Participant Check-in (Modified Plan Feature)
Note: This is a Modified Plan feature. If you are on a lower level plan, use of this feature may change your per-ticket usage rate to the associated higher rate.
This article covers how track staff will check participants in through Trackside. If you would like information on how Participants sign waivers and complete Pre-check-ins, see How Participants Sign Waivers & Complete Pre-Check-In.
It's recommended to urge your participants to complete Pre-Check-Ins on your Trackside site, as this will ease workload on track staff and allow you to get participants through Check-in/Tech faster.
For information on how Participants sign waivers and complete Pre-check-ins, see How Participants Sign Waivers & Complete Pre-Check-In.
For information on how to upload your digital waivers and tech cards, see Digital Waivers & Tech Form
Step 1 - Navigate to Event Check-in
After signing in, hover over Trackside. Alternatively you can click on this and it will take you to a separate page with the link for the next step on it. Click that link and you will get to Step 3 all the same.
Click on Check-in
This will take you to a window where you're going to select the event you're doing Check-in for from the list of current events.
Once you find your event and select it, click on Go to Event Check-in below the list.
Step 2 - Begin Check-Ins
For finding participants within your list of drivers, there are a couple ways you may go about making finding specific drivers easier. The first is the search bar. You may search here by scanning the driver's QR code from their ticket, searching by name, vehicle, or class.
You may also sort the list by clicking on the column headings just above the list to sort by that parameter.
Once you have found your driver on the list, on the far right, you will see their Check-in Status. The variations you will see here are as follows:
Not here yet- Driver has not been checked in through Front Gate and is presumably not on site
On Premises- Driver has been checked in through Front Gate and is presumably on site
Continue Check-in- Driver has been through Front Gate and signed the waiver but has not completed all steps
Checked in- Driver has completed check in process
and the (PC x/3) will indicate how many of their Pre-Check-ins (waiver, tech form, Upload ID) the participant has completed. 0 will indicate that the participant hasn't done them, 3 will indicate that they've completed them, and anything in between indicates some are done, but as a whole incomplete. Most frequently this will be due to lack of a license photo.
Click on their Check-in status and we'll begin their Check-in process.
Step 3 -Verify Registration Details
We'll start by verifying and updating their details as needed.
Once you're satisfied with the information that's been entered, clicking the Save Changes button will save any edits and move you to the next step in the process.
Step 4 - Verify Waiver Signature/Sign Waiver
You will then move on to the waiver. You can verify that it's been completed if they've done their check-ins, and if not, the participant may sign their waiver at this time. Note: your waiver will likely differ in appearance from what is shown here.
Once the waiver is either signed or verified, you will click on either the Save Waiver or Verify Waiver button. This will auto update depending on whether the participant has done Pre-Check-ins.
Step 5 - Verify/Complete Tech Card
This will take us to the Tech Card. If Pre-Check-ins have not been completed, you will see the option to fill in the custom fields set up when the card was uploaded. If Pre-Check-ins have been completed and you need to edit the custom fields, click Clear Form, make your edits, and the Participant will have to sign the card again in the next step, otherwise, continue to the next step. Again, your Tech Card will likely vary from the one shown in the following steps.
Next we will either verify the Participant has signed the tech card if they completed Pre-Check-ins, or have them sign it if the tech card is unsigned.
Lastly for the tech card, once we are satisfied with completion of the card, we will click either Save Form or Verify Form dependent on the completion of Pre-Check-ins. This will also move us on to the next step.
Step 6 - Take Picture of Participant's ID
From here, if incomplete, you will likely be taking a picture of the Participant's Photo ID. You also have the option to browse your device for an image if needed.
Once you have a photo of the Participant's ID, click either Save License or Verify License. This will also move us to the next step.
Step 7 - Complete Pre-Check-In
The next page will ask you to verify your Check-in Checklist is complete. Check all boxes once all steps are complete.
Clicking Update Check-in will update the status of the steps shown in the check boxes and complete our Check-in process.
You will then have to click the Back to Driver List link once you're ready to return to the list and begin checking in the next driver.
You can then see that the Participant's Check-in Status will be updated to Checked In.
