Activity Schedule & Check-In Board
View daily departures and rental bookings, track check-in stages, and invite unsigned bookings to complete waivers.
The activity schedule and check-in board give staff a daily view of bookings, arrivals, and preparation progress. They support all activity types, including tours, fixed-duration rentals, and dynamic-duration rentals.
Open an activity and choose Schedule for a tour or Check-in board for another activity type. Activity groups on the dashboard and calendar day view also provide shortcuts.
Daily Schedule
The page defaults to today. Use the date picker or previous/next arrows to change days. The date is included in the URL, so staff can bookmark or share a day's board.
Each departure or rental time group shows:
| Information | Description |
|---|---|
| Time and duration | Start, end, and duration for the group. Dynamic rentals retain their booked duration. |
| Bookings / Guests | Booking and guest totals for the group. |
| Arrived | Guests marked present out of the total. Arrival marks are separate from check-in stages. |
| Check-in stages | Counts showing how bookings are distributed across the activity's flow. |
| Seats | Tour seat occupancy and the number currently sellable, where applicable. |
| Status | Availability or scheduling state, such as Open, Sold out, Blackout, Off-schedule, Private, or Booked. |
Existing bookings remain visible when their time is no longer offered or scheduling is disabled. An Off-schedule row can represent a manually retimed booking or a departure removed from the activity's schedule. Draft activities also show their board, with a reminder that customers cannot book them.
For dynamic rentals, a three-hour booking appears with its actual three-hour duration. The board does not shorten it to the minimum rental period used for availability checks.
Departure Board and Manifest
Click a time group to open its bookings. Tour departures include seat statistics and a guest-category breakdown. Booking rows show customer details, confirmation code, guest and arrival counts, booking status, and check-in progress. Balances are visible only with finance read permission.
Use the stage tabs and their counts to focus on one step. Combine them with Ready to advance and search by customer, phone, or confirmation code. A row's requirement chips show what still needs attention; open a chip to review it in the booking's Check In tab.
Move Bookings Through the Flow
Staff with booking write permission can:
- Select Check in to leave the first stage, or Move to the next named stage afterward.
- Revert one stage using the booking's revert control.
- Select Override and continue when requirements are unmet, then review the destination and requirements, enter a reason, and confirm that step.
- Open the booking's Check In tab for the full requirements, arrival roster where available, and stage history.
- Use Scan Check-In Code in the mobile app to open a tour booking's check-in panel.
All entry points use the same stage rules. An override is recorded and applies to one blocked step. Returning to the first stage clears check-in; reverting does not clear arrival marks.
Waiver QR Codes and Invitations
Select a stage with a waiver requirement to access its waiver tools:
- Show QR displays the waiver's signing link. Customers using this general link enter their confirmation code to find the booking.
- Text unsigned opens an invitation dialog. Choose Text message or Email, review the unsigned-booking count, and confirm.
Invitations cover eligible bookings at that stage and departure start time. Search and readiness filters do not narrow the recipient list. The service sends one invitation to each booking's customer, using that booking's own signing link. Bookings that have signed, moved stages, moved departures, or become inactive before delivery are skipped.
Sending invitations from the board requires booking write permission. SMS also requires text messaging to be configured.
Delivery Progress
Invitations run in the background. You can close the dialog after queueing and reopen the same invitation view in that browser to check progress.
The result separates sent, skipped, missing or invalid contacts, failed, remaining, and unconfirmed. Sent means the sending service accepted the invitation; it is not proof that the customer has read or signed it.
If delivery stops with pending bookings, select Resume remaining invitations when offered. This continues the original request's remaining work without resending invitations already recorded as sent, failed, or unconfirmed.
For an uncertain result, use Check progress and inspect the booking's communication history before sending again. An UNCONFIRMED history entry means the system could not establish whether delivery was accepted. Resuming remaining invitations does not automatically retry those recipients.
See Send Waivers to Customers for the steps, or use a workflow reminder to invite a booking that remains at a stage after a delay.
Live Updates
The daily schedule and departure board refresh about every five seconds while visible. Background refreshes keep rows and controls in place, and check-in panels preserve open sections and unsaved arrival selections. A booking may leave the visible list when its updated stage no longer matches your filter.
If a refresh fails, the last data stays visible and writes are disabled until a successful refresh. Open a booking's Check In tab and use Refresh for an immediate status check.
Notes on Seat Counts
Tour seat availability comes from the same availability engine as the public booking site. Seats booked on this departure and seats currently sellable can differ when overlapping departures share capacity. Guest counts can also include additional passengers, so guest totals and seat totals are separate measures.