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 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: the active booking for that booked time appears. Open, canceled, or pending booking times do not create an attendance roster.

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.

• 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.

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.

1. Open an in-progress check-in and choose Scan passes.
2. Choose Start camera and allow camera access when your browser asks.
3. Ask the attendee or account holder to open the receipt from My Stuff and choose Show QR code.
4. 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 Attendance beside Check-in in the dashboard.

The report starts with the most recent 90 days. Filter by date, product type, activity/membership/booking, status, 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 My Stuff 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.

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
• Learn about registration activities
• Learn about memberships
• Learn about bookings