Checking teams in at the tournament
How the check-in desk finds a team, sees its payment status, accommodation, meals and first match venue, reads its messages, checks it in, and registers a payment or a comment on the spot. Also covers the desk sign-in for volunteers, the advanced check-in and check-out grid, and the meal, lodging and prize-giving reports.
Looking for something else? Editing a match and registering results Registering a team for a tournament Referee registration for a tournament Invoicing teams
Check-in is the desk work you do when a team physically arrives at the tournament. One person at a desk looks up the team, sees everything about it on one screen — whether it has paid, where it sleeps, where it eats, where its first match is, what messages it has been sent — settles anything outstanding, and marks the team as checked in.
Profixio records two things per team: when it was checked in and who checked it in. Larger cups also record a check-out. Everything else on the check-in screen is information pulled from elsewhere in the tournament: the team's registration, its payments, its accommodation and meal assignments, and its match programme.
There are two screens for the same job:
- Check-in teams — the simple, phone-friendly page. You pick one team and work on it. This is the one most desks use.
- Advanced checkin — a spreadsheet-style grid of every team, with separate tabs for check-in and check-out. Use it when you want to see or edit many teams at once.
Both write to the same place, so it does not matter which one you use.
- Setting up buildings, rooms, meal places and who sleeps where — creating facilities, marking them as check-in places, giving them Wi-Fi details and login names, and assigning teams to rooms is all done on the facilities pages. See Facilities, accommodation and logistics.
- What a team orders in the first place — participant cards, meals and accommodation are services chosen during registration. See Team registration for a tournament.
- Invoices, reminders and the team ledger — a payment registered at the desk shows up there, but chasing money is a different job. See Team ledger and payment follow-up and Invoicing teams.
- The check-in info toggle and the rest of the tournament settings — see Tournament settings.
- Printing match cards and match lists in bulk — done from the match list's own reports menu. See Editing matches and results.
- Registering referees for the tournament — see Tournament referee registration.
For other roles
There are two ways to get behind the desk.
1. With a normal Profixio user. Anyone whose tournament role includes Team edit rights can open Checkin → Check-in teams from the tournament admin menu and check teams in. The tournament administrator gives out that role under the tournament's user access page.
2. With a check-in sign-in, for volunteers who have no Profixio user. This is the usual way to staff a desk with helpers. There are two variants:
- A shared link. The tournament's admin info page lists a ready-made address under the heading Innsjekk. Send it to the volunteers at the desk so they can check teams in.
- A username and password per check-in place. Every check-in place can be given its own login name and password (they are set on the check-in place itself, on the facilities page). The volunteer opens the check-in page, gets the form Log in to the Team Checkin, and enters them. Signing in this way also selects that place, so the desk immediately sees only the teams assigned to it, with counters for that place only. The one exception is a place marked as the tournament's default place — signing in as that one gives the whole tournament, unfiltered.
Give the link and the passwords only to the people who staff the desk.
A volunteer who signed in this way stays inside the tournament — they cannot reach other tournaments, other federations' data, or any settings page.
Open Checkin → Check-in teams.
Across the top you get three counters for the whole tournament: Total amount of teams, Number of teams checked in and Number of teams left to check in. They are read when the page opens and do not move as you work — not even after your own check-ins. Reload the page to see current numbers. Team leaders do not see these counters at all.
- Optionally pick a class in the Klasser dropdown to narrow the team list.
- Start typing in the team dropdown and pick the team. The team's logo, name and class appear.
- Check the status badge — it reads either Checked in (with who checked it in and when) or Not checked in.
- Work through the sections below the badge: contact persons, messages, economy, players, locations.
- Click Check in.
If you check in the wrong team, click Undo checkin. That clears both the time and the name of whoever checked it in, so the team goes back to Not checked in — nothing is kept.
If the team is on the waiting list, the page says On waiting list and offers Remove from waiting list. Use it when you decide to let a waiting-list team play; the team then counts as a normal participant.
Team details opens the full team editing panel in a side drawer, so you can correct a name, a contact person or a shirt colour without leaving the desk.
You can also reach check-in from a team's own admin page, which has Check in and Betal links straight into the check-in module for that team — handy when you are already looking at the team for another reason.
The Economy section on the check-in screen tells you, in plain sentences, whether the team owes anything. It only appears if the tournament registers payments at all.
It reports two things separately:
- The registration fee — either "…has not paid their registration fee", "…has paid the entire registration fee.", "This category is free", or "…have paid … too much" if the team has overpaid. Under the sentence you get Registration fee, Paid amount and Invoiced amount.
- Services (meals, accommodation, participant cards and so on), if the tournament sells any — "…has not ordered any services", "…owes …", "…has paid for all their services.", or "All of the services ordered by … are free", with the same three amounts.
To take money at the desk, click Register payment. The form has one field for Påmelding (the registration fee) and one for Tjenester (services), plus a Dato and a Kommentar. Fill in one or both amounts, then save and confirm. You cannot save a payment where both amounts are zero — you get "Du må legge inn en verdi".
Registering a payment does more than record a number: it also updates the team's invoices and credit notes. If the amounts do not look right afterwards, the invoice — not the payment — is usually what needs attention.
The payment you register here appears in the team's ledger like any other payment, so the office can see it afterwards.
Contact persons lists the people registered as team administrators for the team, so you know who you are talking to and who to call if the team leader is not the one standing at your desk.
Messages shows a counter and a Show messages link. Behind it are the messages exchanged with this team, each with the sender and the date it was sent — the desk sees the same conversation the office sees. If there are none, it says "There are no messages". You cannot write a new message from the check-in screen; use the tournament's team messages page for that.
Comment is a free-text note on the team, saved with Save comment. This is the place for "arrived one hour late", "paid in cash, receipt no. 14", "missing two players' names". It is stored on the team, so the next person who opens this team at the desk sees it, and it also appears as the check-in comment in the advanced grid.
The comment is a desk-only field: team leaders looking at their own team do not see it at all, so you can write internal notes there.
The Locations section is what the team actually wants to know when it walks in. It shows, when each is set:
- Innsjekksted — the check-in place the team is assigned to.
- Utsjekksted — the check-out place, shown only when it differs from the check-in place.
- Breakfast place and Dinner place.
- Overnight place, plus the Wi-Fi name and Wi-Fi password of that building if they have been entered.
- Tildelte rom — the rooms the team has been given, each with the room name and the number of people in it.
- First match venue — the venue of the team's earliest scheduled match, worked out from the match programme.
All of this is read-only here. Rooms, meal places and accommodation are assigned on the tournament's facilities pages; if something is blank or wrong, it has to be fixed there, not at the desk.
If the numbers do not add up — the team has ordered breakfast for 19 people but only 17 are registered — that is a mismatch between services ordered and players registered. The lodging report makes it visible; see the reports section.
Under Players, the check-in screen shows how many players the team has registered. If the team has at least one registered player, one or more print buttons appear next to it. Each button generates a PDF for that team and downloads it immediately.
The common one is a team card: the team's accommodation and room, its venue, its first and last match, and the full player roster with shirt number, name, date of birth, e-mail, phone and allergies — one sheet the desk can hand over on arrival.
The set of check-in printouts is configured centrally per federation, so two cups under different federations will offer different papers, and a cup whose federation has none configured will simply show no buttons at all. Beach volleyball under the Swedish volleyball federation additionally gets a different set per sport.
If you expect a printout and there is no button, check first that the team has players registered — with zero players the whole print row is hidden. If it still does not appear, ask your federation or district administrator about the check-in printouts.
Bulk printing of match cards for the whole tournament (for example the popular "Card 4x1" layout) is a different thing and is done from the match list, not from check-in.
The Advanced checkin link at the top of the check-in screen opens the older grid view. It has two tabs, Check in and Check out, each a table of teams you can edit directly in the rows.
The columns are: the team id, the Facility (which check-in or check-out place the team belongs to — editable, and the dropdown only offers places marked as check-in places), Club, Team, klasse, Room (only shown when the cup has rooms), a comment column, a Checked in? / Checked out? tick box, and who did it. When the tournament handles money you also get Paam avg, Paam betalt, Paam restbelop and, if the cup sells services, Tj bestilling sum, Tj betalt and Tj restbelop. The two outstanding-balance cells are highlighted when the team still owes something, so you can scan the column.
The grid leaves out waiting-list teams and the parent rows of collective registrations, so it can show fewer teams than the simple page's search does.
Ticking Checked in? does exactly what the Check in button does on the simple page; unticking it clears the check-in again. The same applies to Checked out? — and check-out exists only here. There is no check-out button on the simple page.
Above the grid, a place selector filters both tabs to one check-in place and shows counts for it: how many teams are due to check in there, how many have, and how many have not. A volunteer who signed in with a place's own username has that filter set for them and cannot change it.
The grid can be exported to Excel or PDF, and a Go to Simple Checkin Page link takes you back.
These are the lists the kitchen, the schools and the prize table need. Find them under Checkin → Check-in-settings, on the Reports tab.
Meal and lodging reports. One row each for Frokost, Middag and Overnatting, and for each row two lists, each available as xlsx or pdf:
- Liste 1 (Sted) — the summary. One line per place, with Antall lag and Antall personer. This is the number to give a kitchen: how many people turn up at this building for this meal.
- Liste 2 (Lag) — the detail. One line per team, grouped by place with subtotals, with Klubb, Lag, Klasse and Antall personer. The lodging version adds the team's Room number and the first contact person's Lagleder, Mobil and Mail.
Antall personer counts what was ordered, not who turned up. It is the sum of the services the team bought that include the meal or the overnight stay. For accommodation, and only when the tournament asks players whether they are staying overnight, the lodging report adds a second column counting the players actually registered as staying. Use the two together as a sanity check: if a team has ordered accommodation for 19 but only 17 players are registered as staying, the columns disagree and you know to ask the team before you allocate beds.
Each row has a location picker. Leave it on All locations for everything, or pick one or more places to print just those. Only places actually used by teams in that report are offered, so every option you can pick changes the output.
Premiering sluttspill. A list of the matches that end in a prize giving — all finals, plus the A-level semifinals — so each arena knows which ceremonies it has and when. Columns: Arena, Klasse, Kampnr, Sluttspill (the A/B/C/D play-off level), Kamptype (final or semifinal), Bane, Kampstart and Kamp tidligst ferdig, the earliest the match can be over, worked out from the class's number of periods and period length. Same All arenas picker, xlsx and pdf.
All of these reports require full tournament administrator rights — a volunteer with only a check-in sign-in cannot download them.
Checkin → List Check-in places opens Check in place and accommodation: one table of every registered team with its Bosted (accommodation), Innsjekksted, Frokoststed and Middagsted, alongside club, team name, class and — where the tournament uses them — country, district and shirt colour. It is sortable and searchable, and it is the page you point a team leader at when they ask "where do we sleep and where do we check in?".
Two settings shape it, both behind Settings for this page at the top:
- An info text printed above the table, for practical notes such as opening hours of each desk or what to bring.
- Hide registered teams, which hides the list of registrations for ordinary users. Turning it on removes this page for everyone who is not a tournament administrator.
The places themselves — which buildings exist, which are check-in places, which serve breakfast or dinner, which rooms they contain and which team gets which room — are set up on the tournament's facilities pages, not here.
A team leader who opens the check-in page sees a read-only version of it for their own team only. If they run one team it is selected automatically; if they run several, they choose between their own. They cannot see or search other clubs' teams, and if they have no team in the tournament at all they are sent back to the tournament's front page.
They see the check-in status, their messages, their payment and services status, how many players they have registered, and the Locations block with their check-in place, meal places, overnight place, Wi-Fi details and assigned rooms. They can read the desk's comment but not change it, and there is no Check in, no Undo checkin and no Register payment button — checking in is something the desk does, not something a team does to itself.
Above the team, the tournament can show two blocks of its own text: a standard information field, and a free explanation text the tournament administrator writes (for example "Check-in opens Friday 16:00 at Bakkeskolen — bring your printed team list"). Both are set on the check-in settings page.
Separately, the accommodation and check-in details shown next to a team in ordinary team lists can be switched off for the whole tournament with a setting on the tournament's basic settings page. It is on by default; turning it off hides those details from everyone except users with team edit rights.
Referees are checked in somewhere else entirely: on the tournament's referee registrations list, not on the team check-in page.
Each referee row has a Check In action. It opens a small window headed "Check in " with an optional Check-in Comment, and saving stamps the referee as checked in at the current time. The action disappears once the referee is checked in, so a referee cannot be checked in twice. Every check-in is written to the audit log with the time and the comment.
The list has a Check-in Status filter with Checked In and Not Checked In, which is what you use at a referee desk to see who is still missing, and both the check-in time and the comment are included when you export the referee list.
Note that a referee being checked in has no bearing on team check-in counters, and vice versa — they are two independent records that happen to share the word.
| Setting or behaviour | What it does | Where | Also means |
|---|---|---|---|
| Team edit rights | Gives full access to the check-in desk: check in, undo, comment, register payment, remove from waiting list | Tournament user access page | The same rights let the person edit teams anywhere in the tournament |
| Shared check-in link | A link for volunteers at the check-in desk | Tournament admin info page, row Innsjekk | Send it only to the volunteers at the desk |
| Check-in place login name / password | Per-desk sign-in that also locks the desk to that place's teams | On the check-in place, facilities page | Only places marked as check-in places can be signed in to |
| Explanation text | Free text shown on the check-in page (at the top for team leaders, at the bottom for the desk) | Checkin → Check-in-settings | Left empty, no block is shown |
| Info text for the places list | Text printed above Check in place and accommodation | Checkin → Check-in-settings, or Settings for this page on that list | The same text is used by both pages |
| Packing-list text | Standard text added to the packing lists (Print package list) | Checkin → Check-in-settings | The lists themselves are printed from the facilities page, on the Assign Team to Facility tab |
| Check-in info toggle | Whether check-in and accommodation details are shown next to a team in ordinary team lists | Tournament settings, basic settings | On by default. Turning it off hides them from everyone without team edit rights; the check-in desk is unaffected |
| Hide registered teams | Hides the list of registrations, including the check-in places list, from ordinary users | Settings for this page on the places list | Tournament administrators still see it, with a notice |
| Reports | Meal, lodging and prize-giving reports | Checkin → Check-in-settings, tab Reports | Require full tournament administrator rights, not just a check-in sign-in |
| Check-out | Only exists in Advanced checkin | Advanced grid, Check out tab | The simple page has no check-out |
The check-in menu itself only appears for people whose role includes check-in or team rights; seeing the menu is not the same as being allowed to use every page under it, and each page checks again.
Work down this list.
- Are you signed in as the right thing? If the team dropdown only offers your own team, you are signed in as a team leader, not as the desk. You need team edit rights, or the check-in link.
- Is a class filter left on? The Klasser dropdown narrows the team list. Clear it and search again.
- Is a check-in place selected? In the advanced grid, and for anyone who signed in with a place's own username, the list is filtered to teams assigned to that place. A team with no check-in place, or with a different one, will not be there.
- Is the team on the waiting list? Waiting-list teams are shown on the simple page, with a Remove from waiting list button, but they are excluded from the advanced grid and from the reports.
- Has the team been deleted? Deleted teams disappear from the check-in search, the advanced grid and the reports. Restore it from the team list first.
The reverse also happens. If you search on the simple page and find a team that does not look like a real team, it is probably the parent row of a collective registration — those are filtered out of the advanced grid and the reports, but the simple page's search does not filter them. Check the team in the team list before checking it in.
If the team is there but its accommodation, meals or room are blank, that is a facilities assignment matter, not a check-in one — the desk can only display what has been assigned.
See also
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