Capitan Release Notes - November 9, 2026

What's in this release

Setup changes now leave a trail: event, membership, pass and gifting setup pages each have a Change History showing who changed what, and a new report covers the whole organization. Staff can also correct check-ins themselves, from the wrong time to the wrong customer, and there are new waitlist tools, report filters, and a number of smaller changes and fixes.

Change history

• Setup pages: Change History on event, membership, pass and gifting setup
• New report: Config Change History

Check-ins

• Check-In Details: change the time or customer, or remove a check-in
• Customer Check-Ins tab: Add Past Check-In

Events and bookings

• Scheduled Events: Individual Event Waitlists
• Event Waitlist: Resend Pending Invitations
• Private events: area conflict warning and rescheduled notification

Reports and Chart Builder

• Customers and Members reports: filter by days since last check-in
• Membership cancellation and freeze reports: saved views, column configuration and emailed reports
• Event Vouchers report: only usable vouchers by default
• Chart Builder: new Membership Kind filter

Plus two smaller changes and a number of fixes, at the end of this article.

Change history

Setup pages: Change History on event, membership, pass and gifting setup

Setup pages now keep a record of who changed what. A Change History table at the bottom of the page lists every save, newest first, with the date and time, the staff user who made it and the fields that changed. Details opens an entry to show each field's value before and after.

It appears on the edit pages for:

• Events: event types (the Event Details, Questions, Columns, Emails, Cancellation Policy and Waitlist tabs), pricing matrices, schedules, schedule exceptions, one-off occurrences, rosters, private events, event discounts, event categories, voucher packs, Event Settings and Facility Areas.
• Memberships and entry passes: memberships, including a rolling program's membership, entry passes, their discounts, and membership categories.
• Gift Center: gifting configs and gift discounts.

History reaches back before this release where Capitan was already keeping it: pricing matrices show their past edits, and memberships, entry passes, voucher packs and their discounts go back to May 2026. The oldest entry on an item that predates its history reads Tracking started.

Each change is also added to the Activity Log report under one of six new categories: Event Setup, Location Setup, Membership Setup, Entry Pass Setup, Voucher Pack Setup and Gifting Setup.

New report: Config Change History

The new Config Change History report, under Staff in Reporting, lists the same changes for the whole organization in one place: every setup change across events, locations, memberships, entry passes, voucher packs and gifting, newest first.

Filter by Type, Kind (Created, Edited or Deleted), Date and Changed By, or search by item name. View opens a change's details, with a link to the item while it still exists, and an optional Changes column puts every changed field with its old and new value into the table and the export. The report opens on the last 31 days and supports saved views, column configuration, emailed reports and dashboard tables like the other list reports.

Check-ins

Check-In Details: change the time or customer, or remove a check-in

Staff can now correct a check-in themselves. The Check-In Details window, opened from a customer's Check-Ins tab, the Check-Ins page or the Check-In History report, has three new controls:

• Check-In Time and Check-Out Time each have an Edit link for changing the date and time, including adding a check-out that was never recorded.
• Customer has an Edit link that moves the check-in to a different customer. It is offered for entry pass, guest pass and free entry check-ins. An entry pass assigned to the original customer moves with it, and nothing is refunded or charged.
• Remove Check-In deletes the check-in, with a checkbox to return the use to the entry pass or make the guest pass available again.

Visit counts, milestones and first and last visits are recalculated for the customers involved, and each correction is recorded in the customer's Activity Log. A changed check-in time or a removed check-in can take up to 24 hours to show in charts and check-in count reports.

These controls need the new Can Edit Check-Ins? permission, found under Can Manage Customers? on a staff user's page in Staff User Admin. Every existing user with Can Manage Customers? was given it on release; new users start without it.

Customer Check-Ins tab: Add Past Check-In

A visit that was never recorded can now be added after the fact. Add Past Check-In, beside Manual Check-In on a customer's Check-Ins tab, takes a check-in date and time, an optional check-out time and a location. The customer is checked in with whatever would have let them in at that time: a booking that includes entry, a membership that was active then, or an entry pass that is still active, which has one entry deducted now. If none applies, staff can provide free entry. The visit takes its place in the customer's history with the right visit number, and no email or webhook is sent. It needs the Can Edit Check-Ins? permission.

Checking a customer in to an event that has already ended now dates the facility check-in to the event's start time. Previously it was dated to the moment staff clicked Check In, which put a visit on the wrong day. This applies when the "Automatically check customers into the facility when checking them into the event" checkbox is selected on the participants list, and does not need the new permission.

Events and bookings

Scheduled Events: Individual Event Waitlists

Scheduled Events now has a list of every upcoming event with people on its waitlist. The Event Type Waitlists item has become Waitlists, with two views: Event Type-Wide Waitlists, the existing page, and the new Individual Event Waitlists.

Individual Event Waitlists lists each upcoming event that has someone waiting or holding an unaccepted invitation, soonest first, with Waiting and Pending counts. Open goes to the event's waitlist. Edit Filters narrows the list by location, event type and start date, or shows every event in the date range, and Export List downloads it. Canceled events are not listed, and neither are rolling programs, whose waitlists stay under Rosters.

Event Waitlist: Resend Pending Invitations

An event's Waitlist tab has a new Resend Pending Invitations button, between Add To Waitlist and Export Waitlist, that sends every pending invitation for the event again in one step. Previously, pending invitations could only be resent one at a time.

Each invitation goes out unchanged, with its current booking deadline. The confirmation lists who will receive one and has a Send invite to linked parents & guardians checkbox. Expired and rejected entries are not included; they still need Re-invite To Book, which sets a new deadline.

Private events: area conflict warning and rescheduled notification

Previously, moving a private event to a new date, time or area was not checked against the area's "Restrict area to one booked event at a time" setting, left no record, and notified nobody, so one party could be moved on top of another without a trace.

Three things now happen:

• An Area Conflict warning appears when a private event, or a one-off event with a paid booking, is created in or moved to a time that overlaps another private or booked event in a restricted area. It names each conflicting event with its date, time and booking customer. Go Back returns to the form, and Save Anyway saves and records the overlap in the Activity Log of each booking customer involved.
• The move is recorded in the booking customer's Activity Log, with the previous and new date, time and area.
• A "Private Event Rescheduled" email is sent when the event's date or time changes. It goes to the event type's Notification Email Addresses for that location, under Send Booking Notification Email to Selected Staff on the event type's Emails tab.

If you already list addresses there, they receive the new email with no setup. A change of area alone sends no email.

Reports and Chart Builder

Customers and Members reports: filter by days since last check-in

The Latest Check-In Date filter on the Customers report has a new Days ago option with At least and At most fields: "at least 60" lists everyone whose last visit was 60 or more days ago. Because it counts back from today, a saved view or emailed report built on it stays current. The Members report gains the whole filter, which it did not have before.

Both reports also offer a Days since last check-in column in Configure Columns and the export. Customers who have never checked in match neither field; find them with Number Of Lifetime Check-Ins at a maximum of 0.

The other date filter options were renamed everywhere in the Staff Site: "Relative date range" is now Preset period and "Fixed date range" is now Specific dates. They work as before.

Membership cancellation and freeze reports: saved views, column configuration and emailed reports

Previously, the Memberships Set To Cancel, Memberships Set To Freeze, Membership Cancellation Logs and Membership Freeze Logs reports had fixed columns and a location sidebar, and could not be saved as views, emailed or placed on a dashboard.

All four now have Edit Filters, Configure Columns, Saved Views and Export List, and each can be added to an emailed report or to a dashboard as a table. The two logs reports open on the last 31 days and page through every entry instead of previewing the first 100.

Two new columns, Last Check-In and Days Since Last Check-In, show how recently any member of the membership had visited when the cancellation was requested, which separates members who had already drifted away from those still climbing. They are shown by default on Memberships Set To Cancel and can be added from Configure Columns on Membership Cancellation Logs.

Event Vouchers report: only usable vouchers by default

The Event Vouchers report now opens on vouchers that can still be used: not removed, not expired, and with at least one use remaining. Previously it listed every voucher, removed ones included.

Two new filters, Show removed vouchers? and Show expired vouchers?, sit beside Number Of Uses Remaining, which now starts at a minimum of 1. To see the full list as before, set both to No filter and clear the minimum; save that as a view to return to it in one click.

Emailed reports and dashboard tables built on this report without those filters now show only usable vouchers too.

Chart Builder: new Membership Kind filter

Charts can now separate rolling program memberships from the rest. The Chart Builder has a new Membership Kind filter with two values, Rolling Program and Standard. It is offered on the membership metrics, such as Membership Count and Member Churn, and on revenue, product and check-in metrics when they are set to memberships.

Rolling Program selects every membership that belongs to a rolling event type, including ones created after the chart was saved, so a chart of program billing stays complete as programs are added.

Smaller changes

• Staff Timesheet entries are now entered and shown in your organization's time zone, not the browser's, so the report reads the same for every staff user and matches its emailed version.
• New pricing matrix fees include facility entry by default. The facility entry checkbox on a new per-participant or per-booking fee, and Vouchers include entry on a new pricing matrix, now start checked. Existing fees and matrices keep their saved values.

Fixes

• Setting up a membership at the desk could fail when the customer had tapped a phone to save their card on the reader, even after approving the payment with their bank. Saved cards are now charged the way renewals are; if a phone wallet card still cannot be charged, staff are told to use the physical card.
• In rare cases, members on a roster could disappear from every future session after their membership renewed, although the membership stayed active. A renewal no longer removes anyone from a session, and members who were dropped are put back automatically.
• At locations connected to Lightspeed, a new customer whose generated barcode resembled a card number could fail to sync to Lightspeed. Capitan no longer generates barcodes of that form.
• The Chart Builder's membership filter did not list rolling program memberships. They can now be selected like any other membership.