Passeo guide

How sessions work in Passeo

Sessions are the center of club activity in Passeo. They help organizers publish upcoming activities, track attendance, manage capacity, and handle credits in a consistent way.

What is a session?

A session is a scheduled club activity inside Passeo. It can represent a weekly meetup, a lesson, a volunteer event, a practice, or any recurring or one-time gathering your club wants to organize.

Each session can include details such as title, time, location, available spots, attendance status, and check-in availability. This gives members one clear place to understand what is happening and whether they can participate.

For members

See upcoming activities, review session details, and track whether you have checked in.

For organizers

Create structure, limit capacity when needed, and keep attendance records more consistent.

Check in to a session

In Passeo, check-in is the main way attendance is recorded. Members open a session, review the details, and check in when they attend.

Open the session details page.
Review the time, location, and current availability.
Tap the Check In button when the session is open.
If credits are used by your club, the appropriate credits are deducted during check-in.

The Check In button appears when the session is available.

→ Tap Check In to record attendance → Credits (if used) are deducted automatically

Check-in records actual participation. This keeps club records simpler, cleaner, and more accurate than relying on manual attendance notes.

Who’s Going and session intents

Clubs can optionally enable a lightweight “Who’s Going” flow before a session starts. This lets members indicate interest in a session without using credits and without checking in yet.

Before the session

Members can mark that they plan to attend so organizers get a better sense of expected turnout.

At the actual session

Members still need to check in to record attendance. Intent is not the same as attendance.

Session intents are useful when a club wants visibility into expected participation without deducting credits too early.

Attendance and participation

Passeo can distinguish between headcount and participation. Depending on how your club is configured, a session may track who attended, how many times a member participated, or how many credits were used.

Check-ins

Useful when the club mainly wants a record of who showed up.

Participation

Useful when a club wants stronger reporting for credits, contribution, or repeated attendance.

This structure makes session reporting more useful for organizers while keeping the member flow simple.

Credits and participation usage

Some clubs use credits as part of attendance. When a member checks in, Passeo can deduct credits automatically based on the club’s setup and the participation being recorded.

Credits can be viewed alongside membership details.
Credit usage is tied to actual session participation.
Organizers can review credit history and make adjustments when needed.

Credit history shows balance, usage, and adjustments over time.

→ Each row shows a credit change (added or used) → Balance updates automatically after participation

Standard check-in

A member checks in once and one participation record is created.

Multi-credit participation

When allowed by the club, check-in can record more than one credit for the same session.

Capacity and availability

Some sessions may have a maximum number of attendees. When a session reaches that limit, Passeo can prevent additional check-ins so organizers do not need to manage overbooking manually.

Open sessions allow eligible members to check in.
Full sessions prevent additional check-ins.
Members can see whether a session is still available before they try to check in.

This is especially helpful for classes, limited-space activities, and any club event where capacity matters.

Manual check-in for hosts and owners

Organizers may also have tools to record attendance manually. This is useful when a member is present but cannot complete check-in on their own device, or when attendance needs to be corrected on the spot.

Manual check-in helps keep attendance accurate.
It can also support multi-credit participation when your club uses that model.
Availability depends on the organizer’s role and club settings.

Past sessions and history

Passeo can keep a record of previous sessions so organizers can review attendance history and participation patterns over time.

Past sessions are useful for reporting, reconciliation, and credit review. They also help reduce confusion around repeat check-ins or missing attendance records.

For organizers

Review historical attendance, correct records when appropriate, and export data if needed.

For members

See whether a session was attended and better understand past participation.

Backfill and attendance corrections

Sometimes attendance needs to be recorded after the session has already happened. Passeo can support backfill within the limits configured by the club.

Backfill is useful when a real attendee was missed during the live session.
Clubs can control how far back attendance corrections are allowed.
Organizer permissions and club rules determine who can do this.

Backfill helps fix legitimate attendance mistakes without turning old sessions into open-ended records.

Managing sessions

Hosts and owners may have permission to manage sessions, depending on club settings. Common management actions can include creating sessions, editing details, setting capacity, reviewing attendees, and handling operational attendance tasks.

Refer to the Roles guide to understand which roles can create and manage sessions in your club.