The Roster Athletics check-in feature allows organizers/organisers to verify athlete entries before an event starts. It is available for competitions at all levels. As an organizer/organiser, you can choose to check in athletes yourself using the web admin, or allow participants to self-check in using the Roster Athletics app.


This guide is divided into the following sections:


Enable check-in


To get started, first enable the athlete check-in feature for your competition by selecting COMPETITIONS → Details → General → Check-in and selecting one of the following three options:

  • Organizer/Organiser only - the organizer/organiser checks in athletes using the Roster web admin.
  • Organiser/Organiser & participant - participants can also self-check in using the Roster Athletics app.
  • Organizer/Organiser & participant with verification - participants can self-check in using the Roster app only by entering a numerical code or scanning a QR code.


Please note: Participant self-check-in, including the verification option, is not available for hidden events or events with a hidden start time.



Once enabled and saved, a Check-in option appears in the left-hand menu, and Check-in start and Check-in deadline columns appear in the schedule.



Setting up check-in start and deadline times


To set check-in start and deadline times, go to the Schedule page. By default, check-in opens 4 hours before the event start time and closes 1 hour before. In the Check-in start and Check-in deadline columns, you can adjust these values by clicking the plus and minus icons, or by typing directly into the Days, Hours, and Minutes fields.




Check-in


Once check-in times are configured and athletes are on the start lists, you are ready to manage check-in. Click Check-in in the left-hand menu to manage athlete check-ins.



You can change the view to sort participants by name (By participants) or by event (By Events). 


If you select sorting by participants, you can filter the list by typing the athlete/relay name or BIB number and selecting club/school or team (if team competition is enabled) from the list.


If you sort by events, the event list appears in the lower-right corner, below the filtering options. Select a specific event to view its participants. You can also filter by event name and choose how to sort events (by name, by start time, or by check-in deadline). Note that filtering by event title is not available in this view.


In both views, you can also sort participants by first or last name.



To check in, click on the checkmark icon. If the athlete is not present, click the scratch icon. The athlete will receive SCR (scratched) status on the start list and be excluded from seeding.



You can update statuses in bulk depending on the selected view. If you have selected sorting by participants, click the three dots icon to:

  • Check in the athlete for all events
  • Scratch the athlete from all events
  • Mark all events as pending



Please note: Participants that have results cannot be scratched.


In the header, next to the event name, you will find icons to help you manage check-in.


Status

Meaning

All athletes or relays have been checked in or scratched.

The check-in deadline hasn't passed yet. Some athletes or relays have already checked in or scratched.

The check-in deadline has passed, but some athletes still have a pending check-in status.

No iconThe check-in has not yet opened. No athlete or relay has been checked in or scratched.


Printing a QR code for app check-in


If you select Organizer/Organiser & participant with verification when enabling check-in in the competition details, you can print the code by pressing the Print code button.



Print the code and display it in a visible location at the venue. Participants must enter the numerical code or scan the QR code in the Roster Athletics app to check in. For more information on how to check in using the mobile app, see the How to link athlete profiles for mobile check-in guide.


Please note: Participants can update their check-in status until the check-in deadline.



Additional information


By default, scratched athletes are not included in the timing system start lists. To change this, go to COMPETITIONS → Details → Timing system integration, and in the Exported participants, select All.


By default, all scratched athletes are visible in public materials such as PDFs, scoreboards, and public results (consumer app and website). To change this, go to COMPETITIONS → Details → Extra, and in the Scratched visibility, select Hidden.


For events with multiple stages, check-in always applies to the summary of the lowest stage.


Scratching an athlete from the first child event of a combined event also scratches them from the parent event. Scratching from any other child event changes the parent event status to DNF.


You can switch between Check-in, Start lists, and Results by clicking the two arrow icon and selecting a view from the list.



If the Check-in feature is enabled, you will see the athletes' check-in statuses directly on the start list (check-in statuses are shown in the summary view for the lowest stage of the event only).


To view the history of check-in changes, including who changed the status and when, click the last icon in the athlete row.