In-Person Lottery

In-person mode lets the club run first-day signup face to face. Member self-registration is locked for the session, families are served in lottery-number order, and staff pick classes and take payment at the desk.

Turning It On

Assign lottery numbers first (see Lottery Assignments), then either click In-person mode → on the assignments page or, on the hub, find the session under Activate a lottery and click Turn ON. The board header shows In-person mode: ON — Member self-registration is locked; Turn OFF reopens online registration.

While on, members see “Registration is being run in person.” on the session and a View live queue button showing what number is being served.

The Lottery Board

Open Admin panel > Lessons > In-person lottery (the hub) or a single session’s board at [Session] — In-person lottery. The board shows Now serving, Waiting, In progress, Served and No-show counts, a Lottery list tab and a Walk-ins tab, and filters (Active, All, Waiting, In progress, Served, No-show, Skipped).

For each family:

1. Click Serve — the family becomes In progress (the “now serving” number members see) and the service sheet opens
2. Pick the Family member, then click Add on each class under Available classes (Full classes can’t be added). Each class shows spots left and the family’s price.
3. Confirm the Order summary with the family
4. Take payment (below), then click Mark served — or Mark no-show if they didn’t show

No-show, Skip and Reset on a row manage the queue without opening the sheet. Two stations can work the same list at once. Families without a number are added from the Walk-ins tab with Add walk-in.

Taking Payment at the Desk

Pair the station to a card reader from This station: Pair to a reader… in the page header.

• Charge now — if the family has a card on file the panel shows Will charge Visa •••• 4242 and the card is charged immediately. Otherwise the paired reader prompts for a tap (“Waiting for the family to tap…”, with Cancel tap), and the tapped card is saved on file for next time. Sales tax is applied as configured for lessons. Success marks the family served.
• Hand off to member (fallback) — click Generate checkout link to show a QR code and link (Copy link). The member opens it on their phone, lands signed in on their cart, and pays there. Links expire after 30 minutes.

Today’s Queues Hub

The hub at Admin panel > Lessons > In-person lottery (“Today’s queues”) merges every active in-person lottery. A family in several lotteries appears once with a status badge per queue; Serve, Mark served, No-show and Reset apply across all of them, and the service sheet groups Available classes by session so one checkout covers swim and tennis together. Add walk-in at the bottom adds a family to whichever queues you tick.

Caution

If a family has different lottery numbers on different active lotteries, the hub shows “N families have inconsistent lottery numbers across queues.” Use Copy numbers from another lottery on the assignments page, or re-import the same CSV to each lottery.