> ## Documentation Index
> Fetch the complete documentation index at: https://guide.worshipbuddy.org/llms.txt
> Use this file to discover all available pages before exploring further.

# Service Check-In

> Check people into services using QR codes, Matrix, or Manual methods

# Service Check-In

ChurchBuddy's service check-in system allows you to track attendance at services using multiple methods. You can check people in using QR codes, a visual Matrix interface, or manual search.

## Overview

Service check-in helps you:

* **Track Attendance** - Know who attended each service
* **Quick Check-In** - Use QR codes for fast, contactless check-in
* **Visual Recognition** - Use Matrix check-in with photos
* **Flexible Options** - Choose the method that works best for your service

## Check-In Methods

ChurchBuddy supports three check-in methods:

### 1. QR Code Check-In

QR code check-in uses unique, time-based QR codes that people can display on their mobile devices. Each QR code:

* Works across all organizations the person belongs to
* Expires after 2 minutes for security
* Automatically refreshes every minute
* Includes verification to prevent tampering

### 2. Matrix Check-In

Matrix check-in displays photos of people who haven't been checked in yet. You answer "Yes" or "No" to "Have you seen \[person] today?" This method is great for:

* Visual recognition
* Quick check-in when you know people by sight
* Services where people may not have their phones ready

### 3. Manual Check-In

Manual check-in lets you search for people by name or email and check them in directly. Use this method when:

* QR codes aren't available
* You need to check in someone else
* You want to verify attendance manually

## Enabling Check-In Methods

Check-in methods are configured at the organization level:

1. Navigate to the **People** section
2. Click the **"Check-in"** sub-tab
3. Enable the methods you want to use:
   * **QR Code** - Enable QR code scanning
   * **Matrix** - Enable Matrix check-in
   * **Manual** - Enable manual check-in
4. Configure additional settings (see below)
5. Save your settings

<Info>
  **Note**: You can enable multiple methods. People checking others in can choose which method to use.
</Info>

## QR Code Check-In

### How QR Codes Work

Each person has a universal QR code that:

* Contains their email, name, and organization IDs
* Includes a timestamp that changes every minute
* Has a verification hash for security
* Expires 2 minutes after generation
* Works for all services in all their organizations

### Getting Your QR Code

**Web:** There is no QR display on the web person profile page. Use the mobile app QR for scanning.

**Mobile app:**

1. From the **Dashboard** (org list), tap **Settings** (⚙️ top right)
2. Tap your **avatar/initials** to open your QR code
3. The code refreshes automatically every **60 seconds** (expires after 2 minutes)

<Info>
  The QR code is under **Dashboard → Settings**, not under the org header gear (which opens My Profile).
</Info>

<Info>
  **Tip**: You can take a screenshot of your QR code, but remember it expires after 2 minutes. It's best to use the live QR code from the app.
</Info>

### Scanning QR Codes

To check someone in using their QR code:

1. Open the service check-in screen for the service
2. Select **"QR Code"** method
3. Point your device's camera at the person's QR code
4. The system will:
   * Verify the QR code is valid
   * Check if the person is already checked in
   * Check them in if valid and not already checked in
5. You'll see a confirmation with the person's name

### QR Code Security

QR codes include several security features:

* **Time-Based Expiration** - Codes expire after 2 minutes
* **Verification Hash** - Prevents tampering or forgery
* **Organization Validation** - Ensures the person belongs to your organization
* **Automatic Refresh** - Codes update every minute

<Warning>
  **Security Note**: QR codes are designed to prevent unauthorized check-ins. The time-based expiration and verification hash ensure that codes can't be copied and reused later.
</Warning>

### Auto-Add Users from QR Codes

If someone scans a QR code but isn't in your organization, you can configure how to handle this:

1. Navigate to the **People** section
2. Click the **"Check-in"** sub-tab
3. Find the **QR Code Check-in** section
4. Choose **Auto-Add Mode**:
   * **Automatic** - Automatically add the person to your organization
   * **Verification** - Require confirmation before adding
5. Optionally set **Auto-Add Tags** - Tags to apply to automatically added users
6. Save settings

<Info>
  **Note**: When a user is auto-added via QR code, they'll be added as a regular member with no special permissions. You can later assign them to teams and positions as needed.
</Info>

## Matrix Check-In

Matrix check-in uses a visual interface to help you check people in by recognizing their photos.

### How Matrix Check-In Works

1. Open the service check-in screen
2. Select **"Matrix"** method
3. The system shows photos of people who haven't been checked in
4. For each person, answer: **"Have you seen \[name] today?"**
5. Tap **"Yes"** to check them in, or **"No"** to skip (they'll come back later in the queue)

### Matrix Check-In Features

* **Photo Display** - Shows person's photo (if available) or initials
* **Random Order** - People are shown in random order
* **Progress Tracking** - Shows how many people remain
* **Skip and Return** - Tap "No" to skip someone (they'll appear again later)

### Photo Requirements

For Matrix check-in to work best:

* People should have photos uploaded to their profiles
* Photos should be clear and recent
* Google Photos direct image URLs work best (not share links)

<Info>
  **Tip**: If someone doesn't have a photo, Matrix check-in will show their initials in a colored circle. You can still check them in using this method.
</Info>

### Using Matrix Check-In

1. Open the service
2. Go to **Check-In** → **Matrix**
3. Review the person's photo and name
4. If you've seen them today:
   * Tap **"Yes"** (green button)
   * They'll be checked in and removed from the queue
5. If you haven't seen them:
   * Tap **"No"** (red button)
   * They'll be moved to the end of the queue
6. Continue until everyone is checked in

<Info>
  **Tip**: Matrix check-in is great for services where you can visually recognize people. It's faster than searching by name and works well even if people don't have their phones.
</Info>

## Manual Check-In

Manual check-in lets you search for and check in people by name or email.

### Using Manual Check-In

1. Open the service check-in screen
2. Select **"Manual"** method
3. Use the search bar to find the person:
   * Type their first name, last name, or email
   * Results appear as you type
4. Tap on the person to check them in
5. You'll see a confirmation

### Manual Check-In Features

* **Search by Name** - Search first name, last name, or full name
* **Search by Email** - Search by email address
* **Quick Results** - See up to **10** matching results
* **Direct Check-In** - Tap to check in immediately

<Info>
  **Tip**: Manual check-in is useful when QR codes aren't working or when checking in someone who isn't present (like marking attendance from a sign-in sheet).
</Info>

## Viewing Check-Ins

To see who has been checked in for a service:

1. Open the service
2. Go to **Check-Ins** or view check-in details
3. You'll see a list showing:
   * Person's name
   * Check-in time
   * Check-in method (QR, Matrix, Manual)
   * Who checked them in (if applicable)
   * Station ID (if using check-in stations)

### Check-In Details

Each check-in record includes:

* **User Email** - Person who was checked in
* **Service ID** - Which service they were checked in for
* **Check-In Time** - When they were checked in
* **Method** - How they were checked in (qr\_scan, matrix, manual, station\_qr, station\_manual)
* **Checked In By** - Email of person who performed the check-in
* **Station ID** - Check-in station identifier (if applicable)
* **Check-Out Status** - Whether they've been checked out

## Check-In Permissions

Who can check people in depends on organization **People → Check-in** settings:

* **Owner / Organization Admin** — always allowed (all methods)
* **Everyone else** — only if listed in the QR, Matrix, or Manual allowlists (by individual email or team)

Team Admin or Scheduler role alone does **not** grant check-in access unless explicitly allowlisted.

## Check-In Stations

Some organizations use check-in stations (like kiosks or dedicated devices). When checking in via a station:

* The station ID is recorded with the check-in
* This helps track which station was used
* Useful for large services with multiple check-in points

### Setting Up Check-In Stations

Check-in stations are configured under **People → Check-in**, not Organization settings. Each station has:

* **Station ID** - Used in the scanner URL (`?org=&station=`)
* **Station Name** - Display name
* **Location** - Where the station is located (optional)

See [Service Station Scanner](/ChurchBuddy/Day-to-Day/service-station-scanner) for the scanner URL and flow.

## Best Practices

### Before the Service

1. **Test Check-In Methods** - Make sure QR codes, Matrix, and Manual check-in all work
2. **Prepare Devices** - Ensure check-in devices are charged and ready
3. **Train Staff** - Make sure check-in staff know how to use all methods
4. **Have Backup** - Always have Manual check-in as a backup

### During the Service

1. **Use Multiple Methods** - Offer QR code and Matrix for flexibility
2. **Monitor Progress** - Check the check-in list periodically
3. **Handle Issues Quickly** - If QR codes aren't working, switch to Manual
4. **Be Patient** - Matrix check-in takes time but is thorough

### After the Service

1. **Review Check-Ins** - Verify the check-in list is accurate
2. **Follow Up** - If someone was expected but not checked in, follow up
3. **Export Data** - Export check-in data for records if needed

## Troubleshooting

**QR code not scanning:**

* Make sure the QR code is clear and well-lit
* Check that the code hasn't expired (refresh it)
* Try Manual check-in as a backup
* Ensure camera permissions are granted

**Matrix check-in showing no photos:**

* People may not have photos uploaded
* Matrix will show initials if no photo is available
* You can still use Matrix check-in with initials

**Can't find someone in Manual search:**

* Try searching by email instead of name
* Check spelling
* Verify the person is in your organization
* They may already be checked in

**Check-in not saving:**

* Check your internet connection
* Verify you have check-in permissions
* Try refreshing and checking in again
* Contact your organization admin if issues persist

**Person already checked in:**

* The system prevents duplicate check-ins for the same service on the same day
* If someone needs to be checked in again, they may need to be checked out first
* Check the check-in list to see when they were originally checked in