Require presence check-in for bookings

Presence check-in requires the user to confirm their presence on site before playing. Bookings that are not honoured are identified, the time slot can be released automatically, and the offending account temporarily suspended.

Summary

Understanding the principle

Booking a court and not showing up is the most common problem in an organization where booking is open to everyone: the time slot stays blocked, nobody plays, and the players who did come leave again.

Presence check-in addresses this by requiring a confirmation of presence on site. The user signs in to their account from one of the organization's computers where Kiosk Mode is active; the application then offers to check in their booking, and they can carry on browsing or sign out straight away.

For a booking with several players, the check-in of a single participant is enough, whichever one it is.

Presence check-in requires Kiosk Mode to be active on at least one of the organization's computers: that is what makes the check-in screen accessible. Without a kiosk, the setting has no effect.
Setting up an on-site booking kiosk
Kiosk Mode turns a club-house computer into a self-service booking station: the calendars are displayed continuously and users log in on site to book or check in their presence.

Enabling presence check-in

  1. Go to Administration›Settings›Booking›Kiosk Mode & Check-in, then click Kiosk Check-in at the top of the screen.
  2. Turn on Activate Kiosk Mode Check-in.
  3. Select the calendars concerned, or choose All Calendars.
  4. Click Save.

Choosing the calendars allows a gradual rollout: start with the indoor courts or the most sought-after courts, where a lost booking really shows, then extend the rule if it proves its worth.

Setting the check-in window

Two delays define when a check-in is accepted:

  • Time before the start of the time slot: how many minutes in advance the user may confirm their presence.
  • Delay after the start of the time slot: how many minutes of lateness remain tolerated.

Choose these two values with the actual journey through your organization in mind. The delay before must leave enough time to reach the changing room and then the court; the delay after must cover ordinary lateness, otherwise you will cancel the booking of a player who is already getting changed.

The screen calculates and displays the release time resulting from your two settings. Read that sentence before saving: it tells you the exact minute at which a time slot without check-in becomes bookable again.

Choosing the check-in method

There are three ways to check in, from the most controlled to the most flexible:

  • By default, the user signs in with their credentials on the kiosk and confirms their presence.
  • Easy Check-in (QR Code): they scan a QR code to sign in and check in from their own phone.
  • Check-in Without Login: the check-in is done without entering any credentials.
Check-in without signing in lets a user check in their own booking but also those of other people. It makes the kiosk faster at the cost of the reliability of the measurement: only use it if your main goal is to speed up the flow of people. The QR code, on the contrary, guarantees that everyone checks in for themselves.

The QR code is the right compromise in most organizations: nothing to type on a shared keyboard, and identity remains verified.

Penalising bookings without check-in

Two consequences are possible, and they can be combined:

  • Automatically Cancel Bookings: once the authorised delay has passed, the time slot is released and becomes bookable again. Bookings cancelled this way remain visible in the bookings log.
  • Temporary account suspension if no check-in: the user can no longer sign in or book for the number of days you have chosen.

Automatic cancellation serves the organization — it puts the court back into circulation. Suspension serves collective discipline: it attaches a cost to repeated absence.

Start with automatic cancellation alone, without suspension. You already get most of the benefit, and you measure the real scale of the phenomenon before introducing a penalty which, for its part, will trigger complaints.

An account suspended by presence check-in shows a banner on its record, stating until when and why. The Unlock Access button lifts the penalty immediately, which is useful when the user had a good reason.

Managing Users Day to Day
User management centralises all your organization's records: contact details, login credentials, subscription, credits, notes and trash. It is your entry point for all day-to-day operations.

Measuring the effects of presence check-in

Once the feature is in service, it feeds two screens:

  • The Bookings tab of the activity summary displays a dedicated section: time slots checked in, not checked in, automatic cancellations and suspended accounts. This is where you will see whether the rule has reduced bookings that are not honoured.
  • The bookings log offers the Presence Check-ins, Not Checked-in and Automatic Cancel. filters to examine cases one by one.

Compare the share of time slots without check-in before and after the rollout: it is the only figure that lets you answer calmly, at a general meeting, the question "does this really achieve anything?".

View the activity overview
The activity overview brings together your organization's key indicators — bookings, cancellations, occupancy, logins, subscriptions, registrations — over the period of your choice, with the variation compared with a reference period.
Track bookings
The booking log lists every booking made in the organization — past, current and upcoming — with detailed filters and an Excel export.
Accounts with administration rights are not subject to the presence check-in rules. To test the feature from end to end, use a standard user account.
Profiles & roles
Profiles determine what each user can do in the application: view calendars, manage other people's bookings, administer the organization. The subscription sets booking rights; the profile sets access rights to features.
Booking kiosk
Activity reports
Updated on 2026թ. օգոստոսի 5, չորեքշաբթի
Terms & Privacy Policy
Հայաստան (HY)