How to Check-In Customers Using QR Codes
Using QR codes for check-in offers a fast, contactless way to confirm customer arrivals. This method is ideal for events or high-volume sessions where manually checking in each customer could be time-consuming.
If you want to learn the basics of customer check-in, see: How to Check In Customers.Step 1: Enable QR code check-in for your service
1️⃣ Using the left navigation menu, go to Inventory > Services.
2️⃣ Find the service where you want to enable QR code check-in and click the ••• button.
3️⃣ Select Edit.
4️⃣ Go to the Booking Preferences tab.
5️⃣ Scroll down and tick Yes for Require Check-in?
6️⃣ Click Update to save your changes.
Accessing the QR code
Customers receive a unique QR code automatically included in their booking confirmation email. This QR code allows them to check in quickly and securely at your event or venue.
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.
Step 2: Use the QR Code Scanner to check in customers
1️⃣ Using the left navigation menu, go to CRM > QR code scanner.
2️⃣ On the scanner page, use Scan QR to scan the customer’s QR code. Depending on the device you are using such as a mobile phone, you can switch between front and back cameras or switch to manual entry mode.
3️⃣ If needed, use Manual Entry to input the Booking ID and Ticket Number manually.
The Booking ID relates to the overall booking, and the Ticket Number corresponds to each customer within linked or group bookings.
4️⃣ After scanning or manual entry, the system verifies the booking and displays one of several messages:
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 removed — The check-in was undone by the user.
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.
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."
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:
This can occur in scenarios such as:
If the booking has already been canceled, but the QR code, booking ID, and ticket number are still used for check-in.
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.
If the booking ID and ticket number are invalid or incorrect
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.
Troubleshooting & FAQs
Can customers check in without a QR code?
Yes, manual check-in is always available through the Event Window, Booking Window, or Activity tab. See: How to Check In Customers.
What if a QR code doesn’t scan correctly?
Make sure the QR code is clear and undamaged. You can resend or print a new QR code from the booking details if needed.
Are QR code check-ins secure?
Each QR code is unique to a booking and cannot be reused fraudulently. The system securely links the QR code to the specific booking.
What devices can be used for QR code check-in?
Any device with a camera and internet access can be used for QR code check-in. Staff can log in using their mobile phones to scan QR codes on the go, or front desks can mount a webcam or tablet for customers to scan themselves.
Need Help?
If you need assistance, contact our support team:
💬 Live Chat: Click the chat icon in the bottom-right corner of the screen.
📧 Email: support@nabooki.com
Related Articles
How to Manage Check-Ins and Track Attendance for Session Bookings and Passes
This article explains how to use Nabooki’s check-in feature specifically for session bookings and passes, such as 10-class passes or unlimited access passes. Managing check-ins helps you track attendance accurately, monitor remaining sessions, and ...How to Check In Customers
Checking in customers confirms their arrival and updates their booking status. This helps you keep track of attendance and manage your service efficiently. Step 1: Activate check-in for your service 1️⃣ Using the left navigation menu, go to Inventory ...How to Remove a Promo Code from an Existing Booking
If a promo code has been applied to a booking and needs to be removed (for example, due to a customer request or error), Nabooki allows you to easily remove it from the existing booking. Note: For full details on creating, managing, and applying ...How to Create and Use Promo Codes for Discounts and Specials
Promo codes are unique codes that are provided to customers as a buying incentive and lower the cost of a purchase. They are useful for running promotions, rewarding loyal customers, or encouraging bookings during slow periods. Important: Promo codes ...How to Cancel a Class or Event When a Staff Member is Unavailable
If a staff member is unable to work and a replacement is not available, you may need to cancel a scheduled class or event. Follow the steps below to cancel all bookings for a scheduled event and notify affected customers. Step 1: Access the Event in ...