Check-ins

Use Check-ins to record who has arrived at your location and when they leave. Attendance can be linked to a room booking, desk booking, event ticket, visit, or an eligible member’s subscription. A booking or ticket records what is planned. A check-in records actual attendance. Each arrival creates its own attendance session, so returning after checking out creates another row.

​

Enable check-ins

1. Select the location you want to manage.
2. Open Location settings > Check-ins from the menu beside the location name.
3. Turn on Check-ins.
4. Enable the attendance types you want to use.

Visits do not have a separate switch in Check-ins settings. When a member registers a visit, Rntor creates a six-digit visit code and sends the visitor an invitation email containing that code. Visitor registration and Reception remain available through their own settings. Turning off Check-ins also turns off the attendance-type switches and Automatic check-out, disables its code and name check-in workflows, and hides the Check-ins page. Attendance history is kept. The separate Visitors workflow and staff attendance actions on individual event tickets remain available through their own controls.

​

How users get a booking, event ticket, or visit code

A person receives a six-digit code for an eligible booking, attendee event ticket, or registered visit. A booking organizer and an invitee use separate codes; each sees their own code in the portal. Staff record event hosts from their host tickets, as described below. When configured, booking-start reminder emails to the booker and attendee event-reminder emails include the recipient’s own code while Check-ins and the matching attendance type are enabled. Booking-end reminders do not include it. Enabling Check-ins does not itself enable reminders. A visitor’s invitation email includes their visit code. Members can also find their codes in the member portal:

• Upcoming booking and event cards on the home page show the person’s code when available.

• Open a booking’s details to find the booker’s or invitee’s own code. Open an event ticket to see its attendance code alongside the QR code.

• The host or an authorized administrator can open a visit on Visitors to look up its code again.

If a code fails to load in the portal, select Retry. Make sure the correct location is selected. These times follow the location’s time zone, including daylight-saving changes. A visit scheduled for 00:30 can therefore open at 23:30 on the previous day. Rescheduling updates the code’s attendance window. Cancellation stops further check-ins, and removing an invitee removes that invitee’s eligibility. These changes do not rewrite the times of attendance already recorded. Office, parking, and equipment bookings do not receive these booking check-in codes. Bookings imported from Google Calendar are also excluded.

​

How members get a personal check-in code

Members use their personal code for subscription attendance, without needing a booking. Both Check-ins and Subscriptions must be enabled for the personal code to be shown.

1. In the member portal, open Membership.
2. Find the Check-in code card.
3. Use that code at the correct location while the member or their company has an eligible active subscription.

Authorized staff can also find the Check-in code card in the member’s profile. The personal code has no booking-specific hourly window. It works while the member or company subscription remains eligible. Future, ended, overdue, or suspended subscriptions do not qualify. The personal code belongs to the member at that location. If the member is fully deleted and the same account is later invited back to the same location, their reserved code is restored. Being deleted does not leave check-in access active.

​

How users check in

Reception requires the Visitors add-on and a tablet configured for the location. For visitor code check-in:

1. Tap Check in.
2. Confirm that you have a code.
3. Enter the six digits from the visit invitation.
4. Wait for confirmation before leaving the screen.

The host can then receive the configured visitor-arrival notification. A code cannot open a second attendance session while the person is already checked in. After checking out, they can check in again while the code and their eligibility remain valid.

​

How administrators check users in

Staff can record attendance here without a Reception tablet or the Visitors add-on. They need permission to manage customers at the selected location.

1. Select the correct location and open Check-ins.
2. Click Check in.
3. Enter the person’s six-digit code.
4. After entering all six digits, click Check in.

For subscription attendance, you can search by name instead:

1. In the same window, type the member’s name in the search field above Code.
2. Select the matching member to record their arrival.

Search results include members with an eligible active personal or company subscription at the selected location. If Subscriptions is off, eligible members can still appear in search, but recording their subscription attendance is blocked. Enable it in Location settings > Check-ins > Subscriptions before checking them in. Name search is for eligible subscription members. Use a booking code for room or desk attendance.

​

Ticket QR codes and attendee check-in

An event ticket includes a QR code and a separate six-digit check-in code. The current Check-ins web page accepts the six-digit code; it does not provide an in-page camera scanner. Ask the attendee to open their ticket and read the six-digit code, or open their ticket from the event as described below. Showing or scanning a QR code alone does not confirm attendance.

​

Check in attendees from the event page

1. Open Engagement > Events and select the event.
2. Select the attendee to open their ticket.
3. Click Check in. The ticket button changes to Checked in after the arrival is recorded. You can also use the attendee row’s … > Check in action. These event actions require permission to manage events.

Use the host’s ticket when recording an event host’s attendance. The resulting attendance record is linked to that ticket, and its source can be opened from the Check-ins table. The attendee-list check marker shows that an arrival was recorded. It remains after the person checks out; use the Check-ins status to see whether they are currently present.

​

Enable check-out

Staff can record departures directly from the Check-ins page. To offer self-service check-out at Reception, open Location settings > Reception and enable Check out. Reception requires the Visitors add-on, and the tablet must be configured for the same location. This switch does not control staff check-out from the Check-ins page.

​

How users check out

1. Tap Check out on Reception.
2. Enter the same code used for the arrival.
3. Wait for the departure confirmation.

The supported attendance types depend on the installed Reception app version. If the option is unavailable, ask a staff member to record the departure.

​

How administrators check users out

If the person cannot find their code, staff can record their departure from the attendance row. With permission to manage customers at the location:

1. Open Check-ins and find the person’s open attendance row.
2. Open its … menu and choose Check out. This action is available only for an open attendance session.

You can also use the page’s Check out action and enter the person’s code. The recorded departure belongs to that attendance session. A later return is a separate session and produces another row.

​

Check users out automatically

Turn on Automatic check-out in Location settings > Check-ins to close attendance that remains open overnight.

• The normal cutoff is midnight in the location’s time zone.
• If the location’s operating period continues past midnight, the cutoff is the end of that overnight period. For example, a schedule ending at 02:00 uses 02:00.
• An ordinary daytime closing time does not move the cutoff earlier than midnight.

The automatic deadline is set when the person checks in. Enabling the switch later does not add a deadline to an existing session. Disabling it later does not remove a deadline already assigned. Automatic check-out does not require a Reception tablet.

​

Track check-ins

Open Check-ins to review attendance for the selected location. The page starts with all dates and no date filter selected. Use Add filter to narrow the table: Click an applied filter to edit it, or remove it with ×. Combine filters to focus on the attendance you need. The table shows User, Type, Checked in Date, and Checked out Date. Times use the location’s time zone.

• Checked in means the attendance session is open.
• Checked out means a departure was recorded.
• Departure not recorded means a departure time is unknown, not necessarily that the person is still present.

A Late departure badge identifies a recorded departure after the attendance session’s code-valid period. Open a linked user or attendance source to see its details. Event-host attendance links to the host’s ticket. People who have not arrived do not appear as attendance rows; use bookings, events, or Visitors to review expected arrivals. For staff arrival and departure alerts, open Settings > Notifications > Check-ins and enable Members checked in or Members checked out. Both are off by default. The chosen email or push channel must also be enabled. Recipients must remain active staff with Customers permission for that location. Visitor alerts remain under the Visitors notification options, and automatic check-outs do not send these member alerts.

​

Export a check-ins report

1. Open Check-ins at the correct location.
2. Apply the filters for the records you need.
3. Open the page’s … menu.
4. Select Export CSV or Export Excel (XLSX).

The download includes the filtered attendance records, not just the visible page of rows. It contains the attendance type and status, user contact information, visit-host details where relevant, code-valid times, and recorded arrival and departure times. Exports use the same location time zone as the table. For a daily report, apply a Check-in date filter before downloading; leaving the default unchanged exports across all dates.