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Check-in Tab

Purpose​

The Check-In tab allows organizers to track and record member arrivals at the event. It provides tools for checking in resources, viewing assignment details, verifying background checks, and managing unannounced check-ins for walk-up volunteers.

Route​

/manage/schedules/{schedule-id}/check-in

Screenshot​

Check-in tab showing resource list and check-in interface
Check-in tab showing resource list and check-in interface

Description​

The Check-In tab provides a comprehensive interface for managing event attendance and verifying resources.

Header Summary​

At the top of the page, three key metrics are displayed:

  • 20 Need: Total number of resources expected (in gray)
  • 0 Present: Number of resources currently checked in (in green)
  • 20 No Show: Number of resources who haven't checked in (in red)

Action Buttons​

  • 🔄 Refresh: Refresh the resource list
  • 👁 Include Signed: Toggle to show/hide resources who have already signed in
  • 📋 Bulk Check-In: Check in multiple resources at once

Resource List​

The main table displays all resources scheduled for the event:

Table Columns

  • Resource: Name of the member/volunteer (sortable)
    • Red text with ⚠ icon indicates "Do Not Return" status
    • Regular text for approved members
  • Group: The club or team the resource belongs to (sortable)
  • Check-In: Eye icon (👁) to view/check in the resource

Special Indicators

  • Names in red with warning icon indicate members with issues or restrictions
  • Pagination controls at the bottom for navigating large lists

Resource Details Panel​

Clicking the check-in icon opens a side panel with detailed information:

Resource details panel showing member information and check-in options
Resource details panel showing member information and check-in options

Resource Information

  • Name and Avatar: Member's name with circular avatar/initials
  • Club/Team: Organization affiliation

Comments Section

  • Text area for adding optional notes about the check-in
  • Useful for documenting late arrivals, special circumstances, or equipment issues

Action Buttons

  • ✓ Check In: Green button to confirm the resource has arrived
  • ✗ No Show: Gray button to mark as no-show if the resource doesn't arrive

Resource Information Section

  • LL Info: Liquor License information
    • Shows license number if provided (e.g., "V55555")
    • Shows "Not provided" if no license on file

Assignment Details Section

  • Zone: The zone assignment (e.g., "Default", "Support")
  • Stand: The specific stand location (e.g., "2E1 Go Route", "Field Level Catering")
  • Position: The role or position (e.g., "Others", "POS")

Background Check Status

Displays verification status for various background checks:

Background check status showing multiple check types with pass/fail indicators
Background check status showing multiple check types with pass/fail indicators

Status Indicators

  • ✓ Green checkmark: Check passed
  • ✗ Red X: Check failed or incomplete

Check Types

  • CrimDisc: Criminal disclosure check
  • BG Auth: Background authorization
  • Teams: Team verification
  • NFL Cred: NFL credentials (if applicable)

Special Cases

  1. No matching background record found: Red alert when no background check data exists
  2. Multiple Results Found: Blue banner when multiple background records match
    • Lists all potential matches
    • Shows status for each record
    • Highlights critical issues (e.g., "Do Not Return" in red)

Unannounced Check-In​

Unannounced check-in section with add form for walk-up volunteers
Unannounced check-in section with add form for walk-up volunteers

An expandable section at the bottom for handling walk-up volunteers not on the schedule:

Toggle Section

  • "📥 Unannounced Check In": Expandable accordion with count badge (e.g., "0")
  • Shows count of unannounced check-ins processed

When Expanded

If no unannounced resources yet:

  • Shows "No unannounced resources available" message
  • Search bar and "+ Add" button to add new resources

Add Unannounced Check-In Form

When adding a new unannounced volunteer, a form appears with:

Assignment Information

  • NPO*: Dropdown to select the organization (required)
    • "Select NPO" placeholder
  • Stand*: Dropdown to select stand location (required)
    • "Select Stand" placeholder
  • Position*: Dropdown to select position/role (required)
    • "Select Position" placeholder

Personal Information

  • First Name*: Text input (required)
    • Placeholder: "Enter first name"
  • Last Name*: Text input (required)
    • Placeholder: "Enter last name"
  • LL Info: Liquor license information
    • Placeholder: "Enter LL information"
  • Age Information: Checkbox for "Is Minor" with age field

Comments

  • Large text area for additional notes
  • Placeholder: "Enter any additional comments..."

Actions

  • ✓ Check In: Green button to complete the check-in
  • ✗ Cancel: Gray button to cancel and close the form

Checked-In Resources​

Resource details panel after check-in showing undo and comment options
Resource details panel after check-in showing undo and comment options

After a resource has been checked in, the panel displays additional information and options:

Status Badge

  • "Checked In" badge displayed at the top right in green

Check-in Status Section

  • Check-in Time: Shows the exact date and time the resource was checked in
    • Example: "Jan 02, 2026 - Friday 2:48 PM"
  • Calendar icon indicates the timestamp

Post Check-In Options

Information Banner

  • Blue informational banner states: "This resource has been checked in. You can add more comments or undo the check-in."

Additional Comments

  • Text area for adding more notes after the initial check-in
  • Useful for documenting issues discovered during the event, equipment problems, or shift changes

Actions

  • 💬 Add Comments: Orange button to save additional comments
  • ↻ Undo Check-In: Red button to reverse the check-in if done in error
    • Useful for accidental check-ins or if the wrong person was checked in

Use Cases

  • Add notes about late arrivals or early departures
  • Document equipment issues or uniform problems
  • Record behavioral concerns or exceptional performance
  • Correct accidental check-ins

Bulk Check-In​

Bulk check-in modal for checking in multiple resources at once
Bulk check-in modal for checking in multiple resources at once

The Bulk Check-in feature allows organizers to check in multiple resources simultaneously based on NPO or Stand filters.

Opening Bulk Check-In

  • Click the "📋 Bulk Check-in" button in the header action bar

Bulk Check-In Form

Select NPOs for Bulk Check-in (Optional)

  • NPOs Dropdown: Multi-select dropdown to choose organizations
    • Placeholder: "Select NPOs to check-in"
    • Check in all resources from selected organizations at once

Select Stands for Bulk Check-in (Optional)

  • Stands Dropdown: Multi-select dropdown to choose stand locations
    • Placeholder: "Select Stands to check-in"
    • Check in all resources assigned to selected stands

Selection Requirements

  • Blue info banner: "You can select NPOs, Stands, or both. At least one selection is required."
  • Flexible filtering allows checking in by organization, location, or combination

Check-in Time

  • Check-in Date & Time*: DateTime picker (required)
    • Shows current date/time by default
    • Example: "01/02/2026 02:48 PM"
  • Selected time display: Confirms the chosen timestamp
    • Format: "Jan 02, 2026 - Friday 2:48 PM"
  • Calendar icon button to open date/time picker

Additional Information

  • Comments (Optional): Text area for bulk check-in notes
    • Placeholder: "Enter any comments for the bulk check-in..."
    • Applied to all resources in the bulk operation
    • Useful for noting group arrival, bus delays, etc.

Actions

  • ✗ Cancel: Gray button to close without checking in
  • ✓ Bulk Check-in: Green button to confirm and process the bulk check-in

Use Cases

  • Check in entire teams arriving together on a bus
  • Process all resources at a specific stand location
  • Handle mass arrivals at event start time
  • Streamline check-in for large groups

Best Practices

  • Verify the correct NPOs/Stands are selected before confirming
  • Use comments to document group arrival circumstances
  • Double-check the timestamp is accurate
  • Consider individual check-ins if verifying IDs or credentials

Workflow​

Standard Check-In Process

  1. Locate the resource in the list using search or scrolling
  2. Click the eye icon (👁) next to their name
  3. Review their assignment details and background check status
  4. Add optional comments if needed
  5. Click "Check In" to confirm arrival or "No Show" if they don't arrive

Post Check-In Management

  1. Click the eye icon (👁) next to a checked-in resource
  2. View the check-in timestamp and status
  3. (Optional) Add additional comments using the text area
  4. Click "Add Comments" to save new notes
  5. If needed, click "Undo Check-In" to reverse the check-in

Bulk Check-In Process

  1. Click the "📋 Bulk Check-in" button in the header
  2. Select NPOs and/or Stands from the dropdowns
  3. Verify the check-in date and time (adjust if needed)
  4. Add optional comments for the group
  5. Click "Bulk Check-in" to process all selected resources

Unannounced Check-In Process

  1. Expand the "Unannounced Check In" section
  2. Click "+ Add" to open the form
  3. Fill in assignment information (NPO, Stand, Position)
  4. Enter personal information (Name, LL Info, etc.)
  5. Add any relevant comments
  6. Click "Check In" to complete

The check-in data helps track attendance, manage no-shows, and provides an audit trail for event staffing.