Attendance Tracking

Document Version: 1.0
Last Updated: January 2026
Purpose: Comprehensive guide for implementing and managing QR-based attendance tracking in ORI

Overview
Initial Setup
Creating Check-In Schedules
Displaying the QR Code
Student Check-In Process
Monitoring Real-Time Attendance
Viewing Attendance Reports
Exporting Data
Managing At-Risk Alerts
Guest Check-Ins
Points and Gamification
Troubleshooting
Best Practices

1. Overview

ORI’s Attendance Tracking system provides youth ministry leaders with real-time visibility into student participation through QR-based check-ins. The system eliminates paper sign-in sheets, provides instant reporting, and helps identify students who may be disengaging.

Key Features

QR Code Check-In: Students scan a unique church QR code to check in
Real-Time Dashboard: See attendance update live as students arrive
Attendance Reports: View trends, filter by date/session, and export data
At-Risk Alerts: Get notified when regular students miss sessions
Parent Visibility: Parents can see when their teen checks in
Points System: Students earn XP for checking in

User Roles and Permissions

Role	Can Check In	View Attendance	Edit Schedules	Export Data
Student	✅	Own only	❌	❌
Parent	❌	Child only	❌	❌
Admin	✅	All church	✅	✅
Church Leader	✅	All church	✅	✅
Super Admin	✅	All churches	✅	✅

2. Initial Setup

Prerequisites

ORI account with Admin or Church Leader role
Church profile configured in ORI
At least one student registered to the church

Setup Steps

Access Admin Dashboard

Navigate to /admin in ORI
Select the “Attendance” tab

Verify Church Configuration

Ensure your church has a valid churchSlug (used for QR code URLs)
Confirm student accounts are linked to your church

Create Your First Schedule

See Creating Check-In Schedules below

3. Creating Check-In Schedules

Schedules define when check-in sessions are active. Students can only check in during scheduled windows.

Schedule Types

Type	Example Use Case	Typical Window
Weekly Youth Group	Wednesday night youth group	5:30 PM – 8:30 PM
Sunday Service	Sunday morning worship	9:00 AM – 12:30 PM
Bible Study	Small group study sessions	7:00 PM – 9:00 PM
Special Event	Retreats, conferences	All day

Creating a New Schedule

Navigate to Admin → Attendance → Schedules
Click “Create New Schedule”
Fill in the required fields:

Schedule Name: e.g., “Wednesday Youth Group”
Day of Week: Select the recurring day
Start Time: When check-in opens
End Time: When check-in closes
Points Awarded: XP students earn for checking in (default: 10)

Click “Save Schedule”

Schedule Configuration Options

Setting	Description	Recommended
Early Check-In Buffer	Minutes before start time check-in opens	15-30 minutes
Late Check-In Window	Minutes after start time students can still check in	15-20 minutes
Late Penalty	Reduced points for late check-ins	50% reduction
Auto-Close	Automatically close session at end time	Enabled

Setting a Default Schedule

Your church can have a “default” schedule that loads automatically when viewing check-in pages.

Go to Admin → Settings → Check-In
Select your default schedule from the dropdown
Click “Save”

4. Displaying the QR Code

The QR code is the entry point for student check-ins. Display it prominently at your events.

Accessing Your QR Code

Navigate to Admin → Check-In
Your unique QR code is displayed on the page
Options:

Display on Screen: Click “Present QR Code” for fullscreen display
Print: Click “Download QR” to save as image for printing
Kiosk Mode: Use dedicated kiosk display (see Kiosk Mode SOP)

QR Code URL Structure

Your QR code points to: https://oriapp.co/checkin/{churchSlug}

This URL:

Is permanent and never changes
Works with any QR scanner or phone camera
Automatically redirects to the active check-in session

Display Recommendations

Venue Size	Display Method	Size Recommendation
Small Room (< 30 people)	Printed poster or tablet	8×8 inches minimum
Medium Room (30-75 people)	TV/Monitor display	32″+ screen
Large Venue (75+ people)	Projector or large screen	Full screen projection

Pro Tips

Consistency: Display the QR code in the same location each week
Visibility: Ensure adequate lighting so cameras can scan easily
Backup: Have a printed version ready if technology fails
Signage: Add text like “Scan to Check In!” near the QR code

5. Student Check-In Process

For Registered Students

Open Phone Camera

No app download required
Built-in camera app works on iOS and Android

Point Camera at QR Code

Hold phone 6-12 inches from QR code
Wait for URL notification to appear

Tap the Notification/Link

Opens ORI check-in page

Automatic Check-In

If logged into ORI, check-in is automatic
Student sees “You’re Here!” confirmation
Points are awarded immediately

For Non-Logged-In Students

Scan QR code as above
Prompted to log in or continue as guest
If logging in: enter credentials, then auto-check-in completes
If guest: enter name and optional contact info

Check-In Confirmation Screen

Students see:

✅ “You’re Checked In!” message
🎯 Points earned (e.g., “+10 XP”)
📅 Session name and date
🔥 Streak count (consecutive weeks attended)

6. Monitoring Real-Time Attendance

Live Dashboard

Access the live attendance view:

Navigate to Admin → Home or Admin → Attendance
View the “Latest Event Check-ins” card

Dashboard Elements

Element	Description
Checked In Count	Number of students who have checked in
Total Students	Total registered students in church
Attendance Percentage	Checked in ÷ total × 100
Session Status	Open, Closed, or None
Recent Check-Ins	List of last 5 students to check in
Progress Ring	Visual representation of attendance %

Real-Time Updates

The dashboard updates automatically:

New check-ins appear within 2-3 seconds
No need to refresh the page
Audio notification option available for new check-ins

7. Viewing Attendance Reports

Accessing Reports

Navigate to Admin → Attendance
Use the filters to refine your view

Available Filters

Filter	Options	Use Case
Quick Filters	Today, This Week, Last 7 Days, This Month, Last 30 Days, All Time	Rapid date selection
From Date	Date picker	Custom range start
To Date	Date picker	Custom range end
Session Type	Text search (e.g., “Youth Group”)	Filter by event type
Student UID	Email or user ID	View individual student

Report Columns

Column	Description
Student	Name and email
Session	Type of session attended
Date	Date of check-in
Time	Check-in timestamp
Status	On Time, Early, or Late
Points	XP awarded

Understanding Status Badges

Status	Badge Color	Meaning
On Time	Green	Checked in within normal window
Early	Blue	Checked in before session start
Late	Amber	Checked in after grace period

8. Exporting Data

Export to CSV

Set your desired filters in the Attendance Report
Click “Export CSV” button
File downloads automatically

CSV Contents

The exported file includes:

Student name
Student email
Session type
Date
Check-in time
Status (on-time/early/late)
Points awarded

Common Export Use Cases

Use Case	Recommended Filters
Monthly report for leadership	This Month, All session types
Individual student history	Student UID filter, All Time
Specific event attendance	Session Type filter, Date range
Year-end review	Last 12 months, All types

9. Managing At-Risk Alerts

At-risk alerts help you identify students who may be disengaging.

How Alerts Work

System tracks each student’s attendance pattern
When a regular student misses 2+ consecutive sessions, an alert is generated
Alerts appear in Admin dashboard notifications

Configuring Alert Thresholds

Navigate to Admin → Settings → Notifications
Set “Missed Sessions Threshold” (default: 2)
Enable/disable email notifications for alerts

Responding to Alerts

Alert Type	Suggested Action
2 missed sessions	Send a casual text: “Hey! Missed you Wednesday. Everything ok?”
3+ missed sessions	Personal phone call from youth leader
4+ missed sessions	Home visit or parent contact

Clearing Alerts

Alerts automatically clear when:

Student checks in to next session
Admin manually dismisses the alert
Student is marked as “on break” or “inactive”

10. Guest Check-Ins

First-time visitors can check in without creating an account.

Guest Check-In Flow

Guest scans QR code
Sees “Welcome! Are you new here?” prompt
Enters:

First name (required)
Last name (optional)
Phone or email (optional)

Completes check-in

Managing Guest Data

Guest check-ins appear in:

Real-time dashboard (marked as “Guest”)
Attendance reports
Guest follow-up list

Converting Guests to Students

Navigate to Admin → Students → Guests
View list of recent guest check-ins
Click “Invite to Register” to send registration link
Once registered, guest history converts to student history

11. Points and Gamification

Check-ins award XP points that contribute to student engagement.

Default Point Values

Check-In Type	Points
On-time check-in	10 XP
Early check-in	10 XP
Late check-in	5 XP
Sunday service	15 XP
Special event	20 XP

Streak Bonuses

Streak Length	Bonus
2 weeks	+2 XP
4 weeks	+5 XP
8 weeks	+10 XP
12 weeks	+20 XP

Customizing Points

Navigate to Admin → Settings → Gamification
Adjust point values per session type
Enable/disable streak bonuses

12. Troubleshooting

Common Issues and Solutions

Issue	Possible Cause	Solution
QR code won’t scan	Poor lighting or distance	Move closer, improve lighting
“Session not active” error	Outside check-in window	Verify schedule times
Check-in not recording	Network connectivity	Refresh page, check internet
Student not in list	Not linked to church	Verify student’s church assignment
Duplicate check-ins	Student scanned twice	System prevents duplicates automatically

Error Messages

Error	Meaning	Resolution
“No active session”	No schedule configured for current time	Create or adjust schedule
“Already checked in”	Student already recorded	No action needed
“Church not found”	Invalid church slug	Verify church configuration
“Please log in”	Session expired	Re-authenticate

Support Escalation

If issues persist:

Check Admin → Settings → Check-In → Health Check
Document the error message and timestamp
Contact ORI support with details

13. Best Practices

Before Each Session

[ ] Verify schedule is configured correctly
[ ] Test QR code scan with your own device
[ ] Ensure display device is charged/plugged in
[ ] Have printed QR backup available

During Session

[ ] Monitor real-time dashboard periodically
[ ] Welcome students as they check in (visible on dashboard)
[ ] Note any guests for personal follow-up

After Session

[ ] Review attendance summary
[ ] Note any absent regulars
[ ] Respond to at-risk alerts
[ ] Export data if needed for reports

Weekly

[ ] Review week-over-week attendance trends
[ ] Follow up with students flagged as at-risk
[ ] Contact new guests for follow-up

Monthly

[ ] Export monthly attendance report
[ ] Share metrics with church leadership
[ ] Review and adjust schedules if needed
[ ] Celebrate attendance milestones with students

Quarterly

[ ] Analyze long-term trends
[ ] Identify consistently engaged vs. sporadic students
[ ] Adjust gamification settings if engagement is low
[ ] Train new volunteers on check-in procedures

Appendix A: Quick Reference Card

For Leaders:

Admin → Attendance → View Reports
Admin → Check-In → Display QR Code
Admin → Settings → Manage Schedules

For Students:

1. Open camera
2. Point at QR code
3. Tap link
4. Done!

For Guests:

1. Scan QR code
2. Tap "I'm New"
3. Enter name
4. Tap Check In

This SOP is maintained by the ORI team. For questions or updates, contact your church administrator or ORI support.

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