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In a nutshell, the attendance system lets you track when members visit your club, whether they’re using existing bookings, memberships, or creating new ones on the spot.

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Overview

The attendance tracking system provides comprehensive check-in management for your club members. You can record member visits, track usage against memberships, and monitor club activity patterns. The system automatically handles membership usage tracking and prevents duplicate check-ins. Key capabilities:
  • Manual Check-ins: Add check-ins for members with existing bookings or memberships
  • Quick Check-ins: Create new bookings or memberships during check-in
  • Usage Tracking: Automatically decrement membership uses when applicable
  • Calendar View: Visual calendar interface for selecting date ranges
  • Member Search: Quick member lookup and selection
  • Reference Tracking: See what booking, class, or membership was used

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Viewing Attendance

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Accessing the Attendance Log

  1. Navigate to Members → Attendance in the admin panel
  2. The attendance log displays all check-ins for your organization
  3. Use the calendar on the left to filter by specific dates or date ranges

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Understanding the Attendance Grid

The attendance grid shows:
  • Member: Member name, email, and avatar
  • Date: Check-in date
  • Time: Check-in time
  • Reference: What was used (booking, class, or membership)
  • Actions: Delete check-in option

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Filtering Attendance

  • Date Range: Use the mini calendar to select specific dates or ranges
  • Member Search: Click on a member name to view their profile
  • URL Parameters: Date ranges are saved in the URL for easy sharing

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Adding Check-ins

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Manual Check-in Process

  1. Click “Add Check-in” in the top right
  2. Select the member from the dropdown
  3. Choose the club location
  4. Select either:
    • Existing Membership: Choose from active memberships
    • Existing Booking: Select from member’s bookings
    • Create New Booking: Set up area/instructor/class booking
    • Create New Membership: Start a new membership plan

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Check-in Types

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Existing Membership Check-in

  • Select from member’s active memberships
  • System automatically decrements usage if applicable
  • Prevents duplicate check-ins on the same day

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Existing Booking Check-in

  • Choose from member’s confirmed bookings
  • Links check-in to specific booking record
  • Shows booking details in the reference column

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New Booking Check-in

  • Class: Select from available classes
  • Instructor: Choose instructor and set time
  • Area: Pick area and set time
  • System creates booking and check-in simultaneously

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New Membership Check-in

  • Select membership plan
  • System creates membership and check-in
  • Automatically calculates start/end dates based on plan

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Managing Check-ins

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Editing Check-ins

Currently, check-ins cannot be edited after creation. If you need to make changes, delete the check-in and create a new one.

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Deleting Check-ins

  1. Click the delete icon in the Actions column
  2. Confirm the deletion in the dialog
  3. System automatically restores membership usage if applicable

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Membership Usage Restoration

When you delete a check-in that used a membership:
  • Usage count is restored by 1
  • Membership status changes from “used” to “active” if applicable
  • Only affects memberships with usage limits

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Common Tasks

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Daily Check-in Routine

  1. Open the attendance log
  2. Set the date filter to today
  3. Click “Add Check-in” for each arriving member
  4. Select their membership or create a new booking

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Member Visit History

  1. Click on a member’s name in the attendance grid
  2. This opens their member profile
  3. View their complete attendance history and membership details

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Weekly Attendance Report

  1. Use the calendar to select a week range
  2. Review the attendance grid for the period
  3. Export or screenshot the data for reporting

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Tips & Best Practices

  • Regular Check-ins: Encourage staff to check members in promptly upon arrival
  • Membership Monitoring: Watch for members approaching their usage limits
  • Duplicate Prevention: The system prevents duplicate check-ins, but double-check member selection
  • Quick Access: Bookmark the attendance page for easy access during busy periods
  • Calendar Navigation: Use the mini calendar for quick date selection

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Troubleshooting

Issue: Cannot find a member in the dropdown Solution: Ensure the member exists in your contacts and has an active status Issue: Membership shows as “no remaining uses” Solution: Check if the membership has usage limits and if all uses have been consumed Issue: Check-in not appearing in the list Solution: Refresh the page or check the date filter - check-ins are ordered by creation date Issue: Cannot delete a check-in Solution: Ensure you have the proper permissions for attendance management Issue: Calendar not showing correct dates Solution: Clear your browser cache or try a different browser