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Check-In System

ChurchBuddy’s check-in system uses QR codes to quickly and securely check in registrants at your events. QR codes are automatically generated and sent in registration confirmation emails.

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Overview

The check-in system includes:

• QR Code Generation - Automatic QR code generation for each registrant
• QR Code Verification - Secure verification using hash-based validation
• Registration Scanner - Web-based scanner for checking in registrants
• Check-In Logs - Complete log of all check-ins
• Export - Export check-in data for reporting

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How QR Codes Work

When a registrant registers for your event, a unique QR code is automatically generated and included in their confirmation email. Each QR code contains:

• Event ID
• Registration ID
• Registrant ID (required for unique identification)
• Registrant name and email
• Verification hash for security

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QR Code Security

QR codes include a verification hash that ensures:

• The QR code hasn’t been tampered with
• The QR code is valid for this specific event
• The registrant information matches the registration

The verification hash is calculated using:

• Event ID
• Registration ID
• Registrant ID
• First name
• Last name
• Email
• Event start date

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QR Code Format

QR codes are generated as images embedded in confirmation emails. Registrants can:

• View the QR code on their phone
• Print the QR code and bring it to the event
• Present the QR code at check-in

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Check-In Methods

Events support multiple check-in methods that can be enabled in the event’s check-in settings:

1. Open your event
2. Go to Event Settings → Check-In Settings
3. Enable the check-in methods you want to use:
   • QR Scan - Scan QR codes from registration confirmation emails
   • Manual Search - Search for registrants by name or email
   • Badge Scan - Scan badges or other identifiers (if configured)
   • Mobile Link - Check in via mobile link (if configured)
4. Save the settings

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Registration Scanner

The Registration Scanner is a web-based tool for checking in registrants using their QR codes.

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Accessing the Scanner

1. Navigate to /registration-scanner/?org={org_id}&event={event_id}
2. The scanner will load with two modes:
   • QR Scan Mode - Scan QR codes using your device’s camera
   • Manual Entry Mode - Manually enter registrant information

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Using QR Scan Mode

1. Click “QR Scan” mode
2. Allow camera permissions when prompted
3. Point your device’s camera at the registrant’s QR code
4. The scanner will automatically:
   • Detect and read the QR code
   • Verify the QR code’s validity
   • Check if the registrant is already checked in
   • Check in the registrant if valid and not already checked in
5. You’ll see a confirmation message with registrant information

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Using Manual Entry Mode

If QR scanning isn’t available or you need to check someone in manually:

1. Click “Manual Entry” mode
2. Enter the registrant’s email address or search by name
3. Select the registrant from the search results
4. Click “Check In”
5. The system will find the registrant and check them in

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Scanner Features

The registration scanner includes:

• Station ID - Optional field to identify which check-in station is being used
• Scanner Name - Required field to identify who is performing the check-in
• Check-In Confirmation - Shows registrant name and confirmation message
• Already Checked In - Indicates if someone has already been checked in
• Check-In Log - View recently checked-in registrants

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Check-In Process

When a registrant is checked in (via any method):

1. Verification - The system verifies:
   • For QR codes: The QR code is valid (hash verification) and matches the event
   • For manual: The registrant exists in the event registrations
   • The registrant_id is present (required for QR codes)
   • The event matches
2. Duplicate Check - The system checks if the registrant is already checked in:
   • If already checked in, it returns “Already checked in” with the check-in timestamp
   • If not checked in, it proceeds to create a check-in log
3. Check-In Log Creation - A check-in log entry is created with:
   • Event ID
   • Registration ID
   • Registrant ID (required for unique identification)
   • First name and last name
   • Station ID (if provided)
   • Checked in by (scanner name or email)
   • Check-in type: “arrival” (or other types if configured)
   • Method: “qr_scan”, “manual”, “badge_scan”, or “mobile_link”
   • Check-in timestamp (ISO datetime)
   • Checked out: false (initial state)
4. Confirmation - A success message is returned with:
   • Check-in confirmation
   • Registrant ID
   • Check-in timestamp

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Check-In Logs

All check-ins are logged in the event’s check-in logs. Each log entry includes:

• Event ID - Reference to the event
• Registration ID - Reference to the registration
• Registrant ID - Unique identifier for the registrant (required)
• First Name / Last Name - Registrant’s name
• Station ID - Optional check-in station identifier
• Checked In By - Email or name of person who checked them in
• Check-In Type - Type of check-in (currently “arrival”)
• Method - How they were checked in (“qr_scan”, “manual”, “badge_scan”, or “mobile_link”)
• Checked In At - Timestamp of check-in (ISO datetime)
• Checked Out - Whether they have been checked out (boolean)
• Checked Out At - Timestamp of check-out (if applicable)

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Viewing Check-In Logs

To view check-in logs:

1. Open your event
2. Go to the Check-In tab in the event dashboard
3. View the list of check-ins with:
   • Registrant information
   • Check-in time
   • Station and scanner information
   • Check-out status

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Check-Out

The check-in system supports checking out registrants as well. To check someone out:

1. Find the registrant in the check-in logs
2. Click “Check Out” or use the checkout feature
3. The system will update the check-in log with:
   • Checked out: true
   • Checked out at: timestamp

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Exporting Check-In Data

You can export check-in data for reporting or analysis.

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Check-In Export

1. Go to the Check-In tab in your event dashboard
2. Click “Export” or “Export Check-In Data”
3. Choose export format (CSV, Excel)
4. The export includes:
   • All check-in log entries
   • Registrant information
   • Check-in timestamps
   • Station and scanner information
   • Check-out status
   • Registration details

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Best Practices

1. Test the scanner - Before the event, test the registration scanner to ensure it works on your devices
2. Train staff - Make sure check-in staff know how to use the scanner
3. Have backup - Keep manual entry as a backup if QR scanning fails
4. Monitor check-ins - Regularly check the check-in logs during the event
5. Use stations - Use station IDs to track which check-in points are busiest
6. Print backup - Have registrants print QR codes as backup in case phones die
7. Secure scanner access - Only give scanner access to trusted staff
8. Export regularly - Export check-in data periodically as backup
9. Check duplicates - The system prevents duplicate check-ins, but monitor for any issues
10. Verify QR codes - Ensure QR codes are clear and not damaged when scanning

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Troubleshooting

QR code not scanning:

• Ensure camera permissions are granted
• Make sure the QR code is clear and well-lit
• Try manual entry mode as a backup
• Verify the QR code hasn’t been damaged

“Invalid QR code” error:

• The QR code may be for a different event
• The QR code may have been tampered with
• The registrant may have been removed from the event

“Registrant not found” error:

• Verify the registrant is registered for the event
• Check that the registrant_id is present (required)
• Ensure the registration is active

“Already checked in” message:

• The registrant has already been checked in
• The system shows when they were checked in
• If this is an error, you can check them out and check them in again

Scanner not working on mobile:

• Ensure you’re using a modern browser with camera support
• Grant camera permissions when prompted
• Try refreshing the page
• Use manual entry mode as a backup

Manual search not finding registrant:

• Try searching by email instead of name
• Check spelling of the name
• Verify the person is actually registered for the event
• They may already be checked in (check the check-in logs)

Check-in not saving:

• Verify you have proper permissions for the event
• Check your internet connection
• Ensure the event is active
• Try refreshing and checking in again