Tracking attendance is essential for event management, instructor planning, and accurate record-keeping. Crafted Call's check-in system makes it fast and easy to mark participants as present, handle last-minute registrations, and maintain detailed attendance records across multiple sessions.
The Check-In Dialog
On event day, use the check-in interface to record attendance:
Open your event in Crafted Call
Navigate to the check-in tab for that session or date
Crafted Call displays a list of registered participants
As participants arrive, click their name to mark them present
For walk-ins or late registrations, add new participants on the spot
The check-in dialog is designed for speed—large buttons, quick searches, and minimal typing so you can process a steady stream of arrivals without slowing down your event.
Tip: Assign a dedicated staff member or volunteer to check-in duty. Having one person doing this consistently throughout the arrival period ensures accurate records and creates a welcoming greeting for participants.
Marking Attendees Present
The check-in interface shows all registered participants with status indicators:
Not yet present (default): Participant is registered but hasn't arrived.
Present: Clicked during check-in to mark participant as arrived.
Absent: Participant didn't show up. Mark after attendance period closes.
Late: Participant arrived after session started (useful for tracking late arrivals in multi-session events).
As participants arrive, simply click their name to toggle status. If the participant list is long, use the search box to quickly find names.
For events with multiple staff members helping at check-in, Crafted Call supports simultaneous check-ins from different staff devices—registrations sync in real-time.
Handling Last-Minute Registrations
Not everyone registers in advance. For walk-ins or people who registered but weren't in your system:
Look for "Add Participant" or "Register on-site" button in check-in dialog
Enter participant name, email, and phone number
Specify ticket type (full price, if available)
Mark them present immediately
These same-day registrations are tracked separately in reports, helping you understand walk-in rates and demand patterns.
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Best practice: For popular events, have someone available to register walk-ins quickly without holding up the check-in line. This maximizes participation and captures contact information for future marketing.
Tracking Attendance Across Sessions
For multi-session events (classes, workshops, courses), attendance is tracked per session:
Session-level tracking: Each class session has its own attendance record. This is critical for:
Identifying participants who miss sessions
Calculating class participation grades
Determining certificate eligibility (e.g., must attend 80% of sessions)
Understanding which topics draw different attendance levels
Attendance summary: The admin dashboard shows overall attendance across all sessions, plus attendance by individual participant (e.g., "Alice attended 6 of 8 sessions").
Longitudinal data: Crafted Call retains historical attendance across event series, so you can identify patterns (e.g., "Attendance drops in summer," "Tuesday sessions draw fewer participants").
For semester-long classes or ongoing workshops, this detailed per-session tracking enables:
Communicating attendance concerns to participants mid-series
Recognizing perfect or near-perfect attendance
Planning future session schedules based on attendance patterns
Documenting participation for certificates or transcripts
Medical Notes and Accessibility
During check-in, quickly access critical health information about participants:
Medical alerts: If a participant disclosed medical conditions (allergies, asthma, mobility issues) during registration, these appear prominently in check-in.
Accessibility needs: Notes about hearing, vision, mobility, or other accessibility accommodations appear alongside their name.
Emergency contacts: Rapid access to emergency contact information if needed during the event.
This information is encrypted and accessible only to event administrators and instructors with clearance.
Important: Review medical and accessibility information before the event starts. Brief instructors or staff on any special needs or accommodations required, and ensure the venue is properly set up to support those needs.
Attendance Reports
After events conclude, generate detailed attendance reports:
Attendance roster: Simple list of all participants and their attendance status (present, absent, late).
Summary statistics: Percentage attendance, total participants, no-shows, walk-ins.
Participation analysis: If tracking across multiple sessions, identify participants at risk of missing too many sessions.
Export formats: Download as PDF, Excel spreadsheet, or CSV for integration with other systems.
Use these reports to:
Provide instructors with attendance documentation
Identify no-show patterns (might indicate scheduling or communication issues)
Generate certificates only for participants meeting attendance thresholds
Plan future event capacity based on no-show rates
Understand which participant segments have high engagement
Best Practices for Check-In
Arrive early: Set up your check-in station 15-30 minutes before the event starts.
Organize lists: For large events, consider pre-printing or organizing the participant list by class section, if applicable.
Communicate expectations: If you're checking in a large group, have greeters direct participants to the check-in table so there's an organized flow.
Use technology: Bring a tablet or laptop to check-in so you have real-time access to participant information and can update status immediately.
Privacy: Position check-in stations so other participants can't see sensitive health or registration information.
Backup method: In case of technology issues, keep a backup printed list so you can mark attendance manually and enter it later.
Syncing Check-In Across Devices
For events with multiple check-in stations or staff members:
Each device using the check-in interface syncs with the central Crafted Call database
Mark someone present on Device A, and Device B updates instantly
No need to manually consolidate check-in data—Crafted Call handles it
This is invaluable for large events where you have multiple entrance points or registration tables.
Attendance and Certificate Eligibility
If you're issuing certificates for class completion, use attendance records to verify eligibility:
Set requirements: Mark that certificates require, for example, "80% attendance" or "no more than 2 absences in an 8-week class."
Auto-calculate eligibility: Crafted Call automatically determines which participants meet your requirements based on recorded attendance.
Generate certificates: Batch-generate certificates for eligible participants (see "Class Materials & Certificates" guide for details).
This ensures certificates are issued fairly and accurately, and you have documentation of the criteria used.
Troubleshooting Check-In Issues
Participant not in system: If someone shows up who isn't registered, use "Add Participant" to register them on-site and mark present immediately.
Duplicate registrations: If a participant appears twice in your list (registered twice by mistake), contact admin support to merge records.
Sync issues: If check-in isn't syncing between devices, verify all devices are connected to the internet. If problems persist, use the backup manual checklist.
Missing medical information: If critical information isn't showing during check-in, verify it was properly entered during registration. Update immediately before the session if needed.
By implementing a smooth check-in process and tracking attendance carefully, you maintain accurate records, support equitable certificate issuance, and gather data to improve future events.
