On the day, the bookings page is your door list: open the session and tap each person in as they arrive.
On a phone or tablet at the door, install the admin app first (menu, then Install the app). It opens straight to this page.
Open today's session
Open Bookings, which starts on today (use the day strip to move between days, or swipe the list on a phone), and pick the session. Everyone booked on it appears below with their spaces. Clicking a session on the Sessions calendar opens the same list.
Mark someone in
Tap the round circle next to a customer's name as they arrive, and it fills green. Tap it again to undo. Inside a booking, the same control is the Check In button.
The List view has the same circle beside each booking once the session's day has arrived, so you can mark in someone you missed on an earlier day. Cancelled bookings, and ones still awaiting payment, can't be checked in.
Greet first-time visitors
Customers who have never been to you before carry a sparkle icon next to their name and a First visit badge inside the booking. It means they have no earlier booked session that has already run, at any of your locations, whether or not you checked them in. Someone who books three visits this week is flagged as new only at the first.
See who has an access requirement
A customer can tick This is an access requirement against their booking note at checkout, for example for step-free access or arriving with a carer. Their booking carries an amber accessibility icon with their note in full, and the session header counts them, for example "8 of 10 booked · 1 access request". They must give a phone number, shown as a tappable link.
If someone tells you another way, open the booking and tick This booking has an access requirement yourself. The request also appears in the notification bell and in your new-booking email, which is off by default under Email → Notifications. Only your team can see it.
Walk-ins and waiting lists
For someone without a booking, choose Add booking from the session, then check them in. Session warns you but lets you go over capacity.
If anyone is on the session's waiting list, the heading shows a button such as "3 waiting". Click it for their names and emails. They're emailed automatically when a space frees up.
Check waivers before they go in
If the session uses a per-guest waiver, open the booking to see signatures, for example "2 of 3 signed", and let anyone missing sign there and then. See checking signatures on the day.
Email everyone booked into a session
To tell everyone on a session something, such as lost property, a late start or a heater fault, open the session and choose Email attendees from its menu. It works for past sessions as well as upcoming ones.
Open in email app opens your own email app with everyone already in BCC and a subject filled in. It goes from your address, so replies come back to you and it doesn't use your email marketing allowance. If that button doesn't work, for example in Gmail in a browser, use Copy for BCC and paste the list into the BCC field. Never paste it into To or Cc, where everyone can see everyone else's email address.
It reaches everyone with a confirmed or checked-in booking, once each, including people who have opted out of marketing emails. So use it for news about that session, not promotions - those belong in email marketing. Anyone without a working email address on file is counted but left off.
No-shows
A no-show is simply a booking you never check in. Checking someone in marks the booking as completed, and you can review attendance per session in reports. To free a no-show's space and keep their payment, see refunds.
Common questions
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Who can check customers in? Anyone with the Staff or Admin role. See admins and staff roles.
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Can I check someone in before the session starts? Yes, any time on the day, including as they arrive early.
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Why isn't a customer marked as a first-time visitor when I know they're new? They have a session with you that has already run, even if you never checked them in. Their full history is on their customer record.
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A staff member can't see a session they should be checking in. Location-scoped staff only see sessions at their assigned locations. Check their locations under Settings → Team.
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Are bookings I add myself flagged for access requirements? Not automatically. Tick This booking has an access requirement on the booking yourself.
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Do new bookings show up without refreshing? Yes. While Bookings is open on screen, new bookings, changes and cancellations appear within about 20 seconds on any day you can see, not just today. If you switch to another tab or app, it catches up as soon as you come back.