Check-In System

Every young person registered in Youth Platform has a unique QR code. This code can be scanned at the start of each session to quickly check them in.

The Check-In Process

1. Navigate to Check-In from the sidebar
2. Select the session instance you're running
3. Click Scan QR Code to open the scanner
4. Point your device's camera at the young person's QR code
5. The system will automatically detect and process the code
6. Confirm the check-in when the young person's details appear

QR Code Cards

Guardians can access their child's QR code through the Guardian Portal. They can:

• Display it on their phone for scanning
• Print a membership card with the QR code
• Add it to their phone's wallet (coming soon)

Manual Check-In

If a young person doesn't have their QR code, you can manually search for them:

1. Click Manual Check-In
2. Search by name or browse the list
3. Click on the young person's name
4. Confirm the check-in

Each session has a check-in security level that determines how much information is shown to staff during check-in. Choose the appropriate level based on your session type and data protection requirements.

Choosing the Right Level

When a new young person arrives who isn't already registered, they can complete a quick self-registration at the check-in point.

How Self-Registration Works

1. Click New Visitor on the check-in screen
2. Hand the device to the guardian or young person (if appropriate age)
3. They complete the basic registration form:
   • Young person's name and date of birth
   • Guardian's name and contact details
   • Emergency contact
   • Any critical medical information
   • Photo consent
4. Guardian signs to confirm the information
5. The young person is automatically checked in

After Self-Registration

Self-registered members have a "pending" status until staff review and approve their profile. During this time:

• They can attend the current session
• Their QR code is generated and available
• A notification is sent to management for review
• Guardian receives an email to complete full registration

Recording when young people leave is just as important as when they arrive. This creates a complete attendance record and ensures everyone is accounted for.

How to Check Out

1. Go to the session's Attendance tab
2. Find the young person in the checked-in list
3. Click Check Out next to their name
4. Confirm the check-out

Alternatively, you can scan their QR code again. If they're already checked in, you'll be prompted to check them out instead.

Bulk Check-Out

At the end of a session, you can check out everyone at once:

1. Click Actions in the attendance view
2. Select Check Out All
3. Confirm the bulk check-out

All check-in and check-out events are recorded and can be reviewed for attendance tracking and safeguarding purposes.

Viewing Session Attendance

There are multiple ways to view attendance history:

Using the Attendance Page (Managers/Owners)

1. Go to Attendance from the sidebar
2. Select the session instance from the list
3. View the full attendance record in the details panel

See the Attendance Management guide for more details.

Using My Sessions (Session Leaders/Team Members)

1. Go to My Sessions from the sidebar
2. Select the session you ran
3. View the attendance for that session

See the My Sessions guide for more details.

From Session Management

1. Go to Sessions and select the session
2. Find the specific instance (date)
3. Click View Attendance

This shows:

• All young people who attended
• Check-in and check-out times
• Who performed each check-in
• Duration of attendance

Viewing Individual History

To see a specific young person's attendance history:

1. Go to Young People and find the member
2. Click on their profile
3. Select the Attendance tab

This shows all sessions they've attended with dates and times.

Exporting Attendance Data

See the Reports & Analytics guide for information on exporting attendance data.