Do coaches need to install an app for check-in?

No. The registration desk is a web page in the dashboard that works on any phone or tablet. A coach signs in, opens the desk for the camp and scans the child's QR pass with the phone's camera, or types the code or checks the child in from the attendance list if the pass is missing.

How does FormSide record who collected a child?

When the family books they can leave collection instructions — who is allowed to collect and on which days — and the desk shows that note at sign-out. The check-out itself records the time and the name of the staff member who released the child, and the same record is shown on the parent's pass. Every check-in and check-out is kept in an append-only trail.

Can a coach see families' payment details?

No. A coach sees the safety roster for their camp — names, groups, medical notes, emergency contacts and attendance — and nothing about money or bank details. A coach named on a group sees only that group. Recording a cash payment at the desk needs a finance, admin or owner role.

How do coach groups work?

You create named, coloured groups for a camp and assign a coach to each. Children can be assigned by hand or dealt out evenly by age or surname. The roster and the desk show each child's group, each group has its own register, and a coach assigned to a group sees only that group's children.

What if the hall has no signal?

The register prints cleanly to A4 with names, groups, medical flags and tick boxes for in and out, so you can fall back to a clipboard. When you are back online, record the day's attendance from the desk, and the attendance record can be exported as CSV afterwards.

How are incidents recorded and reported to parents?

A coach records an incident from the desk against the camp and the child, with its kind (injury, illness, safeguarding, behaviour, near miss or other), severity, description, actions taken and witnesses. A manager can edit and resolve it, and with one confirmed click email the family the organiser's account of what happened and what was done. Witness names are never included in that email.

The register that knows who collected whom.

FormSide's registration desk turns Saturday morning into a scan: each child's QR pass checks them in with the time and the staff member's name, medical notes surface as they arrive, sign-out records who released them, and coaches see only their own group. Incidents are logged at the desk and the family is told from the record itself.

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QR CHECK-IN

Scan the pass. They're in, and it says who let them in.

Every child has an admission pass unique to their booking, sent by email and kept in the parent's account. At the door, any staff member opens the desk on their phone and scans it; the child is checked in with the time and the name of the person who did it. No printer, no app to install — the desk is a web page. If a family has forgotten the pass, type the code, or check them in from the attendance list below the scanner.

Sign-out works the same way at the end of the day, and on a multi-day camp tomorrow morning's check-in simply starts the next day's record. Every transition is kept in an append-only custody trail, so if a parent ever asks when their child left and who was on the desk, the answer is there.

A child whose balance is still outstanding is flagged before they are admitted. A finance, admin or owner can mark cash or a transfer received on the spot and admit them.

One QR pass per child, scanned on any phone
Time and staff name on every check-in and check-out
Append-only custody trail
Outstanding balance flagged, payable at the desk

NEED-TO-KNOW

The EpiPen note is on the register, not in an email thread.

Medical notes, allergies and emergency contacts are entered by the family on the booking form and appear on the register the moment the child is scanned in, flagged so the desk cannot miss them. Parents can update the notes from their account before the camp, so the desk is reading the latest version rather than what was true in May.

Coaches see the safety roster they need for their camp and nothing else: no bank details, no payment history, no families from other camps. A finance user reconciling transfers, on the other hand, never needs to see a medical note and does not.

Medical notes flagged on arrival
Emergency contact one tap away
Parents keep notes current from their account
Roles see only what they need

SIGN-OUT

Who is allowed to collect, and who actually did.

When a family books, they can tell you who will be collecting — Gran on Mondays, Dad on Thursdays, nobody else. That note is shown to the desk at sign-out, right where it is needed. When the child is released, the check-out records the time and the staff member who released them, and the same record appears on the parent's pass so both sides can see it.

The register is live across every device. Two staff on two phones at two doors see the same list, and a check-in on one is on the other in moments.

Collection instructions from the family at sign-out
Time and staff name on release
Same record on the parent's pass
Live across every device

COACH GROUPS

Reds, Blues, Greens. Each coach sees their own.

Split the attendees into named, coloured groups, each with a coach. Draw them up by hand, or deal everyone out evenly by age or by surname and adjust from there. The roster and the desk carry the group next to each child so the desk can send them to the right pitch at a glance, and each group has its own register.

A coach named on a group sees only that group on the roster and the register — not the other groups, not the payments, not the bank details. Managers and admins see everything.

Named, coloured groups with a coach
Auto-split evenly by age or surname
Per-group registers
Coach-only view of their own group

PRINTABLE REGISTER

A clean A4 register for the clipboard, just in case.

Phones run out of battery and sports halls have bad signal. The register prints cleanly — names, group, medical flags and tick boxes for in and out — without any finance columns. The attendance record also exports as CSV for your own files or a governing body's audit, with every cell escaped so a name can never run as a formula when it opens in Excel.

Print view without finance columns
Medical flags on the page
Attendance CSV export

INCIDENT LOG

Something happens. It is written down, and the family is told.

When a child is hurt, feels ill, there is a safeguarding concern, a behaviour issue or a near miss, a coach records it from the desk against the camp and the child: what kind, how serious, what happened, what was done and who saw it. Managers can edit and resolve it later.

With one confirmed click, the family is emailed the organiser's own account of what happened and what was done, straight from the record. Witness names never leave the log. If a family later asks for their data to be erased, the incident record stays for your own duty of care with the child's name removed.

Injury, illness, safeguarding, behaviour, near miss
Severity, actions and witnesses
Family emailed from the record
Witnesses kept private

WHAT YOU GET

Everything in registration desk, free while FormSide is in beta.

QR admission pass per child
Check-in and check-out on any phone, no app
Time and staff name on every transition
Append-only custody trail
Medical notes and emergency contacts flagged on arrival
Collection instructions from the family at sign-out
Outstanding balance flagged; cash or transfer recorded at the desk
Coach groups, by hand or auto-split by age or surname
Per-group registers and a coach-only view
Live across every device
Printable register without finance columns
Attendance CSV export
Incident log with kind, severity, actions and witnesses
Family notified in writing from the record
Role-based views: coaches never see money

Every feature on this page is included while FormSide is in beta, with no commission on what families pay you. See pricing for how the paid plans will be arranged when billing opens.

QUESTIONS COACHES ASK

Straight answers about registration desk.

Each answer stands on its own. If yours is not here, the help centre walks through every screen.

Do coaches need to install an app for check-in?: No. The registration desk is a web page in the dashboard that works on any phone or tablet. A coach signs in, opens the desk for the camp and scans the child's QR pass with the phone's camera, or types the code or checks the child in from the attendance list if the pass is missing.
How does FormSide record who collected a child?: When the family books they can leave collection instructions — who is allowed to collect and on which days — and the desk shows that note at sign-out. The check-out itself records the time and the name of the staff member who released the child, and the same record is shown on the parent's pass. Every check-in and check-out is kept in an append-only trail.
Can a coach see families' payment details?: No. A coach sees the safety roster for their camp — names, groups, medical notes, emergency contacts and attendance — and nothing about money or bank details. A coach named on a group sees only that group. Recording a cash payment at the desk needs a finance, admin or owner role.
How do coach groups work?: You create named, coloured groups for a camp and assign a coach to each. Children can be assigned by hand or dealt out evenly by age or surname. The roster and the desk show each child's group, each group has its own register, and a coach assigned to a group sees only that group's children.
What if the hall has no signal?: The register prints cleanly to A4 with names, groups, medical flags and tick boxes for in and out, so you can fall back to a clipboard. When you are back online, record the day's attendance from the desk, and the attendance record can be exported as CSV afterwards.
How are incidents recorded and reported to parents?: A coach records an incident from the desk against the camp and the child, with its kind (injury, illness, safeguarding, behaviour, near miss or other), severity, description, actions taken and witnesses. A manager can edit and resolve it, and with one confirmed click email the family the organiser's account of what happened and what was done. Witness names are never included in that email.

Run your next camp day from a phone.

Passes go out with every confirmation. Open the desk on Saturday morning and scan.

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