Attendance & Check-ins
The platform tracks class attendance through a flexible check-in system. Members can check themselves in via the mobile app, or instructors can check students in during class using the roster.
Check-in Settings
Three settings in Academy Settings control how check-ins work. Navigate to Academy Settings to configure them.
Self Check-in
Setting: Allow Self Check-in
When enabled, students can tap the Check In button on a class card in the mobile app to check themselves into a class. When disabled, only staff (instructors, admins, and owners) can check students in.
Registration Required
Setting: Registration Required
When enabled, students must pre-register for a class before they can check in. This helps instructors plan for class sizes. When disabled, students can check in directly without registering first.
Capacity Enforcement
Setting: Enforce Capacity
When enabled, the system prevents check-ins once a class reaches its capacity limit (set on the class template). A capacity bar shows the fill level on class cards in the mobile app. When disabled, capacity is displayed for informational purposes only but doesn't block check-ins.
Check-in Window
Check-ins are only allowed during a specific time window around the class:
- Opens: 30 minutes before the class start time
- Closes: At the class end time
The window is calculated using your academy's configured timezone. Outside this window, the Check In button is hidden or disabled.
Timezone matters
The check-in window uses your academy's timezone (set during onboarding or in Academy Settings). Make sure this is correctly configured so check-in windows open at the right times for your members.
Plan-Based Class Access
If your membership plans have allowed classes configured (see Membership Plans), the system enforces access restrictions during check-in:
- If a plan has specific classes assigned, members on that plan can only check in to those classes.
- If a plan has no class restrictions (the default), members can check in to any class.
- Members without an active subscription may be unable to check in, depending on your configuration.
On the mobile app, classes that a member doesn't have access to are shown with a lock icon and an "Upgrade" prompt linking to the plans page.
Instructor Check-in Mode
During class, instructors and staff can check students in from the class detail page on either the web dashboard or the mobile app.
On the Web Dashboard
Open the class instance
Navigate to the class detail page at /classes/[instanceId] by clicking on a class instance from the schedule.
Use the check-in section
When the check-in window is open, a Check In Students section appears below the attendance roster. It includes a search bar to find members by name or email.
Check students in
The search results show all active academy members who haven't yet checked in. Each member card displays their name, belt rank, and role. Click the Check In button next to a member to record their attendance.
On the Mobile App
Open the class detail
From the Schedule tab, tap on a class card to open the class detail screen.
Expand the check-in roster
Staff members see a collapsible Check In Students section. Tap to expand it and reveal the search-and-check-in roster.
Search and check in
Search by name or email, then tap Check In next to each student. The checked-in roster updates in real time.
Real-time updates on mobile
The mobile app uses real-time subscriptions for the attendance roster. When one instructor checks a student in, all other devices viewing the same class see the update instantly — no need to refresh.
Removing a Check-in
Staff can remove an attendance record by clicking/tapping the remove button next to a checked-in student. This is useful for correcting mistakes.
Attendance Statistics
The platform tracks attendance statistics accessible from the Classes page on the web dashboard:
Overview Stats (Last 30 Days)
Student Leaderboard
A ranked table showing all students sorted by total class attendance in the last 30 days. Displays each student's name, email, belt rank, monthly count, and all-time count.
Recent Check-ins
A chronological table of the most recent 50 check-ins, showing the student name, class name, date, and check-in timestamp.
Mobile Dashboard Stats
Members see their own attendance stats on the Home tab of the mobile app:
- Training Heatmap — A 12-week calendar grid showing training frequency with color intensity. Darker cells indicate more classes that week.
- Current Streak — Number of consecutive days with at least one class (resets if you miss a day).
- Classes This Month — Number of classes attended in the current month.
Student Class Notes
After checking in to a class, students can add their own private notes from the class detail screen on the mobile app. These notes are only visible to the student who wrote them and help with personal training journaling.
Staff members can also add class notes (topic and detailed notes) that are visible to all members who view the class.
Permissions
| Feature | Owner | Admin | Instructor | Student |
|---|---|---|---|---|
| Self check-in (mobile) | Yes | Yes | Yes | If enabled |
| Check in other students | Yes | Yes | Yes | No |
| Remove check-ins | Yes | Yes | Yes | No |
| View attendance stats | Yes | Yes | Yes | Own only |
| Add class notes (topic) | Yes | Yes | Yes | No |
| Add private notes | Yes | Yes | Yes | Yes |
| Mark class complete | Yes | Yes | Yes | No |