Check-In
Move bookings through check-in stages, resolve requirements, record arrivals, and confirm exceptions.
Check-in tracks a booking's progress through your arrival and preparation process. Each activity has an ordered flow of stages. Staff can see the current stage, what needs attention, and where the booking will go next.
Check-in is separate from the booking's status and from individual guest arrival marks. A confirmed booking can be waiting at check-in, and a checked-in booking can still have preparation steps to complete.
How Stages Work
Without custom settings, the flow is Check-in → Checked in, with no requirements. Configure a longer flow under the activity's Settings → Check-in.
- Requirements belong to the stage you are leaving. They must be satisfied before a normal advance to the next stage.
- Leaving the first stage marks the booking checked in. Moving through later stages does not check it in again.
- Reaching the last stage completes the flow. Requirements placed on the final stage are shown for reference and do not block completion.
- Advance automatically moves a booking forward when that stage's requirements are satisfied. Consecutive automatic stages can advance together when each is ready.
- A requirement becoming unmet later does not automatically move a booking backward.
For example, Arrival → Waivers → Equipment → Ready marks the booking checked in when staff move it from Arrival to Waivers. A waiver requirement on Waivers blocks the move to Equipment. To require the waiver before check-in itself, put it on Arrival instead.
See Set Up a Multi-Stage Check-In for configuration, copying settings, and a worked example.
Stage Requirements
| Requirement | What satisfies it |
|---|---|
| Guest information complete | Every booked guest slot has a guest record with a name. A partially entered roster stays incomplete even if every name entered so far is filled in. |
| Waiver signed | An active signature on the selected waiver, with either one signature for the booking or a personal signature for every applicable guest. |
| Minor waiver | Active guardian signatures covering every known minor on the booking. Each minor must be included in the signed waiver's coverage. |
| Equipment assigned | Enough physical equipment instances are assigned for the booked units that use instance tracking. Equipment types without tracked instances do not block this requirement. Enable Equipment assignment in the activity's check-in settings to use it. |
| Authorization-only hold | A positive, active card authorization recorded on this booking. This is the Require Auth Only charge requirement: captured, released, refunded, or expired holds do not count. A payment already collected does not satisfy it. |
The requirement cards show the outstanding work and relevant counts. Requirements that do not apply to a booking, such as a minor waiver when there are no known minors, do not block progress.
Required Waivers
Select existing waivers from the current location. A waiver can be required by several activities or stages; editing the waiver itself affects every place that uses it.
For a regular waiver requirement:
- Turn All guests sign on to require a personal signature linked to each applicable guest. Missing guest records also keep the requirement incomplete.
- Leave All guests sign off when one active signature linked to the booking is sufficient.
- Turn Minors exempt on to exclude known minors from the personal-signature requirement. This option is available only with All guests sign. Add a separate minor waiver requirement if guardian coverage is needed.
- Turn Allow portal signing on to offer the waiver in the customer's booking-management portal when the location also allows it.
A submission awaiting a required counter-signature does not satisfy check-in. Rejected submissions do not count either. The requirement clears when the necessary submissions are active, including completed counter-signatures where required.
Minors (Age of Majority)
Set the location's age of majority under Location → Waivers & Minors; the default is 18. Classification uses each guest's date of birth and the current date in the location's timezone.
A guest without a date of birth is not treated as a known minor. An unentered guest slot cannot be assumed exempt from a per-guest waiver requirement. Pair minor-waiver rules with Guest information complete and date-of-birth collection so staff have the information needed.
One guardian submission can cover several minors, but every minor must be included in its coverage. A signature linked only to an adult guest does not automatically cover the minors. A flow can have one minor waiver requirement.
Pre-signing from the customer portal
Enable Allow Customers to Pre-Sign Waivers under Settings → Customer Portal, then enable Allow portal signing on each regular waiver requirement you want to offer.
Eligible waivers are collected across all stages, so customers can prepare before reaching a later step. For All guests sign, each applicable guest needs a signature and the full booked roster must be present. Known minors are excluded only when Minors exempt is enabled.
Portal signatures satisfy the same requirements staff see at check-in, subject to any required counter-signature. The separate minor waiver requirement is not offered in the portal. Signing ahead does not bypass a stage that requires staff to advance it manually.
Checking a Booking In
- Open the booking's Check In tab, or use the check-in control in its header to open that tab.
- Review the current stage and resolve its unmet requirements.
- Where the arrival roster is available, record the guests present and save their arrivals.
- Select Check in to leave the first stage. Later stages use Move to followed by the next stage's name.
The activity check-in board and scan dialog use the same flow and requirements. Selecting another stage in the panel lets you inspect it; it does not move the booking.
Checking in, advancing, reverting, recording arrivals, and overriding requirements require booking write permission. Read-only staff can view progress.
Override and Continue
When a stage is blocked, staff with booking write permission can make a deliberate exception:
- Select Override and continue.
- Review the destination and the list of unmet requirements.
- Enter a reason for the exception.
- Confirm Continue to the named next stage.
Every blocked step needs its own confirmation and reason. An override does not create a signature, assign equipment, place a card hold, or mark guest information complete. Later automatic stages can still advance if their own requirements are satisfied.
The reason, operator, time, destination, and requirements bypassed are saved in the booking's history. If the stage or outstanding requirements change while the dialog is open, review the refreshed information before confirming. If the result is uncertain, use the dialog's retry action; retrying that confirmation does not skip another step.
Reverting a Check-In
Use the revert control to move back one stage. Returning to the first stage clears the booking's checked-in state. Reverting between later stages leaves it checked in.
Stage history is preserved, and reverting never clears guest arrival marks. Correct arrival marks separately in the roster. Requirements apply again when advancing out of a revisited stage; a previous override does not grant an ongoing exemption.
A reverted automatic stage stays there until another relevant update or an explicit advance causes its requirements to be evaluated again.
Live Status
After a waiver or required counter-signature is saved, automatic check-in advancement runs in the background. The stage update may appear shortly after the signing confirmation; you do not need to submit the signature again.
Check-in panels and boards refresh about every five seconds while the page is visible. Booking headers and visible booking-list and search badges also refresh their displayed status. Use Refresh in the check-in panel to request an immediate update.
Background updates retain the displayed content, inspected stage, open sections, and unsaved arrival selections. Status controls keep their space while refreshing. A booking can still leave a filtered board when its stage changes and it no longer matches the filter.
If a refresh fails, the last loaded state stays visible with a retry prompt. Refresh successfully before using controls that have been disabled because their state is stale.
Audit Trail
Open Stage history in the Check In tab to see forward and backward moves, their timestamps, and whether an advance was automatic. Overrides include the reason and a snapshot of the unmet requirements reviewed by the operator.
The booking's Logs also records check-in, check-in reverts, and override details. Arrival changes have their own audit entries. Workflow triggers can respond to reaching a stage or completing the flow.
QR Check-In Codes (Tours)
Tour confirmation emails and the customer's manage-booking page include a check-in QR code. In the Resytech mobile app, staff with booking write permission can use Scan Check-In Code on the schedule pages.
Scanning opens the booking's check-in panel and arrival roster; it does not silently advance the booking. Wrong activities, days, departures, canceled bookings, or rescheduled bookings are explained in the scan result. Codes resolve only within the staff member's location.
The waiver-signing QR code is a separate tool: use it to open a waiver, not to check a booking in.
Arrivals without scanning
The same arrival roster is available on a tour booking's Check In tab in any browser. Tick named guests and set per-category counts, then use Save arrivals. Arrivals and stage advancement are separate actions; advancing or confirming an override saves any changed arrival selections first.
Schedule pages show the recorded arrived counts per booking and departure. Marking arrivals does not itself move the booking through its check-in stages.