The roster
The roster is the guest list for one session — the sheet the instructor carries and the screen the desk checks people in on. Open it with Open roster on a day-board row.
A session roster
Reading a row
| Column | What it shows |
|---|---|
| Guest | Name, with a Walk-in chip and no booking when there is no sale behind them. |
| Room · Booking | Where they are staying and which booking paid — no booking for a walk-in. |
| Status | Where this guest stands — see the table below. |
| Note | Free text for this guest on this session. |
| Gear | A dropdown of rental products, Own gear, or Nothing chosen yet. See Gear and equipment. |
| Check in | The attendance control. |
The header carries the session's own line — name, label, status chip and times — with Seats, Checked-in and No-show counts, and three actions: Print roster, Enrol guest (for a course run) and Add participants.
A guest who bought more than one seat carries an extra heads chip — 2 extra heads. Extra heads are companions who are not tracked as named guests; they consume seats but never appear as separate rows. One guest is always exactly one row.
Small chips tell you where a participant came from: Sold by staff, POS counter, Online widget or Imported.
The foot of the list repeats the summary — 6 participants · 4 checked in · 1 no-show.
Check-in, no-show and the six statuses
Check in is one click, and Undo check-in takes it back. Change status offers the full set:
| Status | Meaning | Seat |
|---|---|---|
| Pending | On the list, not yet confirmed. | Held |
| Confirmed | Coming. | Held |
| Checked-in | Turned up. | Held |
| Completed | Took part. | Held |
| No-show | Did not turn up. | Held — the row shows seat kept |
| Cancelled | Off the session. | Freed |
Note: A no-show does not free a seat. The guest occupied it, the session ran, and the seat was not available to anybody else. Only Cancelled releases one. This is deliberate — it keeps the seat count honest and stops a late cancellation from quietly overbooking the session.
Checking guests in is built for a clipboard pace: Tab moves between rows, Space toggles check-in, N marks no-show.
Guests who need a closer look
Some rows carry a warning without blocking anything:
- Outside the activity's age band — the guest is below the minimum or above the maximum age on the type. "Allowed — the desk may hold a signed waiver."
- Outside their stay — the session is before the guest arrives or after they check out. "Allowed — day guests and extensions happen."
Both are notices for the person at the desk, never refusals. Day guests, early arrivals and extensions all have to stay possible.
Adding somebody without a sale
A row at the foot of the list offers it directly: Add someone without a sale — "Walk-in, comped or staff. Creates no product line and no charge." Press Add manually, pick the guest, optionally set Extra heads, and add. Gear is chosen on their row afterwards; nothing is pre-selected in the dialog.
A guest already on the session is refused rather than duplicated: "This guest is already on this session. Nothing was added. Edit the row they already have on the roster."
To add guests who have paid, use Add participants instead — see Adding participants.
Moving a guest to another session
Moving somebody between sessions of the same course run is done on the run's screen, not the roster — see Course runs and enrolments. For a single session, cancel the guest here and add them to the other session.
Printing
Print roster produces the session sheet as a PDF — the manifest an instructor takes with them. Which template is used is a company setting; see Reminders and settings.
When the roster locks
A completed or cancelled session's roster is a record and the whole screen goes read-only:
This session is completed. Its roster is a record now and can no longer be changed.
If it is completed or cancelled by somebody else while you have it open, your change is discarded and the screen reloads read-only — "Nothing was changed." Nothing is half-applied.
A user with read-only rights sees the roster with the same lock and the reason: "You can view this roster but not change it."
When a change is refused
The roster is one of the places capacity is enforced. A change that would take the session over its limit is refused with the numbers:
Not enough seats — 8 of 8 taken. Nothing was changed. Free a seat on this session, or raise the capacity.
Raise capacity to 9 is offered inline as the one-click way out when you have the rights for it.
Who can access this: viewing requires Activities (read); check-in, walk-ins, gear and status changes require Activities (update). Both need the Activities module.