Checking Members and Participants into Locations and Classes

Overview

The Check-In Station is designed to quickly identify members and guests and check them into activities. It supports general admission, class/event check-In, and punch card usage.

1. Setting Up the Station

Before you begin checking members in, ensure the station is configured for the correct location.

1. Select Location:

   In the top-left corner, use the dropdown to select the specific room or building where this device is located (e.g., "Metro Arts Center").

   Note: For more information on restricting locations to certain pass types, see this article:

   https://support.theottoapp.com/article/75-restricting-general-admission-access-to-locations

   
   

2. Confirm General Admission Event:

   Class schedules will appear as options automatically. But, if you want to check passholders into a location as a General Admission, you will want to be sure at least one general admission event exists for that location for that date. The Config section of the check-in screen allows for quick creation of an admission event if necessary:

   

   
   

   Enter Locked Mode:

   If this tablet is facing the customer, tap the Config button (top right) to lock the interface. This hides sensitive staff options and prevents users from navigating away.

   • To exit Locked Mode, tap "Config" again and enter your staff PIN (if required).

2. Checking In a Member

There are three ways to identify a member:

• Scan Code (Primary)

The large "Ready to Scan" area is active by default. Members can simply hold their digital membership card or key tag up to the scanner.

• Manual Entry (Type Code)

If a member doesn't have their card, tap the purple Type Code button. This opens a keypad that accepts two types of input:

• Member ID: Enter the raw number found on a key tag (e.g., 12345   ).
• Phone Number: Enter a 10-digit phone number.

• Find User

Tap the Find User button to search for a person by First or Last Name. Select the correct record from the results list to proceed.

3. Selecting an Event

Once a member is identified, the screen will display eligible events for the day. These are sorted by relevance:

• Enrolled (Green Badge): These appear at the top. The member is specifically rostered for this class or event (e.g., "Intro to Drawing").
• Open (Blue Badge): These appear next. These are General Admission or Drop-in events available to everyone.
• Other Events: Any other scheduled activities will appear below, sorted by start time. If these events are tied to rostered activities, the user will not be allowed in unless they have a punch card.

4. Troubleshooting & History

• Recent Scans: In Staff Mode, tap the "Recent Scans" link in the header to view a history of the last few check-ins. This is helpful if a participant double scans and staff needs to remove one of the scans.
• Create Admission Event: If no "Open" events are visible, use the "Need to create a General Admission event?" link in the header to quickly generate a daily drop-in bucket.