Check-In & Attendance Tracking | Events & Classes

On the night, you need to know who has arrived and who has not, and afterwards you need a record you can hand to an instructor or an accountant. Crafted Call splits that into two screens: Check-in for the door, and Attendance Report for the record.

Both live under the event: Admin → Events → your event → Check-in, or the Attendance tab beside it.

Working the door

The check-in page shows how far you have got in the header, for example "37 / 62 checked in". Everyone registered is listed, and each row has one button that toggles between Check in and Undo check-in.

To find someone fast, use the search box, which matches on name or email.

Rows tell you where each person stands: Not checked in, or Checked in at with the time. If someone's payment has not gone through, their button is disabled and the row says why, so you decide at the door rather than discovering it later. The same applies to a registration that was cancelled or refunded.

Several people can work the door at once from different devices. Everyone sees the same list.

Scanning tickets

Under QR Check-in, choose Start Scanner and point a camera at the code in an attendee's confirmation email. Stop Scanner puts it away. A scan that matches someone already checked in says Already checked in rather than double-counting them.

When the venue has no signal

Check-in keeps working offline. Actions are saved on the device and a banner tells you how many are waiting to sync.

Be aware of what offline means: a scan is recorded but not validated. Payment, refund and duplicate checks cannot run until the connection returns, so an offline scan may turn out to belong to a refunded or duplicate ticket. Rows show Check-in pending sync until they are confirmed, and when the connection comes back you are told which ones need a second look.

Walk-ins

Someone who never registered is added on the Registrations page, not the check-in page. Choose Add Registration and fill in Add manual registration, which is described as recording a walk-in or offline registration: Name, Email, Phone, Quantity and Notes. They then appear on the check-in list like anyone else.

For a group that booked several places, the registrations table checks people in per seat: Check in, then Check in remaining (2) for the rest of the party.

The attendance report

Attendance Report, reachable from the check-in header as View Attendance Report, is the after-the-fact view. It counts how many checked in, and lists everyone with their Check-In Status and Check-In Time.

Filter it by All Attendees, Checked In, or Not Checked In, and sort by name or by check-in time. For a class or workshop with several sessions, a Session Progress column shows how each person is tracking across the series.

The report is deliberate about wording: it says how many checked in so far, rather than labelling everyone else a no-show while the doors are still open.

Exporting

There are two exports, and they do not return the same rows. Choose deliberately.

Export CSV on the Attendance Report gives you the paid attendees, matching what the roster on screen counts. This is the one to send an instructor or use for a headcount.

Export on the Registrations page gives you every registration whatever its state, including pending, cancelled and waitlisted. It offers Export all, Export filtered to match the filters you have applied, and Export selected for the rows you have ticked. This is the one for reconciliation, because it shows the ones that did not complete.

Both files carry the same columns: registration and attendee names and emails, quantity, source, payment status and amount, check-in state with the time and who did it, and, where they were collected, Age, Birth Date, Guardian Name, Guardian Email, Guardian Phone, Notes and Medical Notes. A multi-session class adds one column per session with a yes or no for each attendee.

Medical notes and guardian details are collected on the registration form and appear in the export. They are not shown on the check-in screen, so if an instructor needs them on the day, export the list before the session and take it with you.

Multi-session classes

A class or workshop with repeating sessions tracks attendance per session rather than once for the whole course. Open the event, go to its Attendance section, and mark each attendee against each session date. Export Attendance CSV there gives you the per-session grid.

This grid is what certificates follow. Once an attendee is marked present for every session, their certificate is issued and emailed straight away; Issue in the same table grants one by hand without full attendance. See Class Materials & Certificates.

Running check-in well

Set up 15 to 30 minutes early, with the page open and the scanner tested.
Give one person the job. A consistent greeter produces a consistent record.
Have a second device on walk-ins so a new registration does not hold up the queue.
Export the list beforehand if anyone at the door needs medical or guardian details.
Position the screen away from the queue. Attendee details should not be readable over a shoulder.

Troubleshooting

Someone's Check in button is greyed out. Their registration is not paid, or it was cancelled or refunded. The row says which. Take payment or fix the registration first.

Someone is not on the list. They never completed a registration. Add them on the Registrations page with Add Registration, then check them in.

A scan says the person is already checked in. Someone else on another device got there first. Nothing is double-counted.

Check-ins are not appearing on the other device. One of them is offline. The banner shows how many actions are queued, and they sync when the connection returns.

The two exports give different totals. They are meant to. The attendance export counts paid attendees; the registrations export includes every status.

Next steps

For more help, contact support@craftedcall.com.