Check in customers with QR code scanning

Check in customers with QR code scanning

Streamline the check-in process by scanning QR codes when customers arrive. This article aims to guide you through the process of generating, scanning, and utilising QR codes, providing a seamless method for validating bookings and checking in customers.

How to enable "Required Check-in?"

Please note that "Required Check-in?" must be enabled on each services for the QR code label to display on customer email notifications. This can be updated by navigating to Setup > Services > Action button (•••) > Edit > Booking Preferences tab > Under Calendar Settings, "Require Check-in?" must be tick as 'Yes'.



How to view the customer's QR code


The "View QR Code" link can be found in the customer's email notification and this will open a QR code ticket page in a new tab. This page will display corresponding QR codes for the booking, including individual QR codes for each customer if applicable.



View QR code via the customer portal


An alternative method to view the QR code is via the customer's portal. Customer's can log in via your booking widget or via the login page https://app.nabooki.com/auth/login/customer.


Once logged in, the customer can navigate to their upcoming bookings or passes, select the menu button (•••) for the relevant booking and select 'View QR Code' from the dropdown menu. 



Please note: If the booking has been changed, cancelled, or declined (for booking request), attempting to view the QR code for the old booking will result in a "Page Not Found" error message.

QR code ticket page example




The QR code can only be viewed via email booking notifications and customer portal.

How to use and scan the QR code

The QR codes can be scanned using the provided QR code scanner to either validate the booking and/or check-in the corresponding customers. On the left navigation menu, navigate to CRM > QR Code Scanner. This action will open a new tab directing you to the QR Code Scanner page.





QR Code Scanner page



1. Scan QR – this option enables merchant users to easily scan the QR code. Depending on the device used, users have the ability to switch between cameras (front or back camera) and switch to manual entry mode to enter the Booking ID.





There are no limitations on devices that can be used to scan the QR code as long as the device has a camera.

2. Manually enter Booking ID – provides an option for staff/customers users to manually input the booking or customer details they wish to check-in.

To manually validate/check-in bookings, two fields are required

  1. Booking ID – where the booking is associated with

  2. Ticket Number – where each customer is associated with (if it’s a multiple booking with linked customers)




How to validate a booking or check-in a customer

Check-in Confirmation: This message confirms that the QR code used is valid. Clicking "Check-in" will proceed with the check-in process for the booking.



Scan Error: This message indicates that the QR code used either does not exist or is not a valid Nabooki QR code.



Once the initial validation of the booking has been completed, whether through scanning the QR code or manually entering the booking ID and ticket number, the system will locate the booking and the customers in the background. Consequently, it will display various corresponding results:

      
1. QR code successfully scanned. Check-in confirmed – This message will appear if the QR code for the booking or the entered booking ID and ticket number were able to successfully check-in.



Check-in has been removed – this message will show if the user opt to “remove check-in”.





2. Check-in is NOT allowed at this time – This message will appear if the QR code for the booking or the entered booking ID and ticket number are not yet allowed for check-in.
Please note: The system will not allow checking-in for bookings that are either a) in the past or b) in the future, as QR code check-ins are only permitted for bookings on today's date. However, if necessary, the merchant user can override this restriction by accessing the booking via the Diary.



3. QR code has already been used for check-in –  This message will appear if the QR code for the booking or the entered booking ID and ticket number has already been checked-in. Additionally, corresponding checked-in details will be displayed in red font on the page, such as "Check-in: 02 April 2024 12:43 PM."


4. Sorry, the booking ID or ticket number does not match our records. Please verify and try again –  This message will be displayed if the QR code for the booking or the entered booking ID and ticket number is found to be invalid. This can occur in scenarios such as:

    1. If the booking has already been canceled, but the QR code, booking ID, and ticket number are still used for check-in.

    2. If a customer has been removed from a linked booking, but the QR code, booking ID, and ticket number are still used for check-in.

    3. If the booking ID and ticket number are invalid or incorrect 





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