Checking in confirms that you are actually taking part in a rehearsal, concert, or other choir event. When your choir uses check-in, open the event and select Check in when you are there. ChoirMate records your attendance for that event.
What is check-in for?
An advance response helps your choir plan. Check-in helps record what actually happened. You might say yes to Tuesday's rehearsal but become ill that day. Or you might turn up without remembering to respond to the invitation.
Asking participants to confirm their presence gives the choir a better basis for attendance follow-up and statistics. It is especially useful when the Choir Admin would otherwise need to go through the entire list manually. Check-in relies on what members and attendance managers record, so forgotten check-ins still need follow-up and correction.
| Record | What it means | When to do it |
|---|---|---|
| Attendance response | You plan to attend | Before the event |
| Check-in | You confirm that you are present | When you arrive |
| Reported absence | You cannot attend | As soon as you know |
Info
Saying yes in advance does not automatically check you in when check-in is required. Confirm your presence when you arrive as well.
How to check in
The steps are the same in the mobile app and ChoirMate Web. On the web, click the same options.
- 1
Open the correct event
Find the event on Your choir or in the calendar. Check the date, especially if several rehearsals have the same name.
- 2
Check your response
If the event requires an advance response, you need to say you are attending before the check-in button becomes available. If you reported an absence but can now attend, change your response first if the event allows it. Contact your Choir Admin if responses are locked.
- 3
Select Check in
When you are present and check-in is available, select Check in on the event page. Opening the event or reading a reminder does not check you in.
- 4
Look for confirmation
The event shows that you are checked in, with a green check mark. Make sure this confirmation appears before leaving the page.
When is check-in available?
Check-in opens 30 minutes before the event starts. If there is a separate meet-up time, the 30 minutes are counted from that time. For a concert with a meet-up time of 18:00 and a concert start of 19:00, check-in therefore opens at 17:30.
The time window extends to 24 hours after the event ends. However, your choir's permissions may stop members from checking themselves in earlier, once the attendance report has been generated. Check in when you arrive rather than treating the following day as a guaranteed deadline.
The button appears only when attendance and check-in are enabled, you are included in the event, and your choir allows you to record your own presence. If everyone is assumed to attend by default, you do not need a separate yes first. If the event requires a response, you must have said you are attending.
Check-in reminders
ChoirMate can send a reminder around the meet-up time or start, and another after the event ends. These reminders are intended for eligible members who are neither recorded as present nor marked absent.
Delivery depends on the choir or event notification settings and your personal notification preferences. Push notifications also require permission on your device. The reminder after the event can also arrive by email when enabled. You can open the event and check in even if you have not received a reminder.
Setting up check-in for your choir
A Choir Admin or an editor with permission to edit the event can choose whether check-in is required.
- 1
Create or edit the event
Open the event settings before the event is over and make sure attendance tracking is enabled.
- 2
Enable check-in
Set the option requiring participants to check in to Yes, then save the event. Whether members must respond in advance is a separate setting.
- 3
Review permissions and reminders
Make sure members are allowed to confirm their own presence. If they can only report absence, they are not asked to check in. Also decide who can correct attendance and which reminders the choir wants to use.
Explain that members should respond before the event and check in when they arrive. A short spoken reminder at the start of rehearsal can help establish the routine.
What happens in the attendance report?
Before the event, responses show who is expected. Checking in records members as present. After the event, ChoirMate generates an attendance report for the Choir Admin to review.
When check-in is required, an advance yes alone is not confirmed attendance. A member who said yes but did not check in can end up marked absent in the report. A missing response may remain unanswered, depending on the event settings. Check what happened before treating every missing check-in as certain absence.
When check-in is disabled, attendance instead relies on responses and the default participation setting. Choose a routine the choir understands and correct mistakes before using the records further.
Forgotten or incorrect check-ins
I attended but forgot to check in
Open the event again. If Check in is still available, record your presence. If the button is gone, ask your Choir Admin to correct the record and specify which event you attended.
I checked in by mistake
Use Cancel check in if the option is available. Reversing a check-in after the event has ended can mark you absent, so check your status afterwards. If you cannot attend, make sure your absence is recorded. Ask your Choir Admin for help if you cannot correct it yourself.
I cannot find Check in
Check the event and date, the check-in time window, and whether you have said you are attending if a response is required. The button may also be missing because check-in is disabled, you are already checked in, you are not included in attendance, or your choir restricts self-registration. Ask your Choir Admin which routine applies if you are unsure.
Can others see that I checked in?
Visibility to other members depends on the event settings. People with permission to manage attendance can use the attendance overview to follow up and correct records.