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Checking players in

Marking players present on game day, from the dashboard or the bookings list.

Who can do this: everyone on your team, including Staff.

The roster#

Every booking has a roster you can expand in place. Click the chevron button on any booking row (tooltip: "Check in players") on either the dashboard home "Run of day" table or the bookings list. It's also the "Players" card on the booking edit screen.

Columns: Name, Email, Phone, Gear, Party Type, Waiver, Check In, and actions.

Checking one player in#

Click "Check In" on their row. It becomes a green "Checked In" badge showing the time and the staff member's name.

If the button is greyed out with the caption "Waiver required.", their waiver isn't cleared yet. See below.

Checking a whole group in#

Click "Check In All" in the roster header. It appears on bookings with two or more players where at least one still needs checking in.

If anyone's waiver is outstanding the button renders disabled with "All waivers must be signed." — you can't bulk-check-in a group with missing waivers.

The waiver gate#

Nobody gets checked in without a cleared waiver. That's not configurable, and it's the point of the system — it's what stops an unsigned player reaching your field.

A player is cleared when they've either:

  • Signed digitally — their Waiver cell reads "Signed — PDF" and links to the document, or
  • Been recorded as signing on paper — "Signed — Paper", if paper waivers are enabled for your field.

Someone hasn't signed and they're standing in front of you#

Fastest options, in order:

  1. Hand them a phone or tablet. On the group waiver page, the organizer has a "Sign Link" button per player that opens the waiver directly. Or use your kiosk, where the player can search for their name and tap "Sign Waiver".
  2. Resend the link. "Send Link" on their row emails it (and texts the organizer, if SMS is on). Fine if they have their phone and their inbox handy.
  3. Fill in their details. If they're a "Player 1" placeholder, click "Edit", add their name and email, and leave "Email them their waiver link" ticked.
  4. Paper, if your field is set up for it.

Signing is not checking in#

Worth repeating because it surprises people: a signed waiver never checks anyone in by itself. Neither does marking a paper waiver. Check-in is always a separate, deliberate action.

That's deliberate. Signing a waiver at home three days early doesn't mean someone is standing on your property. Check-in means "they're here".

Who checked someone in#

The green "Checked In" badge shows the time and, when a staff member did it from the dashboard, their name.

Check-ins made at the kiosk or on the QR check-in page show a time with no name — the player did it themselves.

The QR check-in page#

When the last player on a booking signs their waiver, the organizer automatically gets an email with a QR code, subject "Your Check-In Code for {your field} on {date}".

Scanning it opens a page listing everyone on the booking, where they can check themselves in.

Tracking progress through the day#

The dashboard home "Checked in" tile shows "{checked in} / {total}" with a progress bar. The bookings list has a "Checked In" status filter.

At close, a large gap between expected and checked in is your no-show list. Set those bookings to No Show so your no-show rate in Reports means something.