Check Students In

Use list-mode check-in when a leader or volunteer is managing attendance for an event.

Permissions#

• Organization admins can check students in to any accessible event.
• Editors and volunteers can use list-mode check-in for events in programs assigned to them.
• An active 14-day trial or paid subscription is required.

Before You Start#

• The organization must have a timezone, a program, and an active event.
• Attendance can be changed only on the event's local calendar day, based on the organization timezone. The event may appear under Upcoming, but attempts to check in, remove a check-in, or register a student before that day will not save.
• The roster contains active students who are manually assigned to the event's program or whose grade is within that program's grade range.

Check In a Student#

1. Open Check-In.
2. Find the event under Today and select Check-in. Refresh reloads the event list if a newly created event is missing. If the event is eligible today but is not grouped under Today, open it from Schedule and select Start check-in on the event details page.
3. Use Search students to search by first name, last name, or both.
4. If permanent groups are enabled for the program, use Group to choose All groups, Ungrouped, or a named group.
5. Select the student's row. The status changes from Not checked in to Checked in, and a success message confirms the saved check-in.
6. If the roster is long, select Load more students to continue through it.

Remove an Incorrect Check-In#

1. Select a row marked Checked in.
2. Wait for the message confirming that the student's check-in was removed.

Removing a check-in does not delete its history. The same attendance record is marked removed, with the removal time and the person who removed it. Student history includes it, while attendance reports hide it unless Show removed check-ins is selected. Checking the student in again restores that same event/student record, updates its check-in time and actor, and clears the removal information.

Student Photos#

• A student without a saved photo is marked Photo needed.
• Select Add photo or Replace photo, take or choose a photo, review it, and select the same action again to upload it.
• Saving a replacement overwrites the current photo.
• The photo action is available only after the student has an explicit assignment to this program. A grade-matched student may show Available after check-in until the first check-in creates that assignment.
• Photos must be JPEG, PNG, or WebP and no larger than 5 MB.

Expected Outcome#

The student is marked Checked in for the selected event. The event details and attendance history identify when the check-in occurred and who performed it. If a grade-eligible student was not already assigned to the program, check-in also creates a grade-based program assignment.

Troubleshooting and Important Notes#

• Cannot check students into a cancelled event: Restore the event before checking students in.
• Check-in is only available on the event's local calendar day: Confirm the event date and the organization's Timezone. Overnight events are eligible on either local calendar date touched by the event.
• The Today, Upcoming, and Past groups on the Check-In landing page currently use the device's local timezone and the event start time. Actual check-in eligibility uses the organization timezone and the event's full date range. If the device timezone differs or an overnight event is on its second day, start check-in from Schedule instead.
• Student is not accessible for this event program: Confirm that the student is active and is assigned to the program or has a grade within its range.
• No students assigned yet: Select Create student to register and immediately check in a student.
• Removed records remain visible in event attendance and student history for accountability; they are not counted as currently checked in.