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Participant Check-In States

Mark participants as on-time, arrived, late, or no-show to track attendance and combat no-shows.

Check-in states let you record whether a participant arrived on time, arrived late, or did not show up at all. They complement reminder statuses — reminder statuses track communication before the appointment, while check-in states track what actually happened on the day.

Check-in states will appear in your calendar as follows:

  • [ONTIME] – This will mark the participant check-in state as “on-time”.
  • [ARRIVED] – This will mark the participant check-in state as “arrived”.
  • [LATE] – This will mark the participant check-in state as “late”.
  • [NOSHOW] – This will mark the participant check-in state as “no show”.

These tags appear in the event body on your calendar, visible only to you and your team.

Participant check-in states will be denoted by brackets and a status on calendar events

Marking check-in states through Apptoto

Section titled “Marking check-in states through Apptoto”

Participants can now be marked as “On-Time” “Arrived” “Late” or “No Show” via the “Mark As” button in the participants column in Agenda View.

Mark a participant's attendance status using the "Mark As" button on the agenda view.

Or, you can also mark their status through the participant action button in the Appointment Editor.

Mark a participant's attendance status using the "Mark As" button on the event editor.

Check-in states can only be applied to appointments that have already occurred. To clear or change a check-in state, follow the steps above, and simply select “Reset Check-In State”.

Marking check-in states through your calendar

Section titled “Marking check-in states through your calendar”

You can also set check-in states directly from your calendar app using in-event commands. Add the command anywhere in the event body:

  • #Ontime
  • #Arrived
  • #Late
  • #Noshow

Commands are not case-sensitive. Using this method marks all participants in the appointment with the same state. To reset, remove the command from the event body.

Check-In State Reporting

Section titled “Check-In State Reporting”

You can view check-in state data across all your calendars in Tools > Reports > Appointments. This report lets you:

  • Filter by specific check-in states
  • View data as a bar graph or time series chart
  • Select any date range and any combination of calendars

Contact support@apptoto.com if you cannot find the Reports tab on your account.