To track who attended an event, edit the event, expand Attendance Tracking, turn on Allow Check Ins and, if you also want end times, Allow Check Outs, and save. Registrants can then check themselves in from the mobile app starting 15 minutes before the event, and staff can check anyone in or out from the event page on the web. Every check-in records the time, and the location when the phone allows it.
Participants are called Clients, Students, Residents or Explorers depending on your account type; this article says participant.
Who can do this, and where
Turning it on and checking others in or out: team members who can edit events (Calendar level Supporter or Administrator) and account owners, on the web.
Checking yourself in or out: any registrant in the mobile app, participant or team member. In the app a person can only check themselves in and out; checking other attendees in or out is done on the web.
Turn it on for an event
Open the event and select Edit Event, or start a new event.
Expand Attendance Tracking.
Turn on Allow Check Ins.
Turn on Allow Check Outs if you want to record when people leave.
Select Update Event. The event page shows Check Ins: On and Check Outs: On.
For a recurring event, turn on Update Future Events before saving so every future occurrence gets the setting.
Check in from the mobile app
Open the event from Schedule.
Tap Check in. The button appears 15 minutes before the start time and disappears 15 minutes after the end time.
If check-outs are on, tap Check out once you have checked in. It stays available until 24 hours after the event ends.
For an all-day event, both buttons are available all day. The app shows "Checked in at [time]" and "Checked out at [time]" afterwards. If the person has an event reminder, it says "Make sure to check-in when you arrive!", and when check-outs are on a push notification "Don't forget to check-out!" is sent at the end time to anyone not yet checked out.
Check in from the web
Select Calendar and open the event.
On the Attendance tab, find the person and select Check In or Check Out. There is no time window on the web.
Made a mistake? Select the undo arrow next to the recorded time (Reverse Check In or Reverse Check Out). This clears the time.
To set exact times, open the three-dot menu, select Edit Attendance, enter Checkin and Checkout times per person, and select Save.
Check-in locations from the app are shown as pins on the event's map.
Limits and gotchas
The buttons only appear in the app while inside the window above. Outside it, staff record attendance on the web.
A person must be registered for the event to check in. Someone who is not on the Registrants list has no Check in button.
Reversing a check-in or check-out, deleting the registration, deleting the event, or removing a person from the event permanently removes their recorded times.
Editing a recurring event with Update Future Events rebuilds future occurrences; check-ins already recorded on those dates are carried over to the rebuilt occurrence for the same person.
"We couldn't check you in" in the app means the update did not save; check the connection, refresh the event and try again.
Export attendance
Export Events on the calendar (three-dot menu) includes Checked In and Checked Out columns per attendee for the events in view.
Reports > Events > Event Attendance Report covers a date range.
FAQ
When does the Check in button appear?
15 minutes before the event's start time, and it stays until 15 minutes after the end time. Check out appears after checking in and stays until 24 hours after the end. All-day events allow both all day.
Can a supporter check a participant in from the app?
No. In the mobile app each person checks only themselves in or out. Staff check others in on the web event page, which has no time limit.
The participant says the button is missing.
Confirm the event has Allow Check Ins on, the person is on the Registrants list, and the current time is within the window. If they are already checked in, only Check out shows (when enabled).
How do I fix a wrong time?
On the web event page, use the undo arrow to reverse it, or open Edit Attendance to type the correct check-in and check-out times.
Does a check-in record where the person was?
Yes, when the phone shares its location. Check-in coordinates appear as pins on the event's map on the web. Web check-ins record time only.
Is attendance kept if I delete the event?
No. Deleting an event deletes its registrations and their check-in and check-out times. Export attendance first if you need it.
Related
Add an event to the calendar
Export or print the calendar
Who gets event reminders, and when?
Create and view events in the mobile app