On Book

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Attendance Tracking ​

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 ​

  1. Navigate to the Stage Management workspace (or any workspace with Personnel tools)
  2. Select the Personnel tab
  3. Switch to the Attendance subtab

The view defaults to today's first scheduled event. Use the event selector to switch.

QR Code Sign-In ​

  1. Click Sign-In Link in the Attendance toolbar
  2. A modal appears with a QR code and a copyable link
  3. 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:

  1. In the Sign-In Link modal, click Project Full Screen
  2. 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
  3. 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 ​

  1. Scan the QR code (or tap the shared link)
  2. The public sign-in page opens showing the event and actor list
  3. Tap their name and confirm
  4. The page displays their status:
    • ✅ Signed in (Present) — arrived on time
    • ⏰ Signed in (Late) — arrived more than 30 minutes after the event start time

NOTE

Actors do not need an On Book Pro account to sign in. The sign-in link uses a secure token — no login required.

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:

CardShows
PresentActors who signed in on time
LateActors who signed in after the 30-minute window
MissingActors expected but not yet signed in
ExcusedActors marked as excused by the SM

Actor Roster ​

Below the summary, actors are listed in urgency order:

  1. 🔴 Missing — not signed in (sorted first for immediate action)
  2. 🟡 Late — signed in but arrived late
  3. ⚪ Excused — manually excused by SM
  4. 🟢 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:

  1. Tap the status badge next to an actor's name
  2. Select a new status: Present, Late, Excused, or Missing
  3. 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:

  1. The system compares the sign-in time to the event's scheduled start time
  2. If the actor signs in within 30 minutes of start time → Present
  3. If the actor signs in after 30 minutes → Late
  4. This is determined server-side — no clock manipulation possible

Troubleshooting ​

IssueSolution
QR code not scanningEnsure the camera app can read QR codes; try sharing the link instead
Actor not in the sign-in listThey must be in the Personnel Directory with a cast/crew role
"Invalid token" errorThe sign-in link may have expired — generate a new one
Status not updatingCheck your network connection; attendance updates require real-time sync
Late status seems wrongLate detection uses a 30-minute window from the event start time

See also: Personnel Directory • Scheduler • Dashboard