Check-in

Omoplata provides automated check-in options so members can record their own attendance without requiring an admin to manually mark everyone present. There are two primary methods: PIN-based check-in at a tablet station and QR code scanning through the member portal.

Check-in settings

Configure check-in behavior under Settings > Check-in. The following options are available:

Check-in time window

• Minutes before start -- How many minutes before a class starts that check-in becomes available. Default: 30 minutes. If a class starts at 19:00, members can check in from 18:30 onward.
• Minutes after start -- How many minutes after a class starts that check-in is still accepted. Default: 10 minutes. For a 19:00 class, check-in closes at 19:10.

This window ensures members can only check in when they are actually at the club around the time of their class, preventing accidental or premature check-ins.

Attendance intentions

• Attendance intention enabled -- When turned on (the default), members see a question on their portal dashboard asking whether they plan to attend upcoming classes. They can respond "yes" or "no" for each session. When disabled, the portal simply lists upcoming classes without asking for a response.
• Requires intention -- When enabled, a member can only check in if they previously indicated they would attend (by setting their intention to "yes"). Members who did not confirm their intention are rejected at check-in. This setting defaults to off.

PIN-based check-in

PIN check-in is designed for a tablet or kiosk placed at your club entrance or near the mats. Members enter their personal PIN to record their attendance as they arrive.

How it works

1. A tablet or iPad at the club runs the station check-in page.
2. When a member arrives, they enter their personal PIN on the keypad displayed on screen.
3. The system looks up the member by their PIN.
4. Omoplata checks whether there is an active class session within the check-in window (based on the minutes-before and minutes-after settings).
5. If a matching session is found and all validation passes, the attendance record is created automatically.
6. The member sees a confirmation with their name and the class they checked into.

PIN setup

Each member can have a PIN assigned through their profile. PINs are stored as a user identification of type "PIN". Members can also set or update their own PIN through the member portal.

Validation checks

When a member enters their PIN, the system performs several checks before recording attendance:

• The PIN must match a registered member.
• There must be an active class occurrence within the configured time window.
• If the class requires assignment, the member must be assigned to the matching time slot.
• If "requires intention" is enabled, the member must have previously confirmed their intention to attend.

If any check fails, the member sees an appropriate message (e.g., "No class available" or "Invalid PIN").

QR code check-in

QR code check-in lets members scan a code with their phone to check in through their portal.

Setting up QR codes

1. Navigate to Settings > Check-in.
2. Click Download to generate a PDF containing the QR code.
3. Print the QR code and place it at your club entrance, near the mats, or wherever members can easily scan it as they arrive.

The QR code encodes the URL to the station check-in page. When a member scans it with their phone, they are directed to a check-in page that handles attendance recording.

How QR check-in works

1. The member scans the printed QR code with their phone camera.
2. Their browser opens the check-in page.
3. If the member is logged into their portal, their attendance is recorded for the current class session.
4. The attendance record is marked with a "QR code" source, which appears as a small QR icon next to their name in the occurrence detail modal.

The same time window and validation rules apply as with PIN check-in -- the member can only check in within the configured minutes before and after the class start time.

Station mode

The station is a dedicated interface designed for tablets placed at your club. It provides a simplified, purpose-built experience for front-desk operations.

Accessing the station

The station runs at a dedicated URL for your club. It uses a streamlined layout optimized for tablet screens, separate from the full admin dashboard.

Station features

The station dashboard provides:

• Lead management -- View and search for leads (prospective members) and convert them into full members.
• New member registration -- Start the onboarding process for walk-in visitors directly from the tablet.
• Pending onboarding -- See members who have started but not completed their registration, and continue their onboarding process.

Using the station for daily operations

A typical workflow at a club with a tablet station:

1. Before class -- The station displays the list of leads and pending onboardings. If a new visitor walks in, staff can look up their lead record and begin the member conversion process.
2. During arrival -- Members enter their PIN on the station to check in, or scan the QR code with their phones.
3. After class -- Admins can review attendance through the main dashboard's occurrence detail modal to verify completeness.

Check-in and attendance records

Regardless of the check-in method, all attendance records end up in the same place and are treated identically for reporting, statistics, and graduation tracking purposes. The only difference is a label that tracks how the check-in was performed:

• Admin -- Manually recorded by an admin through the occurrence detail modal.
• QR Code -- Member scanned a QR code.
• Tablet -- Member used the PIN-based station check-in.

This source tracking helps you understand how your members prefer to check in and whether your automated systems are being adopted.