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Activity Sign-In Sheet & Check-In Management

The sign-in sheet is where you run attendance for an activity. While the activity is on, it's a live sheet: check members in and out, add walk-ins, and see who is on scene. When the activity ends, the same page becomes the attendance record, where you correct times and fix mistakes.

Who can use it

Checking other people in and out needs the Manage activity check-in and check-out permission. Agency Admins have it, and by default so do the Training Manager and Operations Manager roles. Members without it can still check themselves in and out, but they don't see the sign-in sheet. See Roles & Permissions.

Showing the check-in QR code is a separate permission, Generate activity QR codes. Edit activities gives neither.

Table of Contents​

Check-in methods​

Each activity has a Check-in Method, chosen on the last step when you create or edit it. It decides how members check themselves in.

The three methods and how members use them are in Scheduling Activities. The default is QR or Manual.

Whatever the method, an administrator with the permission above can always check people in and out from the sign-in sheet.

QR timing. Members can start scanning a set number of hours before the activity starts. The default is 24 hours, and you change it under Agency → Agency Settings → Activities → Rules → QR code check-in (see Activity Settings). Set it to 0 for always open until the activity ends.

Public attendees. On a QR activity, the activity form has an Allow public attendees to check in box so non-members can sign in too.

Opening the sheet​

There are three ways in:

  • From the Activity List, hover a row and select Manage attendance (or open the ⋮ menu).
  • From an activity's detail window, select the sign-in icon in its header, or the Sign-in sheet button beside the attendance counts.
  • Right after you create an activity.

For an activity that has finished, the same buttons read Attendance record.

Sign-in sheet for a live activity

While the activity is on​

The bar at the top shows the activity's name, a search box, and tiles you can select to narrow the list:

TileWho is listed
Roster (or All members on an activity open to everyone)Everyone on the activity
Not checked in (or Not here yet)Invited, but not on scene
On sceneChecked in right now
Checked outBeen and gone

Beside the tiles are a Location button (a map of the activity), a QR code button (shows the check-in code), Check out all, and Check in.

Reading a row​

Each row shows the person's status: On scene, Checked out, Not checked in, No-show, or Self-reported (a member logged the time themselves and no check-in was recorded). Someone who came and went more than once has several sessions. Select the row to see each one.

Row actions​

IconWhat it does
Contact infoContact and emergency information for that member
Check inChecks a not-yet-here member in, at the current time
Check outChecks an on-scene person out. You enter a reason, which is kept with the record
Edit timesOpens the check-in and check-out time pickers

Check out all​

Check out all closes every open check-in at once. Use it at the end of the activity.

After the activity: the attendance record​

When the activity has ended and nobody is still on scene, the sheet becomes the Attendance record. There are no more check-ins. Instead you correct what happened. Each correction is audited.

ActionUse it to
Edit timesFix someone's check-in or check-out. Setting times for someone who never checked in records their attendance. Leave check-out blank to keep a person on scene
Add attendeeAdd someone who was there but isn't on the sheet
Remove attendanceClear someone who wasn't there. You enter a reason. If they never checked in, you can remove them from the roster instead

The tiles change to Roster, Attended, and No-shows.

Times can be edited whenever you need to, before or after the activity ends. They can't be in the future, check-out must come after check-in, and the new window must not overlap another check-in for the same person.

Changing the schedule doesn't move attendance

If you edit an activity's start or end time after people have checked in, RAM tells you that attendance has been recorded and doesn't change anyone's times. You can select a box to also move attendance that still matches the original times. Anything an admin already adjusted is left alone.

The Check In dialog​

Select Check in (or Add attendee on the record) to add people who are not on the sheet. The dialog has three tabs:

TabUse it for
Agency Member (default)Your own members. Select one or several
External Agency MemberMembers of other agencies. Select one or several
Public AttendeeWalk-ins who are not in RAM. Enter name, phone, address, and optionally email and organization

Every tab has a Check-In Time that defaults to now. Change it to log someone who forgot to check in at the right time.

No double-booking​

A person can't be checked in for a time when they were already checked in. This covers any activity, including this one, and hand-entered service-log time. RAM blocks the change and shows the conflicting window. Pick a time outside it. There's no override.

A member also can't check themselves in while they are still checked in to another activity. They have to check out first.

Members checking themselves in and out​

On Manual and QR or Manual activities, a member opens the activity and taps Check me in. Once on scene, the button becomes Check me out. On QR Code activities they scan the code instead. The buttons go away once the activity is completed.

Force check-out for a stuck log entry​

Sometimes a member's service-log entry is left open: they checked in and never checked out, perhaps months ago. An Agency Admin or a holder of Manage activity check-in and check-out can close it without inventing a duration. (The holder also needs View the audit log to open the agency log where the button lives.)

  1. Open Activities → Service Log, then switch to All members (needs View the audit log, or be an Agency Admin).
  2. Find the open entry. Open rows show a Force check-out (admin) button in the Actions column.
  3. Enter the check-out date and time. This is the time the entry is closed at, not today's date, so old records don't log absurd hours.
  4. Enter a reason. It's required and goes into the audit trail.

Completion rules​

  • An activity does not complete while anyone is still checked in. When the end time passes, RAM marks it Completed only if everyone has checked out. Until then it still counts as Upcoming or In progress (the calendar chip reads Published), so check out or force-close the stragglers.
  • Extending the end time reopens a completed activity. If you edit a completed activity to end in the future, it returns to Published and members can sign up and check in again.

Service Log integration​

Check-ins create entries in the member's Service Log. When someone checks out, or you edit their times, the duration is worked out and the hours are logged under the activity's category. Entries that come from a check-in count automatically. They aren't held for approval, even when your agency requires approval for hand-entered entries. Back-dated and admin check-ins flow through the same way, so hours stay accurate.