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How to Use the Drop-In Feature for Student Attendance

In this guide, we’ll walk you step-by-step through how to use the Drop-In feature in AfterSchool HQ. Drop-In is designed for moments when a student shows up unexpectedly and you need to get them on the roster for today only. Drop-In is fast, simple, and helps keep your attendance accurate — without making families complete full registration right away.

Before You Start: What is Drop-In?

Before we jump in, it helps to understand what Drop-In is:

✅ Drop-In is for one-day attendance

❌ Drop-In does not replace registration

To allow Drop-Ins, you must:

    • Create a Drop-In form

    • Attach that form to the specific activities where Drop-Ins are allowed


If a student enjoys your activity and plans to keep attending, we recommend asking the parent or guardian to complete your normal registration process.

We’ll walk through each step below!  
 

Step-by-Step: How to Set Up Drop-In

1. Create a New Drop-In Form

  1. Create a New Drop-In Form

  2. Click Forms from the left-hand menu.image-png-Jan-22-2026-01-10-59-1449-AM

  3. Click Create New Form.

  4. Enter a form name (example: 2026 Drop-In).

  5. From the Form Type dropdown, select Drop-In.

  6. Click Create Form.

  7. Click continue on the settings page

  8. Review the standard drop-in form questions: Some questions are locked and cannot be removed. These are required to add a student to the roster:

    • First Name

    • Last Name

     

  9. Edit the Form Questions 

    • Remove or hide the optional fields and Add any extra questions you want to collect for that day.

      • Example: Did the student receive a snack?

    • Use simple formats like dropdowns (Yes / No) to make it fast for staff.

     

    💡 Tip: The goal of Drop-In is speed. We recommend keeping the form short and simple.

  10. Once your form has the questions you need, you’re ready to attach it to an activity.
  11. Assign the Drop-In Form to an Activity: Drop-In is only available for activities that have a Drop-In form attached.

    • Click Activity Center > Extracurricular Activities  from the left-hand menu.

    • Open an existing activity or create a new one.

  12. Attach the Drop-In Form

    • In the activity settings, you will need to enable Require Check In/Out?

    • Then you will see different attendance form options appear

    • Select your Drop-In form 

    • Save the activity.

    ✅ This activity is now ready to accept Drop-In students.

  13. Use Drop-In During Attendance

    • Now that your form is set up and assigned, you can start using Drop-In when students arrive.

    • Open Attendance

  • While taking attendance, click Add Drop-In.

  • Every Drop-In starts with a search to help prevent duplicate student records.

  • If the student appears in the list, select their name and then click "Add Drop In"

  • If not, choose to add a new student.

  • If adding a new student, complete the drop in form you created in step 1. 


  • Click Drop-In Once to check the student in.

  • The student will now appear on your attendance list for the day! 

14. Check the Student Out

  • When the student leaves:

    1. Locate them in the attendance list.

    2. Check them out just like any other student.

Best Practices for Drop-In 

  1. Keep Drop-In Forms Short

    • Drop-In works best when forms are quick to complete. We recommend collecting only the information you need for that day, so staff can check students in without slowing down attendance.

  2. Use Drop-In for One-Time Attendance Only
    • Drop-In is designed for unexpected or one-day attendance. If a student plans to return, ask the family to complete your normal registration process so their information stays accurate and complete.

 Drop-In FAQs

  1. Why don’t I see the “Add Drop-In” button?

    • The Add Drop-In button will only appear if:

      • A Drop-In form has been created, and that form is attached to the activity you’re taking attendance for

  • If you do not see the Drop-In option in your account, please reach out to support@afterschoolhq.com, or your Program Specialist, if you are already working with one.


    2. Can Drop-In students be charged or billed?

  • Drop-In is for attendance tracking only. It does not replace registration or payment flows. If you need to collect payment, the student should complete your normal registration process.

💡 Need Help?
If you have any questions or experience any technical difficulties with customizing your Drop-In form, don't hesitate to get in touch with our support team at support@afterschoolhq.com.