Check-In
Attendance Tracking
Track attendance at multiple levels to understand participation patterns and support features like certificate eligibility.
Attendance Levels
GatherHub tracks attendance at three levels:
| Level | Description | Use Case |
|---|---|---|
| Event | Overall event attendance | Simple events |
| Session | Per-session attendance | Multi-day events |
| Activity | Per-activity attendance | Workshops, certifications |
Event-Level Attendance
What It Tracks
- Did participant attend the event?
- When did they check in?
- Basic attendance record
When to Use
- Single-day events
- Events without multiple tracks
- Basic attendance requirements
How to View
- Go to event dashboard
- Click Participants
- View Check-In column
Session-Level Attendance
What It Tracks
- Which sessions did participant attend?
- Check-in time for each session
- Attendance percentage across sessions
When to Use
- Multi-day conferences
- Events with multiple tracks
- Training programs with modules
Enabling Session Check-In
- Go to Event Settings
- Under Check-In Settings
- Enable Session Check-In
Checking In to Sessions
During the event:
- Go to Check-In
- Select the session
- Scan participant QR code
- Check-in recorded for that session
Activity-Level Attendance
What It Tracks
- Which activities did participant complete?
- Duration of participation
- Completion status
When to Use
- Certification requirements
- CPD/CPE point tracking
- Detailed engagement analytics
Enabling Activity Check-In
- Go to Event Settings
- Under Check-In Settings
- Enable Activity Check-In
Checking In to Activities
- Go to Check-In
- Select session, then activity
- Scan participant QR code
- Activity completion recorded
Attendance Data
Per Participant
View individual attendance:
- Go to Participants
- Click on participant name
- View Attendance section
Shows:
- Event check-in status
- Sessions attended
- Activities completed
- Attendance percentage
Event Summary
View overall attendance:
- Go to event dashboard
- View Attendance widget
Shows:
- Total checked in
- Check-in percentage
- Session breakdown
- Activity completion rates
Attendance Percentage
Calculation
Attendance percentage equals the number of sessions or activities attended divided by the total required, multiplied by 100.
Configuration
Define which sessions/activities count:
| Setting | Description |
|---|---|
| All sessions | Every session counts |
| Required sessions | Only marked sessions count |
| Minimum threshold | Required percentage to pass |
Attendance Requirements
For Certificates
Link attendance to certificates:
- Go to Certificates > Eligibility Rules
- Set attendance requirements:
- Minimum check-in percentage
- Required sessions
- Required activities
Example Requirements
| Requirement | Setting |
|---|---|
| Minimum 80% attendance | Sessions: 80% |
| All mandatory sessions | Mark sessions as required |
| Complete all workshops | Activities: 100% |
Real-Time Tracking
Live Updates
During the event:
- Dashboard updates in real-time
- See check-ins as they happen
- Monitor session fill rates
- Track popular activities
Alerts
Configure alerts for:
- Low attendance sessions
- Capacity reached
- VIP arrivals
Attendance Reports
Available Reports
| Report | Contents |
|---|---|
| Attendance Summary | Overview of all attendance |
| Session Report | Attendance by session |
| Activity Report | Attendance by activity |
| Participant Detail | Each participant's record |
Exporting Data
- Go to Reports
- Select Attendance
- Choose filters
- Export to CSV/Excel
Report Fields
| Field | Description |
|---|---|
| Participant Name | Who attended |
| Event Check-In | Time of event check-in |
| Sessions Attended | List of sessions |
| Activities Completed | List of activities |
| Attendance % | Calculated percentage |
No-Show Tracking
Identifying No-Shows
Participants who registered but didn't attend:
- Go to Participants
- Filter by "Not Checked In"
- View no-show list
No-Show Analysis
| Metric | Description |
|---|---|
| No-show rate | % of registered who didn't attend |
| By ticket type | Which tickets have higher no-shows |
| By registration date | Do early/late registrants differ |
Reducing No-Shows
- Send reminder emails
- Require confirmation
- Use waitlist for cancellations
- Consider deposits for free events
Manual Attendance Recording
When Needed
- Scanner technical issues
- Offline check-in records
- Retroactive corrections
How to Record
- Go to Participants
- Select participant
- Click Mark Attended
- Choose sessions/activities
- Save
On event day, crew can also do this from a phone: in the GatherHub app, open Guests, tap the person and use Check in now or Undo check-in.
Manual records
Manual attendance records are flagged as "manually entered" in reports for audit purposes.
Best Practices
Before Event
- Configure check-in settings
- Set up sessions/activities
- Train check-in staff
- Test the system
During Event
- Monitor dashboard
- Address issues quickly
- Track no-shows
- Adjust capacity if needed
After Event
- Review attendance data
- Generate reports
- Process certificates
- Analyze patterns
Troubleshooting
Check-in not recording
- Verify internet connection
- In the app, check More → Sync centre for scans waiting to be sent
- Try manual entry
- Review error logs
Wrong session recorded
- Find participant record
- Edit attendance
- Correct session selection
- Add note explaining change
Missing attendance data
- Check if check-in happened
- Check the app's Sync centre for scans that need attention
- Look for data in exports
- Contact support
Next Steps
- Monitor the dashboard in real-time
- Set up certificate eligibility based on attendance
- Generate attendance reports