Check-In & Check-Out
Accessing the Feature
- Navigate to your Dashboard.
- Click on the dashboard menu in the top right.
- Select Check In & Check Out from the list.
Filtering Participants
At the top of the screen, you’ll find a search bar and filters. These tools help you quickly find the participants you’re looking for.
Filters: Narrow down by location, activity, session, group, or date. Updating one filter will refine the options available in the other filters. This tool allows you to mark attendance for a single day at a time. Ensure you have selected the correct date before marking attendance. You can mark attendance for past or current sessions, but not for future sessions.
Searching: Use the search bar to find participants by name. Results will dynamically update as you type so typing just a few letters should find the participant you’re looking for.
Sorting: The list is sorted by first name by default. Use the sort dropdown to change the sorting and to view the list by last name.
Participant Information
From the list you’ll see some basic information for each participant, like their name, the activity they’re registered for, and the session name. Their extended care status will also be displayed. The sun icon represents early care and the moon icon represents after care.
Click on a participant to view all of their available information like.
- Status
- Basic Information
- Health Information
- Dental
- Contact
- Sibling
- Session Attending
- Medical Contact
- Emergency Contact
- Organization Information - Custom Questions
- Waivers Status
If you need to make any corrections, edit the time recorded or remove the marked attendance from the participant details.
Marking Attendance
You can mark attendance by clicking the Check In button on the participant list or directly from the participant’s information page.
For in-person sessions, if you've included pickup authorizations in your registration forms, you'll be prompted to select a staff or family member during check-in. Simply click the participant’s name to record who checked them in and the exact check-in time.
Note: If you prefer not to include pickup authorizations in your registration forms but still want to select a staff or family member at check-in, contact our support team—we can remove the requirement for you.
Signature
If a signature is required for check-in, click Add Signature or Notes. The authorized person can sign directly on the device being used, and their signature will be saved along with the check-in details.
If pickup authorizations were not included in your registration form, the signature step will be skipped—clicking Check In will simply record the time.
Notes
Use the Notes field to add details during check-in or check-out. This can be helpful for recording late arrivals or early pick-ups or noting special circumstances or updates
Custom Questions
You can create custom questions that appear during signature collection or note entry. These are useful for documenting common attendance notes, gathering information from parents, or adding internal codes for your records. You can learn how to create new custom questions from our help article: How Do I Customize My Registration Forms?
Group Attendance
To quickly mark attendance or view who hasn’t been checked in yet, use the dropdown menu at the top of the list. This lets you view participants who aren’t checked in, those who are checked in, those who are checked out, or select All to switch back to viewing your full list.
If you need to mark attendance for multiple participants at once, select the checkbox at the top to choose everyone or select individual checkboxes next to their names, then click Check In or Check Out. There will be a number on the button to let you know how many participants will be marked.
After clicking the button you’ll see a window that let’s you update the time attendance was recorded.
Attendance Reports
Daily Digital Attendance Report
ActivityHero provides helpful reports to review your attendance data like the Daily Digital Attendance Report.This report shows the participant attendance history of a single day. You can find this under Registrations & Payments and Registration Reports. Then in the left-hand menu you’ll see a category for Attendance Reports.
You can use filters to find specific data. The report includes session details, participant information, attendance activity signatures and timestamps, groups, attendance notes from check-in and out, and a registration notes column for additional details.
Filters work similarly to the filters in the Check-in & Check-out tool. If a single session is selected, then the session information will be displayed at the top of the list. If multiple sessions are selected, then there will be a session column and the session information for each participant will be displayed.
Note: Pay special attention to the Meeting Date filter so you’re reviewing the data for the date you expect.
Monthly Digital Attendance Report
The Monthly Digital Attendance Report gives you an overview of attendance for a selected date range. Like in other reports, selecting the filters narrows down the data that you’ll see. The filters work similarly to the Daily Digital Attendance report.
Note: Pay close attention to the Meeting Date Range to ensure you’re viewing the dates you expect.
The report will show participant information and marked attendance for each date: displaying a "P" for present, an "A" for absent, and gray squares for days the session didn’t meet.