Camp and retreat attendance without paper
To keep track of who is attending a camp or retreat without paper, check people in on arrival on a shared device, keep a list of who is on site, and sign people out when they leave early. Everyone's contact and emergency details stay with their record, and the attendance can be exported afterwards.
What organisers need to know
- Who has arrived, and who registered but hasn't turned up.
- Who is on site now, especially when people leave early or arrive late.
- Contact and emergency details for everyone there, in one place.
- A record afterwards, for reports or next year's planning.
Paper lists handle arrival day and then fall apart: a late arrival is scribbled in, someone leaves on day two, and by the last morning nobody is sure the list is right.
How RollCall helps
- Add attendees beforehand, or import them from your registration spreadsheet.
- On arrival, people tap their name on a tablet at the welcome table, or leaders check them in.
- Walk-ins register themselves, with an emergency contact.
- With Member Sign-Out on, anyone leaving early is signed out, and leaders see who's still on site.
An example
A youth retreat of 70 runs Friday to Sunday. On Saturday afternoon, four young people are collected early for a family event. Each is signed out at the welcome table, so on Saturday night the leaders' list shows 66 still on site rather than 70.
Being accurate about what it does
Multi-day events: RollCall records one attendance per person per day. For a three-day camp that means each person can be checked in once each day, giving a clear daily record. It doesn't record separate check-ins for individual sessions within the same day.
Safety: RollCall's list shows who checked in and who signed out. It's a helpful reference, but it's an attendance tool, not an emergency management system. It's only as accurate as people's check-ins, so keep your own headcounts, supervision and emergency procedures.
Connectivity: check-ins made during a brief wifi dropout sync afterwards. A site with no signal at all needs a paper backup.
Common questions
How can I keep track of who is attending a camp or retreat without paper sign-in sheets?
Check people in on a shared tablet as they arrive, sign them out if they leave early, and keep everyone's contact and emergency details with their record. That gives a list of who's on site and a record afterwards. RollCall does this and is free for groups of up to 30.
Does RollCall work for a multi-day camp?
Yes, with one check-in per person per day. It doesn't record separate check-ins for different sessions on the same day.
Can RollCall be our emergency headcount system?
It gives a useful list of who checked in and out, but it's an attendance tool, not an emergency management system, and it's only as accurate as people's check-ins. Keep your own headcounts and emergency procedures.
What if the camp has no internet?
Check-ins during brief dropouts sync when the connection returns, but a site with no signal at all needs a paper backup.
How much does it cost?
RollCall is free forever for groups of up to 30 members, with no card needed. Larger groups use Pro at US$9.99/month (a launch price; standard $19.99), which includes 150 members and starts with a 14-day free trial.
Want to see how this could work for your group? You can try RollCall free. It's free for groups of up to 30 members, with no card needed.