, mark source, and the staff member who recorded the result, so store and share it appropriately.

What players and account holders see

The owner of an eligible registration, membership subscription, or booking can open its private check-in pass from the receipt. After attendance is recorded, that receipt and Registrations show the attendee's dates, statuses, and summary.

Player attendance history does not show manager notes, the staff member who marked the entry, other roster entries, or another account's attendance.

FAQ

Is an RSVP the same as attendance?

No. An RSVP says whether someone plans to attend. Check-in records whether the expected participant or entrant actually arrived.

Can I check in individual players from a team registration?

Not from the activity registration roster. A team registration is one check-in unit. Individual team-player attendance is separate from this activity entrant workflow.

Can I run more than one check-in for the same activity or membership?

Yes. Start a new check-in for each occurrence. A booked reservation time has one check-in because the booking time already identifies the occurrence; that roster can contain several active group bookings.

Why does a pass say it is not valid here?

The pass belongs to another activity, membership, booking time, or organization, or the attendee is no longer eligible. Confirm that the manager opened the correct check-in and that the registration, subscription, or booking is active.

Can I undo or correct a check-in?

Yes. Open the roster, choose Change, select the correct status, and save. Corrections remain available after the roll is finished.

What's next?

Open Dashboard > Check-in
Review Attendance in Reports
Learn about registration activities
Learn about memberships
Learn about bookings

Check-in and attendance