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Check-In and Schedule for Members and Performers

Members and performers: view your rehearsal and meeting schedule on Seaty, RSVP to activities, and check in or out at arrival using a QR code.

Many organisations use Seaty to schedule rehearsals, meetings, and other activities beyond ticketed events. If you're a member of a theatre company, school group, or community organisation, you can view your schedule, RSVP to activities, and check in when you arrive.

At its simplest, Schedule & Check-In answers one question: How do I view my activities and record my attendance?

Who uses this: Members and guests of organisations that use Seaty for scheduling.

Key capabilities:

  • View your organisation's schedule of rehearsals, meetings, and activities
  • Check in when you arrive using QR codes or direct links
  • Check out when you leave to record your attendance duration
  • Check in guests who cannot check themselves in
  • View your attendance history for any activity

How It Works

At a glance: Scan a QR code, tap check in, and your attendance is recorded. Check out when you leave.

1. Access the check-in page

Scan the QR code displayed at your venue, or use a direct link shared by your organisation.

2. Sign in to Seaty

You must have a Seaty account to record attendance. Sign in or create a free account if needed.

3. Check in

Click the "Check in" button when you arrive. Members check in with one click; non-members enter their role first.

4. Check out

When you leave, return to the same page and click "Check out" to complete your session.

Think of it this way:

  • The schedule shows you what activities are coming up
  • Check-in records when you arrive
  • Check-out records when you leave and calculates your attendance duration

Before You Check In

Are you a member of the organisation?

  • Members: You can check in with one click using your Seaty account
  • Not a member: You'll be asked to provide your role (e.g., Parent, Visitor, Contractor)

Both options require you to be signed in to Seaty.

What is the Schedule?

The schedule shows upcoming activities organised by your group, such as:

  • Rehearsals and practice sessions
  • Meetings and workshops
  • Social events and gatherings
  • Event dates (performances or shows)

What you see depends on your role: Admins and users with schedule permissions see all items, members see member-visible items, and non-members only see publicly visible items (if any).

Accessing Your Schedule

Finding the schedule for your event

From the event page:

  1. Visit your event's page
  2. Look for the Schedule tab in the event page hub
  3. Click to view the schedule calendar

Access levels: Admins and users with schedule permissions see all items and the full schedule management view. Members see member-visible items. Non-members only see publicly visible items (if any).

What you'll see on the schedule

Calendar view: Schedule items appear on an interactive calendar with compact inline navigation and popover-based filters for filtering by item type and visibility

Item types: Different colours indicate different types of activities (rehearsals, meetings, performances, etc.)

Click for details: Click any schedule item to see more information in a popup modal

Understanding Schedule Item Details

When you click on a schedule item, you'll see:

Date & Time

Single day items: Shows the date and time range (e.g. "Monday 15th January 2025, 7:00pm to 9:00pm (2 hours)")

All-day items: Shows just the date with "All day" indicator

Multi-day items: Shows start and end dates with duration

Location

Venue name: Where the activity takes place

Address: Street address, city, and postcode (if provided)

Description

Rich text details: Full description of the activity with any important notes or instructions

Cancelled Items

If an item is cancelled: A clear red message appears at the top: "This item has been CANCELLED"

Checking In

There are two ways to check in when you arrive at a scheduled activity:

Method 1: Scan the QR Code

Most common method - Your organisation administrator can display or print a QR code for the activity.

  1. Scan the QR code using your phone's camera or QR scanner app
  2. Opens the check-in page in your browser
  3. Sign in if needed (see "Sign-in requirement" below)
  4. Click "Check in" button to mark your arrival

If you have the direct check-in link (shared by your administrator):

  1. Click the link on your phone or computer
  2. Sign in if needed (see "Sign-in requirement" below)
  3. Click "Check in" button to mark your arrival

Sign-in requirement

You must have a Seaty account to mark your attendance. Why require sign-in? This ensures accurate record-keeping and links attendance to your identity.

If you're not signed in, you'll see a screen prompting you to either:

  • Sign in to your existing Seaty account
  • Create a new account (quick and free)

After signing in, you'll be taken directly to the check-in page.

What happens when you check in

For organisation members (one-click check-in):

  1. Click "Check in" button
  2. Status immediately changes to "Checked in"
  3. Check-in time is recorded
  4. Duration timer starts automatically

For non-members (see "Checking In as a Non-Member" below):

  1. Enter your role or association
  2. Click "Check in" button
  3. Your attendance is recorded with your provided role

Status display after check-in

Checked in indicator shows with your check-in time and duration visible in the attendance history section below.

Example Check-In

Sarah arrives at Tuesday's rehearsal at 7:05pm. She:

  1. Scans the QR code at the entrance
  2. Clicks "Check in"
  3. Sees "Checked in" status with her check-in time recorded

When she leaves at 9:30pm, she scans again and clicks "Check out". Her attendance record shows "Duration: 2 hours 25 minutes".

Checking In as a Non-Member

If you're not an organisation member but need to attend an activity (e.g. parent, visitor, contractor), you can still check in.

When this applies

You'll see a warning message if you're signed in but not a member of the organisation:

"You are not currently a member of {organisation name}. Please provide your role or association below."

Role or Association field

Please provide your role or association with the organisation before checking in.

Examples of roles:

  • Parent
  • Visitor
  • Guest
  • Contractor
  • Volunteer
  • Observer

How it works:

  1. Enter your role in the "Role or Association" text box
  2. Click "Check in" button
  3. Your attendance is recorded with the role you provided

Role pre-fill on subsequent visits

Convenience feature: If you've checked in before as a non-member, your previous role automatically appears in the text box.

You can change it: Simply edit the text if your role is different this time.

Checking In Guests

Any signed-in user can check in guests on their behalf - people who cannot check themselves in, such as children, one-time visitors, or anyone who doesn't have a Seaty account.

When to use guest check-in

Use this feature for:

  • Children or dependants attending with you
  • One-time visitors who won't return
  • Anyone who cannot check themselves in

Encourage self check-in for:

  • Contractors, staff, and regular visitors should scan the QR code themselves and create a Seaty account (it's free) for accurate attendance tracking
  • Anyone who visits frequently - their own account provides better records
  • Adults who are capable of checking themselves in

Use common sense: If someone can easily check themselves in, they should. Guest check-in is intended for situations where self check-in isn't practical. For infrequent visitors who prefer not to create an account, guest check-in is acceptable.

How to check in a guest

  1. Click "Check in a guest" button
  2. Enter the guest's name (required)
  3. Enter their role or affiliation (optional - e.g. "Visitor", "Contractor", "Parent")
  4. Click "Check in guest" to register their attendance

Previous guests

Quick re-check-in: If you've checked in guests before at this event or organisation, you'll see buttons with their names for quick one-tap check-in.

More previous guests: If you have more than two previous guests, click the "X more" button to see the full list.

Your responsibilities

Important: When you check in a guest:

  • You are responsible for checking them out when they leave
  • Their attendance is linked to your account (audit trail)
  • Only you can manage (check in/out) guests you personally checked in

Managing your guests

My Guests section: After checking in guests, you'll see a "My Guests" section showing:

  • Each guest's name and role
  • Their current status (checked in or checked out)
  • Check-in time and duration
  • Number of sessions if they've checked in multiple times
  • A "Check out" button for guests currently checked in

At-a-glance summary: The status section shows how many of your guests are currently checked in (e.g. "2 of 3 checked in").

Checking out guests

  1. Find the guest in your "My Guests" section
  2. Click "Check out" next to their name
  3. Their session ends and checkout time is recorded

Early check-out warning: If a guest has been checked in for less than 5 minutes, you'll be asked to confirm the checkout. Why? This prevents accidental check-outs.

Checking Out

When you're ready to leave, mark your departure:

How to check out

  1. Return to the check-in page (same link or QR code)
  2. Click "Check out" button (replaces "Check in" when you're already checked in)
  3. Confirm if prompted (see "Early check-out warning" below)
  4. Check-out time is recorded and your session is complete

Early check-out warning

If you check out within 5 minutes of checking in, you'll see a confirmation dialog:

"You have only been checked in for X minute(s). Are you sure you want to check out?"

Why the 5-minute warning? This prevents accidental check-outs when you meant to stay, ensuring accurate attendance records.

Your options:

  • Click OK to confirm check-out (if you genuinely need to leave)
  • Click Cancel to stay checked in

Duration tracking

Automatic calculation: The system calculates your total attendance time from check-in to check-out

Visible in history: Your session duration appears in the attendance history (see "Viewing Your Attendance History" below)

Viewing Your Attendance History

Every time you check in and out, a record is created in your attendance history.

Where to find your history

On the check-in page: Scroll down to see the "History" section showing all your previous sessions

What's included in each session

Current session (if you're checked in):

  • Labelled as "Current Session"
  • Role (Member or your role text)
  • Check-in time
  • "Still checked in" indicator
  • Live duration counter

Completed sessions:

  • Session number (Session 1, Session 2, etc.)
  • Role at check-in (Member or your role)
  • Check-in time (e.g. "Monday 15th January 2025 at 7:05pm")
  • Check-out time (e.g. "Monday 15th January 2025 at 9:32pm")
  • Total duration (e.g. "Duration: 2 hours 27 minutes")

Role display in history

If you were a member when you checked in: Shows "Member"

If you checked in as a non-member: Shows the role you provided (e.g. "Parent", "Visitor")

If no role was provided: Shows "External"

After Checking In

What happens after you check in

Your status is recorded: Your check-in is immediately saved to the system

Duration tracking begins: The system starts tracking how long you're checked in

Visible to administrators: Organisation administrators can see that you've arrived

Privacy: Only organisation administrators can see your attendance records. Other members cannot view when you checked in or how long you stayed.

Information displayed on check-in page

Schedule item details:

  • Title of the activity
  • Type indicator (rehearsal, meeting, etc.)
  • Date and time
  • Location (if provided)

Your status: Current check-in status with time and duration

User Info: Your name and email address

Navigation buttons: You may see some of these buttons depending on how you accessed this page and your permissions:

  • Go to Event - Visit the event landing page
  • Go to Organisation - Visit the organisation page
  • Go to Attendance - View attendance records (admins only)
  • Go to Schedule - View the schedule management page (admins only)

What if I forget to check in?

Contact your administrator: If you forgot to check in but attended the activity, your administrator can manually add your attendance record.

Future visits: Remember to check in when you arrive to ensure accurate records.

Common Questions

About Checking In

Can I check in without scanning a QR code? Yes - if your administrator shares the direct check-in link via email, text, or other messaging, you can click that link directly without scanning. Both methods work identically.

What if I'm not a member but want to attend? You can still check in. Use the "Role or Association" field to identify yourself (e.g. "Parent", "Visitor", "Guest"). You need a Seaty account, so sign in or create a free account first. Your attendance is tracked separately from members.

Can I check in to multiple sessions in one day? Yes - each check-in creates a separate session in your history. If you leave and return, check out of your first session and check in again to start a new one.

About Checking Out

What if I forget to check out? Your session stays open. This may affect attendance reports if administrators are tracking exact durations. You can check out later using the same link - when you return to the check-in page, you'll see "Checked in" status with a "Check out" button.

Does checking in affect my tickets? No - schedule check-in is separate from ticketed events. This is for tracking attendance at rehearsals, meetings, and other non-ticketed activities. If an event date appears in the schedule, checking in marks your attendance but doesn't replace your event ticket.

About Guests

Can I check in someone who doesn't have a Seaty account? Yes - use the "Check in a guest" feature for children, one-time visitors, or anyone who cannot check themselves in. You'll be responsible for checking them out when they leave. Contractors, staff, and regular visitors should create their own free Seaty account for more accurate tracking.

What if I forget to check out a guest? Same as your own session - the guest's session stays open until you check them out. Return to the check-in page, find the guest in your "My Guests" section, and click "Check out". If needed, your administrator can manually close guest sessions.

Can other people see the guests I checked in? Only organisation administrators can see all attendance records, including guests you checked in. Regular members and other check-in users cannot see your guests.

Troubleshooting

What if I lose the QR code link? Contact your administrator - they can reshare the QR code or direct link. Also check your messages, as the link may have been shared in an email, text, or group chat.

For Attendees

For Administrators

Need Help?

For questions about specific schedule items or activities: Contact your organisation administrator - they manage the schedule and attendance tracking.

For technical issues with the check-in system: Email Seaty support at support@seaty.co.uk

Have ready:

  • Your name and email address
  • Organisation and event name
  • Activity or schedule item name
  • Description of the issue

Ready to mark your attendance?

Use the QR code or link provided by your organisation to check in when you arrive!