Family Check-in Flag and Guest Passes

Each family’s record in Admin › Families has a Check-ins tab (/admin/families/[id]/check-ins) that answers “can this family get in, what should the front desk know, and what have they done?”

Check-in flag

The Check-in flag card lets an admin mark a family so staff see a yellow warning when the family comes up at the desk. It does not block entry.

1. Click Edit.
2. Tick Flag this family at check-in.
3. Enter a Reason (shown to staff) — for example “Past-due balance — direct them to the office.”
4. Click Save.

When flagged, the card shows Flagged at check-in with the reason. A flagged family also can’t use self check-in from the app; the app sends them to the front desk instead (the reason itself isn’t shown to the member).

Check-in note

The Check-in note card beside it holds free text about the household — “Anything the front desk should know about this household.” Admins click Edit, type the note and Save; clearing the box and saving removes it. Staff can open this tab to read the note; members never see it.

Guest passes

Admins see the family’s Guest passes card with the current balance (“N passes remaining”).

1. Click Adjust.
2. Enter an Amount (±) — positive adds passes, negative removes them.
3. Enter a Reason (required), for example “Comp for board member, refunded outside Stripe”.
4. Click Apply.

The adjustment appears in the family’s activity as an Adjustment with your reason, on the member’s own Check-ins page as well as in the guest-pass report.

Note

Staff can open this tab to read the note and the visit list, but the check-in flag, the guest pass card and pass movements are admin-only.

Visits and pass ledger

Below the cards, the ledger lists the family’s check-ins and guest pass movements in one chronological list, so a pass deduction sits directly under the visit that spent it. Each visit shows who came, guests, facilities and whether it was recorded at the desk or from the app.