My Sessions

The My Sessions page shows only the sessions you're assigned to, making it easy to focus on what you need to manage.

Accessing My Sessions

1. Click My Sessions from the sidebar
2. You'll see your upcoming and recent session instances
3. Use the date filter to view different time periods

What You'll See

For each session instance, you can see:

• Session name - The name of the session
• Date and time - When it's scheduled
• Location - Where it takes place
• Status - Scheduled, In Progress, Completed, or Locked
• Attendance count - How many young people are checked in

Today's Sessions

Sessions happening today are highlighted at the top of the page for quick access. If you have a session starting soon, you'll see a countdown timer.

The calendar view shows all sessions at a glance, with your assigned sessions highlighted so you can easily see when you're working.

Understanding the Calendar

Sessions you're assigned to are visually highlighted:

Your Role on Sessions

The calendar also shows your role on each session:

• Leader - You're the session leader with full responsibility
• Team - You're a team member supporting the session

When you're assigned to a session, you should confirm that you can attend. This helps managers know they have coverage for each session.

How to Confirm

1. Go to My Sessions or view the Calendar
2. Find a session showing as pending (amber highlight)
3. Click on the session to open it
4. Click Confirm Assignment
5. The session will now show as confirmed (green highlight)

Can't Make It?

If you can't attend a session you're assigned to:

1. Open the session
2. Click Decline Assignment
3. Optionally add a reason
4. Your manager will be notified to find a replacement

When it's time for your session to start, you can manage everything from the My Sessions page.

Before the Session

1. Click on your session to open it
2. Review the session details (location, capacity, security level)
3. Check if anyone has pre-registered (if applicable)
4. Set up your check-in device (phone, tablet, or laptop)

During the Session

Your main tasks during the session:

• Check in young people as they arrive (using QR codes or manual entry)
• Monitor the attendance list to see who's present
• Access information about attendees based on the session's security level
• Check out young people when they leave early

After the Session

1. Check out any remaining young people
2. Review the attendance list for completeness
3. Add any session notes (incidents, observations, etc.)
4. The session will be locked automatically after 24 hours

There are two ways to check young people into your session: QR code scanning and manual entry.

QR Code Check-In

The fastest way to check in young people:

1. Click Check In on your session
2. Allow camera access when prompted
3. Point the camera at the young person's QR code
4. The system confirms the check-in and shows their details
5. Repeat for each arrival

Manual Check-In

If someone doesn't have their QR code:

1. Click Add on the attendance list
2. Search for the young person by name
3. Click on their name to check them in
4. Optionally add a note (e.g., "forgot QR code")

Checking Out

When someone leaves before the session ends:

1. Find them in the attendance list
2. Click the Check Out button
3. The current time is recorded as their checkout time

Information You Can See

What you can see about attendees depends on the session's security level:

Session notes help you record important information about what happened during a session.

What to Record

Use session notes for:

• Minor incidents (bumps, scrapes)
• Behavioural observations
• Activity highlights
• Equipment issues or facility problems
• Anything unusual that management should know

Adding Session Notes

1. Open your session from My Sessions
2. Click on the Notes tab or section
3. Click Add Note
4. Enter your note text
5. Click Save

Who Can See Notes

Session notes are visible to:

• You (the note author)
• Other staff assigned to the same session
• Management and Club Owners
• Safeguarding Leads (if the note relates to safeguarding)