Check-in and attendance
With check-in you record who actually came to a session. You can do this by hand in the participant list or as a self check-in, where customers check themselves in with the customer app. For both you need the Digital Attendance addon, which you activate in the Manager under Addon Store.
How do I confirm attendance?
You confirm attendance in the session:
- Tap the session in the calendar or on the dashboard.
- In the Confirmed tab there is a circle to the right of each name. Tap it to check the person in.
- Alternatively, tap the three dots next to the person and choose Check-In.
You can correct a mistake with Undo check-in in the same menu. At the top of the participant list you see how many people are already checked in.
Manual check-in works at any time, before, during and after the session.
Mark as absent
If someone did not come, tap the three dots next to the person and choose Mark as absent. The circle then shows a red cross. It is only a note: the booking stays, nothing is cancelled, no credits are refunded, and the person gets no email. With Undo absent the person is open again.
If the person does come after all, tap the circle, or they check in themselves. They then count as present. Self check-in shows how many people are marked as absent.
I can't find a check-in button
If the circle and the Check-In menu item are missing in the participant list, it's for one of these reasons:
- The "Digital Attendance" addon isn't active. A note with the way to the Addon Store then appears below the participant list.
- You don't have the right. Trainers need the right to mark attendance.
- Hand-out and return is switched on for the offering (Is something handed out and returned?). Instead of check-in, there is Confirm pickup and Confirm return.
There is no check-in without the addon. You mark people who did not show up as absent; there is no separate status on the booking for this.
Open self check-in by QR code
With self check-in, customers check themselves in with the customer app by scanning a code. You provide the code in the session:
- Open the session and choose Self check-in under More at the top.
- Tap Open check-in.
- Show the QR code, for example on a tablet at the entrance. With Share code or Save code you can pass it on or print it.
While the check-in is open, it says "Participants can check themselves in until …". The code is valid from opening until 30 minutes after the end of the session. With Close check-in you end it earlier. Under Already here you see who has already checked in.
You can also reach self check-in via the card with the next session on the dashboard.
Scan a booking
Every booking has its own QR code. Customers find it in the customer app with their booking and in the confirmation email. The email always contains it for offerings with hand-out, otherwise when the Digital Attendance addon is active.
- Open Scan in the Manager (app.bookicorn.net/scan). You can also get there via Scan QR code under Pickups & returns and in the Self check-in sheet.
- Hold the booking QR code inside the frame. In the web Manager, Bookicorn uses the browser's camera.
- Depending on the booking, tap Check in, Confirm hand-out or Confirm return. Scan next takes you to the next one.
If something doesn't fit, the scanner shows a note, for example:
- "This booking is for …" if it is for a different day.
- "This booking is cancelled."
- "This booking is not confirmed yet."
- "Check-in is not active in this studio."
The check-in code of a session is something else: customers scan it themselves to check in. If you scan it in the Manager, the scanner tells you that you need the code from the booking.
When can customers check themselves in?
Customers check themselves in in the customer app with Check in. There are two ways:
- Scan code: only while you have opened the check-in for this session.
- I'm here (by location): from 60 minutes before the start to 30 minutes after the end of the session, calculated in your studio's time zone. The app checks whether the customer is no more than 200 meters from the session's location. For this, the location must have coordinates. You don't need to open anything for this.
For both ways, the customer needs a confirmed booking for this session, and the session must not be cancelled.
Set up self check-in
You set which ways are allowed under Manager → Settings → Active Add-ons → Digital Attendance (app.bookicorn.net/einstellungen/checkin). Under Allowed ways there are:
- Self check-in: participants check themselves in. When switched off, there is no self check-in, only manual check-in.
- By QR code
- By location
All three are switched on by default and apply to all sessions of your studio.
Check-in and cancellation
If a booking is cancelled, Bookicorn also removes that person's check-in. When a session is cancelled, the check-ins are removed too.
Frequently asked questions
How can I confirm attendance? In the session, in the Confirmed tab, tap the circle next to the name, or choose Check-In in the person's menu. This requires the "Digital Attendance" addon.
I can't find a check-in button. Why? Usually the "Digital Attendance" addon is missing. Trainers also need the right to do it. For offerings with hand-out, there is pickup and return instead of check-in.
From when can customers check themselves in? By location from 60 minutes before the start until 30 minutes after the end. By QR code, as soon as you open the check-in in the session.
Where do customers find the check-in? In the customer app via Check in. There they choose Scan code or I'm here.
Are there consequences if someone doesn't show up? No. You can mark the person as absent in the session; it is only a note. There is no automatic fee or block.
Can I scan a booking's QR code in the Manager? Yes, under Scan (app.bookicorn.net/scan). Depending on the booking, you check the person in or confirm hand-out or return.