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How to Track Attendances for Trial Memberships

Updated

 

A prospect on a trial membership checks in exactly like a student. They get a PIN when the trial starts, they use the same kiosk, and their attendances count against the trial’s limit.

The attendances are tracked separately from student attendances, which matters more than it sounds.

i Note: Trial attendances don’t convert. When a prospect becomes a student, their trial attendances stay behind as trial records. They won’t count towards Classes at Rank or testing eligibility. If those first classes should count, add them manually to the student after converting.

Before you start

Before you start, you’ll want to make sure you have:

How a prospect checks in

Same as anyone else. They enter their PIN at Kiosk Check-In, or type their name if Name Check-In is on, or scan a barcode.

The kiosk shows how much of the trial is left, so a prospect on a 5-class trial can see they’re on class 3.

Seeing trial attendances

Click Quick Links in the left panel, then Attendance, then Trial Attendance Log.

You’ll see the prospect’s name, the trial’s terms, and the date and time of each check-in.

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i Note: If it looks empty, widen the date range. The default window is narrow, and trials that started a few weeks ago fall outside it.

Trial attendances also appear on the prospect’s profile under Attendances, with the days and classes remaining at that point in the trial.

Seeing who’s on a trial

Click Quick Links, then Memberships, then Trial Memberships List.

This shows start and end dates, current attendance count, the attendance limit, and whether the trial is Current or Expired. It’s the list to work from when you’re deciding who to call — a prospect on class 4 of 5 is a conversation you want to have this week, not next.

 

When a trial ends

A trial ends on its end date or when the attendance limit is reached, whichever comes first. Then either:

  • Convert them to a student — and remember the attendances don’t come with them.
  • Inactivate the trial and choose what happens to the prospect: revert to Lead, archive them, or archive until a date you pick.

Keeping the attendances on conversion

If your testing requirements count classes, those first few sessions matter. After converting:

  1. Open the new student’s profile.
  2. Go to Attendances and click Add New.
  3. Add one attendance per trial class, using the original dates from the Trial Attendance Log.

Worth doing for a 10-class trial. Rarely worth it for a single free class.

Troubleshooting

A prospect can’t check in. They need an active trial membership. A prospect at Lead stage has no PIN and can’t use the kiosk.

Their trial attendances vanished after conversion. They’re still on the Trial Attendance Log; they just no longer appear as student attendances. That’s expected.

The count on the kiosk is wrong. Manually added attendances count too. Check the profile for entries added by staff.

Limitations

  • Trial attendances never convert to student attendances automatically.
  • Prospects don’t appear on the Grouped Attendances tab, because they have no program or rank.
  • A prospect can have only one active trial membership at a time.
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