Note: Functionality shown in this article is only available to users with certain KickUp permissions, and check-in/check-out must be enabled for your organization. If you have a question about how to accomplish something or would like support from a member of our team, please reach out using the in-app chat or by emailing support@kickup.co.
Check-in and check-out give your organization a way to capture both when a participant arrives at a learning opportunity and when they leave, using attendance codes that participants enter themselves. This is useful when you need a record of arrival and departure, not just a single attendance confirmation.
Read on or jump to a specific section:
How check-in and check-out works
When check-in and check-out is enabled, a learning opportunity has two codes:
A check-in code, which participants enter when they arrive.
A confirmation code, which participants enter to confirm attendance when they leave (check out).
Participants enter either code in the same Confirm attendance field. KickUp recognizes which code was entered and records the matching action, so there is nothing extra for participants to choose.
A few things to know about how the two actions relate:
Order is not enforced. A participant can check out (confirm attendance) without having checked in first. This supports events where only checkout is needed.
Confirmation still drives credit. Checking in records an arrival time, but credit for the learning opportunity is granted when the participant confirms attendance, exactly as it works without check-in.
Timestamps are recorded for each step. KickUp logs a registration time, a check-in time, and a confirmation (attended) time so you have an audit trail of each participant's activity.
Enabling check-in and check-out
Check-in and check-out is an organization-wide setting. Once it is turned on, the check-in code and related details appear automatically on eligible learning opportunities. To enable it for your organization, reach out through the in-app chat or email support@kickup.co.
Note: Check-in and check-out applies to scheduled learning opportunities that have a start and end date. It is not available for self-paced courses or series.
Finding and sharing the codes (for managers)
To find the codes for a learning opportunity, navigate to the learning opportunity and view the Overview tab. When check-in and check-out is enabled, you will see both the check-in code and the confirmation code on the right-hand side of the screen.
Click a code to copy it to your clipboard. You can also display the code as a QR code that participants scan with a mobile device, which you can download and embed in a presentation or LMS course.
Share the codes with participants at the appropriate time:
Share the check-in code at the start of the session so participants can record their arrival.
Share the confirmation code at the end of the session so participants can confirm their attendance.
When participants can check in and check out
Participants can check in and check out on any day within the learning opportunity's scheduled dates, from the start date through the end date (in your organization's time zone). Codes entered outside of that window are not accepted.
Note: Because the window follows the event's scheduled dates, make sure the learning opportunity's start and end dates reflect when you want participants to be able to check in and check out.
Manually checking in attendees
Managers and facilitators can record check-ins on behalf of participants from the learning opportunity's Attendance tab. This is helpful when a participant could not enter the code themselves.
Open the learning opportunity and go to the Attendance tab.
Select the attendee or attendees you want to check in.
Choose the option to record a check-in and set the check-in date and time.
Confirm. KickUp records the check-in time for each selected attendee.
You can still manually confirm attendance (check out) for a participant using the Confirm button next to their name on the Attendance tab, the same way you do for any learning opportunity.
Viewing and exporting check-in records
When check-in and check-out is enabled, attendance exports include a Check-in Timestamp column alongside the existing registration and confirmation (attended) timestamps. To export this data for a single learning opportunity:
Go to the Attendance tab on the learning opportunity.
Click the Actions menu (the three dots) next to Add attendees.
Select Download event attendance as CSV.
The export includes each participant's registration time, check-in time, and confirmation (attended) time, giving you a complete record of arrival and departure for auditing.
For organization-wide attendance data, see How to use the Records table.
How participants check in and check out
Participants use the same steps to check in and to check out. The only difference is which code they enter: the check-in code when they arrive, and the confirmation code when they leave.
If the code is shared as a QR code:
Scan the QR code with a mobile device and follow the link.
Log in to KickUp if prompted.
Your check-in or attendance confirmation is recorded automatically.
If the code is shared as six characters of letters and numbers:
Log in to KickUp.
Click Confirm attendance under Quick Links.
Enter the code provided by the facilitator and submit the form. Enter the check-in code to check in, or the confirmation code to check out.
If a feedback prompt appears, click Add your feedback to share feedback on the learning opportunity.
If you do not have a code for a learning opportunity, please contact that event's facilitator, shown on the event details page.