Marking attendance for each class in Punchpass is important for maintaining success within the system!
Why take attendance?
Attendance deducts credits from a customer's pass.
This step also sets the expiration date for passes set to expire based on first use.
Identify any customers who haven't paid for the class.
Highlight information about the clients that can help the instructor lead a successful class.
It’s fast and easy to take attendance with Punchpass!
Here is a how-to that you can send to your restricted-level instructors:
Setting up Automated Attendance for your business
If you wish attendance to be marked automatically, click here !
Self Check-in Attendance
Want to let your customers check themselves in? Sure! Click here to learn more about customer self check-in with Punchpass.
Marking Class Attendance
Please note: Attendance-only users have a limited view of the schedule. They can add reservations before or after class by clicking on the Mark Attendance button and searching for customers.
This role can create reservations for existing customers, but can't add new accounts.
Please guide these instructors to have new customers create an account by visiting the schedule or having them show customers the Studio QR code (located on the Home page of Punchpass) to create an account.
Step 1. Click on the class and press the Mark Attendance button
From your schedule, click on a class name to open the details page and press the Mark Attendance button to take attendance.
For attendance-only users:
As this account type is limited in functionality, your view of a class details page will look like the image below. Press the Mark Attendance button to take attendance.
Step 2. Take attendance
After pressing the Mark Attendance button, the class is now in attendance-taking mode.
Anyone who is in need of a pass will appear in orange, and those students who have an eligible pass will appear in a blue box.
Options for taking attendance
Review each customer individually as attending. Click on each customer's name to mark them as attending.
Mark ALL reservations as attending. Pressing the Mark ALL Reservations as attending button moves everyone who has registered to the Attending list When pressing this option, Punchpass will ask you to confirm that you want to take attendance. Press Yes to confirm.
Step 3. Press Okay, Done!
You're ready to move forward and you'll restore the class back to the class details page when you press the Okay, done! button.
Common scenarios when taking attendance
Someone needs a pass
Keep an eye out for customers who need a pass. Attendance-only users aren't able to assign a pass, but you will see an indication if someone needs one.
Before attendance is taken - showing as Needs Pass
Customers might have a flag that says, Needs Pass next to their name. They can still attend, this is just a warning flag for you.
Clicking on the Needs Pass button will bring you to the Assign Pass page where you can quickly assign that customer a pass and get right back to taking attendance.
If you're an attendance-only user, you'll know if someone needs a pass only while taking attendance. There will be an orange background that appears behind the customer name.
Attendance-only users aren't able to assign passes, so you'll want to reach out to an Admin or ask the customer to purchase a pass.
After attendance is taken - No Pass!
If you don't assign a pass while taking attendance, the customer will now appear with a No Pass! Assign One... button next to their names that allows you to now assign them a pass at a later time.
Here's our guide to taking care of customers who need a pass for information on how to fix these after the fact.
For attendance-only users, after taking attendance you'll see customers who are identified as needing a pass like this:
Adding a reservation
You can create a reservation for customers before class by pressing the Add a New Reservation button and while taking attendance.
Adding a Reservation before class begins
Are they an existing customer? Press the Add a New Reservation button and search for the customer
If the customer is new to your studio, press the Add a New Reservation button and then press the + New Customer to create an account and then a reservation for them.
Adding a Reservation while taking attendance
You can add a new customer by pressing the + New Customer button or search for an existing customer by name.
Adding a reservation and marking attendance for past classes
If you'd like to add an attendance after a class or appointment that occurred in the past, you'll want to navigate to the class details page from the schedule.
On the class page, press the Mark Attendance button. You can also select student names to add them to the class and mark them as attending.
Deleting a reservation for an upcoming class
When attendance hasn't been taken yet, you can delete the upcoming reservation for the customer.
When you delete a customer's reservation be sure to let your customers know that their reservations have been changed. They are not notified automatically.
For more details on deleting a reservation, please see this guide. Looking for assistance deleting ticketed reservations? Please visit this guide.
From the class details page, click on the three-dot icon next to the customer name and press the trash can icon to delete the reservation.
From the customer account, for upcoming classes, scroll down to the Reservations in Upcoming Classes, click the three-dot icon next to the class and select the option to Delete Reservation.
Removing an attendance from a past class
If you need to delete an attendance, you can do this from the class details page. When deleting a reservation, any class credits are restored to the pass assigned.
From the class details page, press the three-dot icon next to their name and press the trash can button.
From the customer account, for past attendances, click on the History tab, scroll down to the Reservations in Past Class section and select the class name to open the details page.
Please note: If a customer has a ticketed reservation, you'll need to delete and/or refund the ticket before you can delete the reservation. More on this here.
Changing the pass assigned
Punchpass determines which customer pass to use, and then records that as part of the class attendance.
If your customer has more than one valid pass, and you want that attendance to be assigned to a different pass in that customer's account, you can change the pass assigned to the attendance.
Want to delete a pass? Here's our guide.
Accidentally marking attendance
If you've taken attendance for a class accidentally, to get things back on track you'll need to delete the existing reservations and create new ones for the customers.
Icons when taking attendance
In addition to noting when a customer Needs a Pass, we have a number of helpful icons to keep an eye out for during attendance! You can always hover over the icon for the relevant information.
Sprout: Our happy plant icon lets you know if this is the customer's first attendance.
Heart: If a customer profile has any information in their Health Status area, that information will be displayed below the attendance list
Flag: If a customer has a flag on their account, someone has flagged this customer! You can hover over to see the message. Learn how to flag a customer here.
Red pen: If you have the waiver feature enabled, the red pen indicates that a customer has not yet signed the waiver. Learn more about the waiver feature here.
Tickets: This customer has pre-paid for this reservation. Learn more about tickets here.
Cake: It is this customer's birthday! Click here to learn about tracking customer birthdays.