Attendance Tracking: QR Check-in for Rehearsals and Sessions

Track attendance on Seaty with QR check-in and check-out: monitor who attends rehearsals and sessions, log guest visits, and produce safeguarding records.

Attendance page

Overview

Attendance Tracking enables you to monitor who attends rehearsals, meetings, and event dates. The system records check-in and check-out times, tracks session durations, and provides real-time statistics on who's currently present.

At its simplest, Attendance Tracking answers one question: Who was actually present at this session?

Who uses this: Event administrators with schedule permissions manage attendance records, whilst organisation members check themselves in via QR codes using the Seaty mobile app.

Key capabilities:

Record check-in and check-out times for members and guests
Track session durations and attendance patterns
Generate safeguarding records for working with children and vulnerable adults
Produce attendance data for funding applications and reports
Monitor whether required team members attend critical sessions
Allow members to check in guests (children, visitors) on their behalf

How It Works

At a glance: Enable attendance tracking on a schedule item, display the QR code at your venue, and members check themselves in. Administrators can also manually check in members and guests.

1. Enable attendance tracking

When creating or editing a schedule item, enable the "Track Attendance" option. This activates the check-in/check-out functionality for that specific session.

Display or distribute the QR code so members can scan it when they arrive. The code can be shown on a screen, printed, or shared digitally.

3. Members check in

Members scan the QR code with the Seaty mobile app to check themselves in. They can also check in guests (such as children or visitors) on their behalf.

4. Track throughout the session

The system records check-in times, shows who is currently present, and calculates session durations. Late arrivals are automatically flagged.

5. Close the session

When the session ends, use bulk check-out to close all attendance records at once, or let members check themselves out individually.

Think of it this way:

Attendance Tracking records who actually attended (check-in/check-out at the session)

RSVP collects who intends to attend (responses before the session)

Schedule defines when and where sessions happen

Use all three together: Schedule defines the session, RSVP helps you plan, Attendance proves who came

Should You Use Attendance Tracking or RSVP?

Seaty offers two different features for managing who attends sessions:

Feature	Best For	How It Works	When to Use
Attendance Tracking	Recording who actually attended	Check-in/check-out at the session	You need proof of attendance, session duration tracking, or safeguarding records
RSVP	Planning who intends to attend	Members respond yes/no/maybe before the session	You need headcounts for catering, room booking, or advance planning

Use both together: RSVP helps you plan, whilst Attendance Tracking records what actually happened. A member might RSVP "yes" but not attend, or vice versa.

Cross-reference: See RSVP documentation for details on collecting advance responses.

Schedule Item Requirements

To use Attendance Tracking, the schedule item must:

Have "Track Attendance" enabled when created or edited
Be an active (not cancelled) schedule item
Belong to an event or organisation with schedule features enabled

Event dates can also have attendance tracking enabled, using the same interface and functionality as regular schedule items.

Note: You can enable attendance tracking when creating a schedule item or by editing an existing one. Once enabled, the check-in/check-out functionality becomes available for that session.

Who Does What

Different people have different capabilities when using Attendance Tracking:

Role	Can Do	Cannot Do
Admin	View attendance, check in/out anyone (including guests), check out everyone at once, view complete history, access QR codes, manage all guest records	-
Member	Check themselves in/out via QR code scan, check in guests on their behalf, manage their own guests, view their own attendance history	Check in other members, access admin attendance page, manage guests checked in by others
Guest	Attend sessions (when checked in by admin or member)	Use QR codes, access Seaty, check themselves in

Member Experience: When members scan a QR code or visit the check-in page, they see a simple check-in screen showing the session details and a button to check in or out. They can also check in guests (children, visitors) on their behalf and manage those guests' attendance. They don't see the admin view or other people's guests.

Understanding Check-In Methods

The system tracks how each person checked in, providing an audit trail of attendance recording methods:

Method	When Used	How It Works	Why This Matters
QR Code	Self-service check-in	Member scans QR code with the Seaty mobile app	Fastest method, reduces admin workload, members take ownership
Admin	Manual admin check-in	Administrator clicks "Check In" button on Attendance page	Useful when members forget phones or for checking in guests
Manual	Legacy system	Used by older parts of the system (being phased out)	Historical data only

Check-out methods follow the same pattern. Most modern check-ins use QR Code (for self-service) or Admin (for manual processing).

Why guests can't use QR codes: Guests don't have Seaty accounts, so the system can't authenticate them. Members or admins must check in guests on their behalf.

Attendee Types Explained

The Attendance page distinguishes between different types of attendees using visual badges and role indicators:

Member

Who they are: Organisation members with Seaty accounts
How they appear: Name displays normally, role shows "Member"
How they check in: QR code scan or admin manual check-in
Email shown: Their Seaty account email (when "Show Emails" is enabled)

Admin

Who they are: Organisation members with administrative permissions
How they appear: Role shows "Admin" instead of "Member"
How they check in: Same as regular members
Special access: Can check in others and access attendance tools

Guest

Who they are: People without Seaty accounts (children, visitors, one-time attendees)
How they appear: "Guest" badge next to their name
How they check in: Via admin or member check-in (cannot use QR codes themselves)
Role display: Shows the custom role provided during check-in (e.g., "Parent", "Visitor", "Child")
Email shown: None (guests don't have accounts)
Managed by: The person who checked them in (members can only manage their own guests; admins can manage all)

External User (Rare)

Who they are: Seaty account holders who aren't organisation members
How they appear: Role shows "External"
How they check in: Usually via QR code if given access
Use case: Collaborative events between multiple organisations

Required Member Indicator

Any attendee marked as required for the schedule item displays a "Required" badge next to their name, regardless of whether they're a member, admin, or guest. This helps identify whose attendance is essential.

Late Arrival Tracking

The system automatically detects when someone checks in after the scheduled start time:

Late arrivals show a "Late" badge in their attendance history
The badge appears next to the check-in timestamp in the history modal
This helps track punctuality patterns for required attendees

Why track late arrivals? Persistent late arrivals can disrupt rehearsals and delay other participants. The system records this automatically so you can identify patterns and address them constructively with individuals.

Late arrival is calculated by comparing the check-in time to the schedule item's start time. This only applies to scheduled items with specific start times, not all-day items.

Accessing the Attendance Page

To view attendance for a schedule item or event date:

Navigate to your event's schedule page
Find the schedule item you want to track
Click the attendance link or button for that item
The Attendance page loads, showing current statistics and attendance records

The page displays attendance for that specific schedule item only. Each item maintains separate attendance tracking.

Understanding Attendance Statistics

Three key statistics appear at the top of the Attendance page:

Statistic	What It Shows
Currently present	Number of people checked in right now (not yet checked out)
Attended at any point	Total number of unique people who have checked in during any session
Required members	Count of organisation members marked as required for this schedule item

These statistics update automatically as people check in and out, providing real-time visibility into attendance.

Attendance Table Overview

The main attendance table shows everyone who has attended the schedule item. You can customise the view using the toolbar buttons:

View Mode Toggle

Simple view: Shows only check-in/out buttons, names, and current status
Detailed view: Adds role, current check-in time, duration, total sessions, and history access

Email Visibility

Click "Show Emails" to display email addresses beneath each person's name
Useful for identifying people or contacting attendees
Click "Hide Emails" to return to compact view

Table Columns (Detailed View)

The detailed view displays:

Check In/Out: Action button based on current status
Name: Person's name with badges (Required, Guest)
Role: Admin, Member, or custom role for guests
Check In Time: When the current session started (or "-" if not checked in)
Duration: How long they've been present in the current session
Sessions: Total number of separate attendance sessions
History: Button to view complete attendance history for that person

Part 2: Using Attendance Tracking

QR Codes for Self-Service Check-In

Schedule items with attendance tracking enabled can generate QR codes for self-service check-in and check-out.

Why use QR codes? They're the fastest check-in method and reduce admin workload. Members take ownership of their attendance, and you get instant, accurate records.

Accessing the QR Code

On the Attendance page, click QR code in the toolbar
A QR code page displays the unique code for this schedule item
Members scan this code with their mobile device using the Seaty app

How Members Use QR Codes

When a member scans the QR code:

The Seaty mobile app opens to the check-in page
The member sees the schedule item details
They tap to check in (or check out if already checked in)
The system records the timestamp and marks the check-in method as "QR Code"
Attendance statistics update immediately

QR codes can be displayed on a screen near the rehearsal space, printed and posted, or shared digitally with the team.

Cross-reference: See the Seaty Mobile App documentation for detailed guidance on scanning QR codes and using the check-in features from member perspective.

Manually Checking In Members

The lower section of the page lists organisation members who haven't checked in yet. This allows administrators to manually check in members who may not have access to QR codes.

Checking In a Member

Scroll to "Organisation Members Not Yet Checked In"
Use the search box to filter by name or email if needed
Find the member you want to check in
Click the Check In button next to their name
The member immediately appears in the main attendance table
They are marked as checked in via "Admin" method

The search function filters the member list in real-time, making it quick to find specific people in organisations with many members.

Checking In Guests

Guests are people who don't have Seaty accounts. Common examples include children, one-time visitors, or anyone who cannot check themselves in.

Why check in guests? Safeguarding requires complete attendance records. If a child, parent helper, or visitor attends your session, they should appear in your attendance records alongside members.

Who Can Check In Guests

Administrators can check in guests from the admin Attendance page using the "Check in guest" button in the toolbar.

Members can check in guests from the public check-in page (after scanning the QR code). They see a "Check in a guest" button that allows them to register guests on their behalf.

Admin Guest Check-In

Click Check in guest in the toolbar
A modal opens requesting guest information
Enter the guest's name (required)
Optionally enter their role or affiliation (e.g., "Parent", "Visitor", "Contractor")
Click Check In Guest
The guest appears in the attendance table with a "Guest" badge

Example: You're running a theatre rehearsal and vocal coach Dr. Emma Williams arrives to work with the cast. Click "Check in guest", enter name "Dr. Emma Williams", enter role "Vocal Coach", and click "Check In Guest". She now appears in your attendance records with the correct professional context.

Member Guest Check-In

Members can check in guests (such as their children or visitors) from the public check-in page:

Member scans the QR code or visits the check-in link
Member clicks Check in a guest
Previous guests appear as quick-select buttons (if any)
Member enters guest name and optional role
Member clicks Check in guest
The guest appears in the member's "My Guests" section

Key differences from admin check-in:

Members can only manage guests they personally checked in
Members see their guests in a "My Guests" section on the check-in page
Admins see all guests in the main attendance table
Guest records include an audit trail showing who checked them in

When Members Should Use Guest Check-In

Appropriate uses:

Children or dependants attending with the member
One-time visitors who won't return
Anyone who genuinely cannot check themselves in

Encourage self check-in instead for:

Contractors, staff, and regular visitors (they should create a free Seaty account)
Anyone who visits frequently
Adults capable of checking themselves in

Guidance for members: If someone can easily scan the QR code and create an account, they should. Guest check-in is intended for situations where self check-in isn't practical.

Guest Identification

Guests appear in the attendance table with:

The name provided during check-in
A "Guest" badge indicating they don't have a Seaty account
Their role (if provided) in the Role column
No email address (since they have no account)
An audit trail showing who checked them in (visible to admins)

Guests can check in multiple times for different sessions. The system tracks each session separately.

Note: Guest names are required (cannot be blank) and can be up to 200 characters. The role field is optional and accepts up to 100 characters.

Checking Out Attendees

When someone leaves, they can either check out via QR code or an administrator can check them out manually.

Individual Check-Out

Find the person in the attendance table
If they're currently checked in, the button shows "Check Out"
Click Check Out
The person's current session closes with a check-out timestamp
Their duration is finalised
The "Currently present" statistic decreases by one

Once checked out, the person can check in again later, creating a new session.

Bulk Check-Out

When a rehearsal or meeting ends and everyone leaves:

Click Check out all in the toolbar
The button shows how many people are currently present: "Check out all (5)"
A confirmation dialog appears
Click to confirm
All currently checked-in people are checked out simultaneously
Each person's current session closes with the same timestamp

This bulk operation is ideal for closing out rehearsals or meetings when everyone departs together.

Viewing Attendance History

Every person who has attended can have their complete history reviewed, showing all check-in and check-out sessions with full details.

Accessing History

In the detailed view, find the person in the attendance table
Click the View button in the History column
A modal opens showing their complete attendance history for this schedule item

What History Shows

For each attendance session, you'll see:

Check-in date and time: When the session started (format: HH:MM, DD Mon YYYY)
Late arrival badge: If the person checked in after the schedule item's start time
Check-out time: When they left, or "Active" if still checked in
Duration: Total time in that session (formatted as "2h 15m" or "45m")
Check-in method: QR Code, Admin, or Manual
Check-out method: How they checked out (if applicable)
Notes: Any notes recorded for that session (if applicable)

This historical view allows you to audit attendance patterns, verify someone was present at a specific time, or review participation over multiple rehearsals.

Part 3: Managing Attendance

Permission Requirements

To access and manage attendance:

Admin Attendance Page:

View attendance: Schedule view permission or event administration permission
Check in members: Schedule edit permission or event administration permission
Check out members: Schedule edit permission or event administration permission
Check in guests (admin): Schedule edit permission or event administration permission
Manage all guests: Schedule edit permission or event administration permission

Public Check-In Page (via QR code):

Check themselves in/out: Any authenticated Seaty user with access to the check-in URL
Check in guests: Any authenticated Seaty user (they can only manage guests they personally checked in)
Check out their guests: Only the user who checked in that guest

Organisation members can always check themselves in and out via QR codes, regardless of administrative permissions. They can also check in guests on their behalf, but cannot manage guests checked in by others.

Use Cases

Attendance Tracking works for various event types and scenarios:

Theatre Rehearsals

Track which cast members attended each rehearsal
Monitor punctuality with late arrival tracking
Check in guests like directors or choreographers
Members can check in their children attending youth productions
Review attendance patterns over the production timeline
Ensure required cast members are present for critical scenes

School Events

Track student participation in rehearsals or practices
Monitor staff attendance at planning meetings
Check in parent volunteers or visitors
Parents can check in their children as guests
Generate attendance reports for safeguarding
Verify required supervision is present

Community Groups

Track volunteer attendance at meetings
Monitor member engagement over time
Check in guest speakers or workshop leaders
Ensure committee members attend required meetings
Generate participation statistics for funding reports

Corporate Events

Track staff attendance at training sessions
Monitor attendance at client meetings
Check in external consultants or vendors
Verify required personnel are present
Generate attendance certificates or records

The toolbar at the top provides quick access to key functions:

Button	What It Does	When Available
QR code	Display the QR code for self-service check-in	Always
Schedule	Return to the event's schedule page	Always
Check in guest	Open the guest check-in modal	Always
Check out all (X)	Bulk check-out everyone currently present	Only when people are checked in (shows count)
Show/Hide Emails	Toggle email address visibility beneath names	Always
Show simple/detailed view	Switch between compact and comprehensive table views	Always

All toolbar actions are disabled during loading states to prevent duplicate requests.

Real-Time Updates

The Attendance page reflects the current state of attendance:

Statistics update after every check-in or check-out action
The member list updates when someone checks in (they're removed from "Not Yet Checked In")
Table rows update immediately after actions
No manual page refresh is needed

However, if multiple administrators are managing attendance simultaneously, they may need to refresh their browser to see changes made by others.

Troubleshooting

Members Not Appearing in "Not Yet Checked In" List

Members only appear in this list if:

They haven't checked in yet for this schedule item
They are active organisation members
They aren't currently checked in

If a member checked in previously, they move to the main attendance table. Use the search function in the attendance table to find them.

QR Code Not Working

If QR codes aren't checking members in:

Verify the member is using the Seaty website or mobile app
Ensure they're logged into their Seaty account
Check the schedule item has attendance tracking enabled
Confirm the QR code is for the correct schedule item
Try refreshing the QR code page

Guest Won't Check In

Common issues when checking in guests:

Guest name field is blank (names are required)
Network connection lost during submission
Page needs refreshing after error

Refresh the page and try again with a valid name.

Member Can't See Their Guests

If a member checked in guests but can't see them:

Guests only appear in the "My Guests" section when the guest check-in form is closed
Ensure the member is on the same check-in page where they checked in the guest
Members can only see guests they personally checked in, not guests checked in by others
Refresh the page to ensure the latest data is displayed

Member Can't Check Out Someone Else's Guest

This is expected behaviour. Members can only manage guests they personally checked in. If a guest needs to be checked out by someone other than the person who checked them in, an administrator must do it from the admin Attendance page.

Statistics Don't Match Expectations

If the statistics seem incorrect:

"Currently present" only counts people not yet checked out
"Attended at any point" counts unique people across all sessions
"Required members" is set when the schedule item is created, not based on who actually attended

Refresh the page to ensure you're seeing the latest data.

Common Questions

Setup and Configuration

Can I enable attendance tracking on an existing schedule item? Yes, you can edit the schedule item and enable "Track Attendance" at any time. However, this only affects future sessions; it does not retroactively create attendance records.

Can I track attendance for event dates as well as schedule items? Yes. Event dates can have attendance tracking enabled using the same interface and functionality as regular schedule items.

What permissions do I need to manage attendance? You need schedule edit permission or event administration permission to check in members, check out members, and check in guests from the admin page.

Check-In and Check-Out

Can members check in without the mobile app? Yes. Members can also check in by visiting the check-in page URL directly in any web browser. The QR code simply provides a quick way to reach this page.

What happens if someone checks in twice without checking out? The system prevents duplicate check-ins. If someone is already checked in, they will see their current status and can only check out.

Can I correct a check-in or check-out time after the fact? Currently, you cannot edit historical attendance records. This feature is planned for a future release.

Guests

Why can members check in guests but not other members? This design maintains accountability. Members take responsibility for guests they personally bring, whilst member attendance remains each individual's responsibility.

Can a guest be checked in by multiple people? No. Each guest check-in creates a distinct record. If the same guest needs to be checked in by different people on different occasions, they will appear as separate guest entries.

Should regular visitors create Seaty accounts instead of being checked in as guests? Yes. Anyone who attends regularly should create a free Seaty account. Guest check-in is intended for one-time visitors, children, or situations where self check-in is not practical.

Reporting and Records

How long are attendance records kept? Attendance records are retained indefinitely as part of your organisation's data. They remain available for safeguarding and reporting purposes.

Can I export attendance data? Export functionality is planned but not yet available. Contact support if you need attendance data for external reporting.

What does "Required members" mean in the statistics? Required members are those marked as required when the schedule item was created. This count reflects who should attend, not who actually attended.

Schedule: Create and manage schedule items with attendance tracking
QR Code Scanning: Mobile app functionality for self-service check-in
Organisation Members: Manage who appears in the member check-in list
Permissions: Configure who can manage attendance

Need Help?

If you have questions about Attendance Tracking:

Email: support@seaty.co.uk
Verify attendance tracking is enabled on your schedule item
Check that members have the Seaty mobile app installed for QR code scanning
Ensure permissions are configured correctly for your organisation