---
url: "https://docs.on-book.app/pro/user/features/attendance.md"
description: "Streamlined check-ins with QR codes, real-time sync, and SM oversight."
---

# 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

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

### Generating a Sign-In Link

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:

| 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**:

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

| 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 |
| "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 a 30-minute window from the event start time |

***

## Dogfood Checklist

Before relying on Attendance in rehearsal:

1. Create a scheduled event for the rehearsal.
2. Confirm the expected cast or crew appears in the sign-in list.
3. Generate a sign-in link.
4. Test the QR code from a phone.
5. Test manual override from the SM roster.
6. Print or prepare a paper sign-in sheet from [Reports and Exports](../reference/reports-and-exports.md).

***

*See also: [Personnel Directory](./personnel.md) • [Scheduler](./scheduler.md) • [Dashboard](./dashboard.md)*