Tovuti administrators who use Virtual Classrooms and Events need a reliable method of tracking Learner attendance. A special link can be created that automatically tags a Learner's "Check-In" field, without requiring that it be done manually by an Admin or Learner.
To use this feature Admins must set up a virtual conferencing integration and create a Virtual Classroom.
This article outlines the following concepts:
- Enable Auto Check-In for an Event
- Configure an Event Registration Email with the Link included
- Use Cases
Enable Auto Check-In for an Event
Go to Social > click Events > select an existing Event to edit
For the Virtual Meeting field, select a Virtual Classroom.
For the Auto Check-In toggle, select "Yes."
Additionally, in the Add to Calendar Location field, select "Use Virtual Meeting."
Set a window for before and after the Event when the Auto Check-In is available with the Pre-Meeting and Post-Meeting Window fields. If users click the join link outside of this time window, the user is not checked in.
Configure all the other necessary settings for this event in the other tabs.
Click Save.
If the Event created was a brand new event, the link can be sent out and used normally.
However, if this Event was previously built and is now updated to be Auto Check-In enabled, make sure to give users the newly generated Auto Check-In link as the previous link will not have the Auto Check-In function. To resend an updated registration email, do the following:
Go to Social > click Registrants > filter the results by Event
This will filter down the registrants who have previously registered for this event, and therefore, would have received the previous link.
Click Resend Email to send the registration email again, this time, containing the updated Auto Check-In link.
It is also recommended to send users to the Learner Dashboard as this link updates dynamically.
Configure an Event Registration Email with the Link included
First, go to Social > under the Events heading, click Configuration
In the General tab, scroll to the very bottom and make sure that the Event-Related Emails field is set to "Enabled."
Next, go to Social > click Events > click the Events - Emails and Messages tab
Click the Registration Email Messages tab.
Scroll to the second email editor. This editor configures the message that will be sent to users who register or are added to the Event. Configure the subject and body as necessary.
It is highly recommended to add the [VIRTUAL_MEETING_LINK] tag to the body of this email as this will pull in the virtual meeting link from the configured Event. In the case of the event configured in the steps above, this will be the Auto Check-In Link.
Make sure to click Save after all settings are configured.
If all steps above are completed properly, users who receive the email for the created Event will be able to access the Auto Check-In Link and therefore, they will be automatically marked "Checked-In" when clicking this link.
Users can also access the Auto Check-In Link in their Learner Dashboard. Clicking Join Class or Meeting will also automatically mark them as "Checked-In."
Use Cases
The following are possible general use cases for utilizing this feature:
Automating attendance tracking for live virtual compliance sessions
A compliance manager hosts monthly live training sessions that are required for employees in regulated industries. Attendance records must be precise, timestamped, and audit-ready.
This feature is useful because:
-
It eliminates the need for Admins to manually track who attended the session.
-
The check-in occurs automatically when users join the virtual event within a configured window.
-
Timestamped entries provide reliable attendance logs for regulatory review or audits.
Example Use Case
An Admin schedules a “Workplace Harassment Prevention” event using the Virtual Classroom integration. Auto Check-In is enabled with a pre-meeting window of 10 minutes and a post-meeting window of 15 minutes. As employees join through the [VIRTUAL_MEETING_LINK] in their registration emails, their check-in is recorded automatically—no spreadsheets or manual entry required.
Simplifying tracking for large-scale onboarding programs
A company runs a recurring virtual onboarding series for new hires across multiple departments and time zones. The goal is to streamline onboarding without requiring managers to verify attendance for every participant.
This feature is useful because:
-
Admins can confidently use Auto Check-In to log attendance for large cohorts.
-
The system ensures consistency, especially with users joining from different devices or locations.
-
If users join from the Learner Dashboard, the dynamic link always works—even if the event is updated later.
Example Use Case
After enabling Auto Check-In for a “Welcome to the Company” event, the HR Admin builds a custom registration email with the [VIRTUAL_MEETING_LINK] tag. As users join via email or the Learner Dashboard, their presence is logged automatically. Later, an Event Report shows all new hires as Checked-In for onboarding.
Updating legacy events with attendance automation
A training coordinator revisits existing virtual events to enable Auto Check-In, streamlining attendance tracking for past events that previously required manual intervention.
This feature is useful because:
-
Existing events can be updated with Auto Check-In, and new links can be reissued.
-
Admins can resend registration emails to all registrants using the Registrants page.
-
Learners who use the updated link will automatically be marked as present within the designated time window.
Example Use Case
A “Sales Kickoff Q3” event was already created and had 120 registrants. The Admin enables Auto Check-In retroactively and filters the Registrants page by that event. After clicking Resend Email, updated links are distributed to all users. Now, anyone who joins through the new link is automatically marked “Checked-In,” saving hours of manual tracking.