Check-In System

The check-in system helps you record the attendance of your course participants. Use QR codes or manual check-ins.

Overview

Why check-in?

• Attendance proof: Documentation of who was present
• No-show tracking: Who did not show up
• Statistics: Utilization and trends
• Customer engagement: Measure activity

Check-in methods

QR Code Check-In

Course QR code

Every course session has its own QR code:

1. Go to the session
2. Click "Show QR code"
3. Display on screen or print it out

Customer scans

1. Customer opens the Bookicorn app
2. Scans the course QR code
3. Check-in is automatically recorded
4. Confirmation on screen

QR code options

• Time window: Valid X minutes before/after the course
• Location: Optional: GPS verification
• Multiple scans: Prevent or allow

Scanning the customer QR

How it works

Every customer has a personal QR code:

1. Open "Scanner" in the app
2. Scan the customer QR (from app or card)
3. System shows today's bookings
4. Select course for check-in

Advantages

• Fast with many participants
• Customer does not need the app
• QR can be printed on a membership card

Manual Check-In

In the participant list

1. Open the participant list
2. Click on a participant
3. Choose "Check in"
4. Status changes to "Attended"

Quick check-in

1. Press and hold a participant's name
2. Swipe right
3. Immediate check-in

Check in everyone

For small groups:

1. Click "Check in all"
2. Confirm
3. Done

Check-In Station

Hardware setup

For self-service check-in:

• Tablet or iPad at the entrance
• Bookicorn in kiosk mode
• Optional: QR scanner hardware

Kiosk mode

1. Go to Settings → Check-In
2. Enable "Kiosk mode"
3. Set a PIN for admin access
4. Open the URL on the device

Display

• Large QR code for the current course
• Manual input possible
• Confirmation with animation

Time window

Default setting

• Check-in opens: 30 minutes before the course starts
• Check-in closes: 15 minutes after the course starts

Customize

Under Settings → Check-In:

• Globally for all courses
• Or individually per course

Late check-ins

Options for check-ins outside the window:

• Block: Not possible
• Warning: With an admin notice
• Allow: Always possible

No-Show Handling

What is a no-show?

A customer was booked, but:

• Did not check in
• Did not cancel
• The course is over

Automatic marking

After the course ends, participants who did not check in are marked as "No-show":

• Wait time after the course ends (e.g. 30 minutes)
• Automatic status change

No-show consequences

Configurable:

No-show tracking

In the customer profile:

• Number of no-shows
• No-show rate
• Most recent no-shows

Notifications

To the customer

• Optional: check-in confirmation
• On no-show: reminder about cancellation deadline

To admins

• Daily attendance list
• No-show report
• Anomaly warning

To trainers

• Live updates of the participant list
• No-show notice
• Waitlist information

Statistics

Attendance rate

• Per course
• Per time period
• Per trainer

No-show analysis

• Identify trends
• Spot problematic customers
• Understand patterns

Reports

• Weekly
• Monthly
• Exportable

Frequently asked questions

What if the QR code does not work?

1. Manual check-in is possible
2. Regenerate the QR code
3. If the problem persists: contact support

Can I change check-ins retroactively?

Yes, as an admin:

1. Open the participant list
2. Change the status
3. Reason is optional

How do I prevent fake check-ins?

• Enable GPS verification
• Rotate the QR code regularly
• Require trainer confirmation

Next Steps

• Manage cancellations
• Back to overview