Check-in with QR code

Check-in with QR code

Check-in with QR code 

Nabooki's QR code scanner gives you a fast, contactless way to confirm customer arrivals. It's ideal for events or busy sessions where checking in each customer manually would slow things down.

For an introduction to customer check-in, see: Check-in customers 

Before You Start:

  1. Check-in must be enabled on each service before customers can use it. Complete this first on Check-in customers then come back here. 

How customers access their QR Code

Confirmation email  

Customers receive their QR code automatically in their booking confirmation email. 

Customer portal 

They can also access it through the Customer Portal.
  1. The customer logs in at https://app.nabooki.com/auth/login/customer or via your booking widget.
  2. They go to their upcoming bookings or passes.
  3. They click the ••• button on the relevant booking.
  4. They select View QR Code.

⚠️ Warning: If a booking has been changed, cancelled, or declined, the QR code for that booking will no longer be valid. Customers will see a 'Page Not Found' error if they try to view it. 



Example of the QR Code Ticket via Customer Portal

Scan QR codes at check-in

  1. In the left navigation menu, go to CRM > QR Code Scanner.
  2. Click Scan QR and hold the customer's QR code up to the camera.
    1. On mobile devices, you can switch between front and back cameras.
  3. If scanning isn't possible, click Manual Entry and enter the Booking ID and Ticket Number instead.
    1. The Booking ID refers to the overall booking. The Ticket Number identifies each individual customer within a group or linked booking.


Scanning confirmations

After scanning or entering details, the system will display one of the following messages:

  1. Check-in confirmed — The customer has been successfully checked in.
  2. Check-in removed — A previous check-in was undone.
  3. Check-in is NOT allowed at this time — The booking is not eligible for check-in right now. QR code check-in is only available for bookings on today's date.
  4. QR code has already been used — The customer has already been checked in. The original check-in time will be shown in red.
  5. Booking ID or ticket number does not match our records — The details entered are invalid. This can happen if the booking has been cancelled, the customer has been removed from a group booking, or the details were entered incorrectly.
  6. Check-in Confirmation prompt — The QR code is valid but check-in hasn't been completed yet. Click Check-in to confirm.
  7. Scan Error — The QR code is not recognised as a valid Nabooki QR code.=

📝 Note: If a booking falls outside today's date and you need to override the check-in restriction, you can do this directly from the booking in the Calendar.

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


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