Create or match a student without leaving list-mode check-in. Completing the process assigns the student to the event's program and checks them in immediately.
Permissions#
- Organization admins, editors, and volunteers can register a student while using list-mode check-in for an event they can access.
- An active 14-day trial or paid subscription is required.
Before You Start#
- Registration is available only for an active event on its local calendar day in the organization timezone.
- Have the student's legal name, birthday, grade, school, gender, and a clear photo ready.
- For an Any Grade program, No grade is available and School is not required when it is selected.
Register and Check In the Student#
- Open Check-In, locate the event under Today, and select Check-in. If an eligible event is not under Today, open it from Schedule and select Start check-in on its details page.
- Search first to make sure the student is not already on the roster.
- Select Create student. If a search returned no result, you can instead select Create new student.
- Enter First name, Last name, and Birthday. Names cannot be blank and are limited to 100 characters; the birthday must be a real date and cannot be in the future.
- Choose Grade. Only grades accepted by the event's program are offered. Choose No grade only when the program permits it.
- Enter School when a grade is selected. It is required and limited to 200 characters.
- Under Photo, take or choose a clear JPEG, PNG, or WebP image no larger than 5 MB.
- Choose Gender as Male or Female.
- Optionally enter Phone number, Email, Notes, and any displayed Custom fields. Phone numbers must be valid 10-digit US or Canadian numbers, email must be valid, and notes are limited to 2,000 characters.
- Select Complete Add / Check-in.
- If Is this the student? appears, review the exact-name-and-birthday matches. Select the matching student, or select Change student details if the identifying information was entered incorrectly.
Existing Student Matches#
- Matching uses first name, last name, and birthday. Name matching is case-insensitive.
- Choosing a match reactivates an inactive or Alumni student, changes the status to active, assigns the event program as a manual assignment, and checks the student in.
- Supplied grade, school, gender, phone, email, notes, and applicable custom-field values can update the matched record. The matched student's stored name, birthday, and photo are retained.
- The match screen displays None of these, create new student, but the current version does not accept a new duplicate while an exact match exists. Use Change student details to correct the identifying information, or select the existing match.
Custom Fields#
Organization-wide fields and fields for the event's program may appear. During quick registration they are optional even when normally configured as required. If a required custom value is omitted, the student is saved with an incomplete profile so an authorized team member can follow up later.
Expected Outcome#
A new or matched student is active, manually assigned to the event's program, shown on the roster, and marked Checked in. A new record also stores the uploaded photo.
Troubleshooting and Important Notes#
- Select a grade within this program's range: Choose one of the grades supported by the event program.
- Select the matching student: The system found an exact identity match. Select that record, or use Change student details to correct the name or birthday. A deliberate duplicate cannot currently be created from this flow when an exact match exists.
- If the event is cancelled, inaccessible, or not on its local calendar day, registration cannot complete.
- The Today group uses the device's timezone and event start time, while registration eligibility uses the organization timezone and full event range. Use Schedule when an eligible event is grouped incorrectly.
- Kiosk mode cannot register students. Exit kiosk mode and use list-mode Check-in.
- Registering a matched Alumni student restores that student as active; review this side effect before selecting the match.