> ## Documentation Index
> Fetch the complete documentation index at: https://docs.1club.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Attendance Tracking

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.

<Note>
  Before you start: how strict your check-in flow is depends on your booking
  policy and access-control settings. Read [Check-in
  Models](/reference/check-in-models) for an overview, and configure the rules
  in [Booking Policies](/operations/booking-policies) and [Access
  Control](/settings/access-control).
</Note>

## 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 accidental duplicate check-ins, while allowing genuine repeat visits on the same day.

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

## Viewing Attendance

### 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

### 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

### 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

## Adding Check-ins

### 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

Anonymous check-ins (without selecting a member) are only available when the club has **Check-in Mode = Flexible** in [Access Control](/settings/access-control).

### Check-in Types

#### Existing Membership Check-in

* Select from member's active memberships
* System automatically decrements usage if applicable
* Members can check in more than once per day - a member can attend a morning and an evening class, or make a second visit later the same day. A quick re-scan at the door is recognized as the same visit, not a duplicate

#### Existing Booking Check-in

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

<Note>
  **Pre-booked sessions honor the booking, even on an exhausted membership.**
  When the booking was created against a membership, that session has already
  been debited from the membership at booking time. Check-in succeeds even if
  the membership has since become inactive or hit zero remaining uses - the
  booking is the receipt. This only applies to check-ins that select the
  booking; walk-ins and entrance-method changes still require an active
  membership with remaining uses.
</Note>

#### 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

#### New Membership Check-in

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

## Managing Check-ins

### 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.

### 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

### 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

## Common Tasks

### 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

### 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

### 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

## 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**: A repeat scan within a few minutes is recognized as the same entry, and each booking or class can only be checked in once - 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

## 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. For a member with a pre-existing booking against the same membership, you can still check them in through that booking - see the note in **Existing Booking Check-in** above.

**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