Attendance
Set up and manage the Attendance Tracker app to reward fan engagement through event check-ins, geolocation verification, and QR code integration.
Attendance Tracker — Admin & Setup Guide
Welcome! This guide walks you through setting up and managing the Attendance Tracker app for your collection. It's written for admins and business users — no coding required.
Overview
The Attendance Tracker lets your fans check in at events or venues and rewards them with points, badges, streaks, and leaderboard rankings. It works with your existing fixtures, concerts, or custom events — or as a standalone venue loyalty tracker.
Getting Started
1. Open the Admin Panel
The Attendance Tracker admin is available inside the SmartLinks Admin Console. Navigate to your collection, find the Attendance Tracker app, and open its settings.
2. Choose Your Attendance Mode
You'll first pick how attendance is tracked:
| Mode | Best For | Example |
|---|---|---|
| Per Event | Tracking attendance at individual matches, concerts, shows | "Were you at the semi-final?" |
| Per Location | Tracking repeat visits to a venue or store | "Visit our shop 10 times for a reward" |
- Per Event pulls events from data sources (fixtures, concerts, or custom events you add).
- Per Location lets you select venues — fans can check in each time they visit.
3. Configure Event Sources (Per-Event Mode)
If you chose Per Event, you need at least one event source:
- Fixtures — Pulls from your Fixtures Manager app (matches, games).
- Concerts — Pulls from your Concerts app (shows, gigs).
- Custom — Add events manually in the admin panel.
Go to the Event Sources tab and toggle on the sources you want.
4. Configure Venues (Per-Location Mode)
If you chose Per Location, go to the Venues tab to select which venues fans can check in at.
Check-In Methods
Under the Check-In tab, you can enable one or more ways for fans to check in:
| Method | How It Works | When to Use |
|---|---|---|
| Button Tap | Fan taps a "Check In" button | Always — simplest option, great as a fallback |
| QR Code Scan | Fan scans a QR code at the venue | When you have printed QR codes at the event |
| Photo Check-In | Fan takes a photo to prove attendance | When you want visual proof or social content |
| Geolocation | App verifies the fan's GPS location | When you need verified, location-based check-ins |
Tip: Enable at least Button Tap so fans always have a way to check in.
Check-In Window
Set how many minutes before and after an event fans can check in. Some suggestions:
- Sports match: 120 minutes (2 hours)
- Concert: 180 minutes (3 hours)
- Day-long festival: 720 minutes (12 hours)
- Multi-day event: 1440 minutes (24 hours)
Verification
Turn on Require Verification if you want check-ins to be validated by geofence proximity or QR scan. Leave it off for a more relaxed, trust-based experience.
Geofence Settings
Under the Geofence tab, you can set up a virtual boundary around your venue:
- Enable Geofence — Toggle on.
- Set Coordinates — Enter the latitude and longitude of your venue centre.
- Set Radius — How far from the centre a fan can be and still check in.
- Stadium/arena: 200m
- Large outdoor venue: 500m
- Festival grounds: 1000m
- Small venue/bar: 100m
- Enforce Strict — When on, fans must be inside the geofence. When off, it's a soft check (warns but allows).
QR Codes
The QR Codes tab lets you generate printable QR codes for your events or venues. Fans scan these with their phone camera to check in instantly.
- In Per Event mode, generate a QR per event.
- In Per Location mode, generate a QR per venue.
Print them on posters, programmes, or display them on screens at the venue.
Gamification
Under the Gamification tab, you control the reward system:
| Feature | What It Does |
|---|---|
| Points | Fans earn points for each check-in (10 base points, with bonuses for photos, QR scans, away events, and streaks) |
| Streaks | Tracks consecutive event attendance — fans lose their streak if they miss one |
| Badges | Milestone awards: First Timer, Regular (5), Dedicated (10), Superfan (25), Legend (50) |
| Leaderboard | Public ranking of top attendees by points |
You can toggle each feature independently. Turning off the main Enable Gamification switch disables all sub-features at once.
Points Breakdown
| Action | Points |
|---|---|
| Check in | 10 |
| Photo bonus | +5 |
| QR scan bonus | +3 |
| Away event bonus | +15 |
| Early bird (before event starts) | +5 |
| Streak multiplier | +10% per consecutive event |
Reports
The Reports tab shows attendance analytics:
- Total Check-Ins across all events
- Unique Attendees (how many different fans)
- Check-In Method Distribution (which methods are most popular)
- Top Attendees with their streaks and points
Use this data to understand fan engagement and adjust your settings accordingly.
Day-to-Day Usage (Fan Experience)
Here's what fans see and do:
- Open the app — They see upcoming events (or venues) with check-in buttons.
- Check in — Tap the button, scan a QR code, take a photo, or let geolocation verify them.
- Earn rewards — Points are awarded instantly; badges unlock at milestones.
- View stats — Fans see their total check-ins, current streak, points, and badges.
- Leaderboard — They can compare their ranking with other fans.
FAQ & Troubleshooting
Q: Fans say they can't check in. Check that the check-in window is open (the event must be within the configured minutes before/after). Also verify that at least one check-in method is enabled.
Q: A fan checked in but didn't get points. Ensure Enable Points is toggled on under Gamification.
Q: The leaderboard isn't showing. Make sure Enable Leaderboard is turned on in Gamification settings.
Q: Geofence is rejecting fans who are at the venue. Try increasing the geofence radius. GPS can be inaccurate indoors — consider 200m+ for most venues. If Enforce Strict is on, fans outside the radius are completely blocked; turn it off for a softer approach.
Q: No events are appearing for fans. Check that at least one data source is enabled in the Event Sources tab, and that the source app has upcoming events configured.
Q: Can fans check in to the same event twice? In Per Event mode, no — each fan gets one check-in per event. In Per Location mode, yes — repeat visits are allowed and encouraged.
Q: How do I change settings after initial setup? Just go back to any tab in the admin panel and adjust. Changes take effect immediately.
Widget
The Attendance Tracker includes an embeddable widget that can appear on portal pages and dashboards. It shows:
- Next upcoming event
- Check-in count and streak
- Quick stats (points, badges)
The widget comes in three sizes: compact (single line), standard (card with stats), and large (expanded event list). Your platform administrator can configure which size appears where.
Need more help? Contact your SmartLinks platform administrator or check the SDK documentation.