Check a visitor in by scanning their code

Reading a visitor's pass at reception — the camera on a phone, a handheld scanner at the desk, or their name. The scan only finds them; a second tap is what checks them in.

Updated 17 Aug 2026

Two labelled sides. On the left, tagged Visitor, a phone showing their pass — a QR code above the name Amy Wong and the words Visitor pass. An arrow labelled read it crosses to the right, tagged Reception scans it, which holds two devices: a phone whose camera has the code in its scanner frame, and a desk PC with a handheld barcode scanner standing beside it on its cable, its reading window turned back towards the pass, the screen showing the code 942484 in the search box. An arrow down, labelled finds the visitor, leads to a single row holding just Amy Wong, and below it, as a separate step, a blue Check in button. — Reading the pass only finds the visitor. Checking them in is the separate step after it.

1. Give them the Receptionist permission

This decides whether the Reception page exists for that user at all. Add beside the title takes a user or a whole user group.

Open Receptionist

The Receptionist page. Each row also carries a Location — the next step.

2. Put them on the building’s reception desk

Each building that takes visitors has a reception of its own, and a receptionist sees only the visitors of the buildings they are on. This is the step that is easy to miss, because the permission alone looks like it should be enough — a receptionist whose Location is still blank sees nothing.

Open Visiting location

Tick the building to open its panel on the right, choose Edit, then Receptionist in the dialog. Add searches your users and user groups; a building may have several.

The building's Receptionist page, with the people who staff its desk.

3. Open Reception and land on the right day

Reception is one of the pages on the app home; pick it from the menu down the left. It opens on Today’s visitors, and the date at the top is the day being searched.

That date matters more than it looks. Check in is offered only for a visitor who has not arrived yet and whose visit is today, and the scan only searches the day on screen. If you are looking at the wrong day, a perfectly good pass comes back No results found.

The date at the top is the day being searched.

4. Scan the visitor’s code

On a phone, tap the + button at the bottom right and choose Scan. The back camera opens; hold the visitor’s QR code in the frame and it reads in one shot.

The phone's + button, with Scan at the top.

At a desk there is usually no camera worth pointing across a counter, so use the search box instead — it matches on code, name, email. A handheld QR scanner types the code straight into it, and typing the visitor’s name works just as well when they have no pass to hand. The Scan visitor code button beside the box is the camera version, for a computer that has one.

Every one of those routes ends in the same place: the list narrows to that one visitor, and the code sits in the search box exactly as if you had typed it.

One visitor left in the list, with Check in on their card.

5. Check them in

Tap Check in. What the wizard asks for is set by the visiting purpose, and how much of it you see depends on the visitor:

Someone who registered online has already answered the form and the surveys, so the wizard skips ahead — to Take a photo if their purpose wants one and they have none yet, otherwise straight to the confirmation.
Someone walking up unannounced starts at the top — Visitor information, then a photo and any Visitor survey the purpose asks for, then confirm.

The check-in wizard, with its steps listed down the left.

Change what is asked for on the visiting purpose itself.

Open Visiting purpose

6. Check it worked

The visitor’s card should now show the time they arrived and Visiting under Visiting period, with Check out in place of Check in. That is the whole confirmation — if the card still offers Check in, the wizard was closed before the last step.

An admitted visitor: the arrival time, Visiting, and Check out in place of Check in.