Attendance Tracking
Fallback recommended. Verify QR sign-in and keep a paper attendance fallback before rehearsal.
Streamlined check-ins with QR codes, real-time sync, and SM oversight.
Overview
Track who's present at rehearsals and performances. Generate QR codes for self-service sign-in, project the code for the room, and monitor a live roster with urgency-sorted status indicators. Attendance data syncs in real-time across all devices.
Accessing Attendance
- Navigate to the Stage Management workspace (or any workspace with Personnel tools)
- Select the Personnel tab
- Switch to the Attendance subtab
The view defaults to today's first scheduled event. Use the event selector to switch.
QR Code Sign-In
Generating a Sign-In Link
- Click Sign-In Link in the Attendance toolbar
- A modal appears with a QR code and a copyable link
- Share via:
- QR Code — actors scan with their phone camera
- Link — paste into a group text or message
Projecting the QR Code
For call boards and rehearsal halls:
- In the Sign-In Link modal, click Project Full Screen
- The QR code expands to fill the entire screen with:
- Large QR code centered on screen
- Event title and production name
- "Scan to sign in" instructions
- Press Escape or click to exit fullscreen
TIP
Connect your laptop to a projector or TV and use full-screen mode for a quick "scan on your way in" check-in station.
How Actors Sign In
- Scan the QR code (or tap the shared link)
- Sign in with the On Book account linked to their Personnel profile, if they are not already signed in
- The public sign-in page opens showing the event and the signed-in profile
- Confirm check-in
- The page displays their status:
- ✅ Signed in (Present) — arrived on time
- ⏰ Signed in (Late) — arrived after the event's configured grace period
- Additional attendance — checked in even though they were not part of the event's scheduled call list
NOTE
QR sign-in uses the secure event token plus the actor's signed-in, linked Personnel profile. If an actor cannot sign in or their linked Personnel record is unavailable, stage management can still update the roster manually.
Daily Sign-In Links
For multi-day calls or a printed sign-in station, use Daily Sign-In Link to create one reusable link across a date range:
- Choose the start and end dates.
- Include all schedule events in that range, or choose specific events.
- Set when the link opens before each event, when it closes after each event, and the late-arrival grace period.
- Generate the link, then copy it or print the QR code.
Use Manage Daily Sign-In Links to edit a link's date/event/rule settings, replace its token, print its QR code, or revoke it. Replacing a link creates a new token for the same daily-link record; revoking a link disables the current token.
When an actor opens a daily link, On Book shows the currently open event choices from that link. If only one included event is open, the actor can check in directly; if more than one event is open, they choose the event before confirming.
The SM Attendance Roster
The attendance view provides Stage Managers with a real-time overview:
Summary Cards
At the top of the view, four cards show at-a-glance counts:
| Card | Shows |
|---|---|
| Present | Actors who signed in on time |
| Late | Actors who signed in after the 30-minute window |
| Missing | Actors expected but not yet signed in |
| Excused | Actors marked as excused by the SM |
Actor Roster
Below the summary, actors are listed in urgency order:
- Missing — not signed in (sorted first for immediate action)
- Late — signed in but arrived late
- Excused — manually excused by SM
- Present — signed in on time
Each actor row shows:
- Avatar and name
- Current status badge (tappable to override)
- Sign-in time (if signed in)
- Quick-contact buttons (call, email)
Manual Status Override
Stage Managers can override any status:
- Tap the status badge next to an actor's name
- Select a new status: Present, Late, Excused, or Missing
- Overrides are saved instantly and display a "Manual" indicator
Dashboard Widget
During rehearsal, tech, and performance phases, Stage Managers see a Today's Attendance widget on the Dashboard:
- Present / Late / Missing counts
- Visual progress bar
- Tap the widget to jump directly to the Attendance view
How Late Detection Works
When an actor signs in via the QR code:
- The system compares the sign-in time to the event's scheduled start time in the project timezone
- If the actor signs in within the event's attendance grace period → Present
- If the actor signs in after that grace period → Late
- This is determined server-side from the canonical schedule event and attendance record — no clock manipulation possible
Troubleshooting
| Issue | Solution |
|---|---|
| QR code not scanning | Ensure the camera app can read QR codes; try sharing the link instead |
| Actor not in the sign-in list | They must be in the Personnel Directory with a cast/crew role |
| Sign-in asks for login | The actor must use the On Book account linked to their Personnel profile |
| Linked profile unavailable | Confirm the actor's account is linked to the correct Personnel record, or use manual override |
| "Invalid token" error | The sign-in link may have expired — generate a new one |
| Status not updating | Check your network connection; attendance updates require real-time sync |
| Late status seems wrong | Late detection uses the event start time in the project timezone plus the event's attendance grace period |
Dogfood Checklist
Before relying on Attendance in rehearsal:
- Create a scheduled event for the rehearsal.
- Confirm the expected cast or crew appears in the sign-in list.
- Generate a sign-in link.
- Test the QR code from a phone.
- Test manual override from the SM roster.
- Print or prepare a paper sign-in sheet from Reports and Exports.
See also: Personnel Directory • Scheduler • Dashboard