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QR Check-In System

The QR check-in system tracks attendance at trips using QR codes. This guide helps committee members understand the system and train volunteers.

How QR Codes Work

Each QR code contains: - Student ID: The participant's unique identifier - Trip ID: The specific trip this ticket is for

Important: QR codes are trip-specific. A QR code for Trip A won't work for Trip B.

Step-by-Step Process

Before the trip: 1. Go to the trip page in admin interface 2. Click "Generate Scanning Link" 3. Share the link with volunteers (expires in 1 hour)

2. Volunteer Opens Scanner

At the departure point: 1. Open the scanning link 2. Allow camera permission when prompted 3. Wait for "Ready to scan" (green indicator)

Common issues: - Camera permission denied → Reload page and accept permission - Link expired → Generate a new link (links expire after 1 hour)

3. Scanning QR Codes

What volunteers do: 1. Ask participant to show their QR code (from email or website) 2. Hold the phone 6-12 inches from scanner 3. Center QR code in the white corner markers 4. Hold steady for 1-2 seconds 5. Check the result message

Result messages: - Green: "Successfully checked in..." → All good, let them board - Blue: "All tickets already signed in..." → Already checked in, verify with participant - Red: "User not found" / "Attendance record not found" → Not registered for this trip - Red: "Wrong QR Code" → They're showing the wrong trip's QR code

Check-In Periods

Morning Check-In (before 12:00 PM): - Used for departure attendance - Scans automatically marked as "morning"

Afternoon Check-In (after 12:00 PM): - Used for return attendance - Scans automatically marked as "afternoon"

Multiple Tickets

If someone bought 2 tickets, they can scan their QR code twice: - First scan: "Successfully signed in (Ticket 1 of 2)" - Second scan: "Successfully signed in (Ticket 2 of 2)" - Third scan: "All tickets already signed in"

This prevents ticket fraud (you can't check in 3 people with 2 tickets).

Scanning Workflow

Before the Trip

Admin: 1. Generate a scanning link 1 hour before departure 2. Send link to volunteers

Volunteers: 1. Charge phone (scanning drains battery) 2. Arrive early to set up

During Check-In

Setup: 1. Open the scanning link 2. Allow camera permission 3. Wait for green "Ready to scan" indicator

For each participant: 1. Ask them to show QR code (from email or website) 2. Hold their phone 6-12 inches from scanner 3. Center QR code in white markers 4. Hold steady 1-2 seconds 5. Check result and let them board if green

Tips: - Increase screen brightness if QR won't scan - Tilt away from glare - Move to better lighting if needed - Scanner resets automatically after each scan

Troubleshooting

Common Issues

Camera won't work: - Reload page and allow camera permission - Try a different browser (Chrome recommended) - Close other apps using the camera

QR code won't scan: - Increase screen brightness - Tilt away from glare/sunlight - Move to better lighting - Ask participant to open original email (not screenshot)

Link expired: - Generate a new scanning link (links expire after 1 hour)

Scanner freezes: - Wait 10 seconds - Reload page if still stuck - Check internet connection

Participant can't find QR code: - Check email for "[Trip Name] - Your Ticket" - Log in to website → Find trip → Generate QR Code - Check spam folder

Wrong trip error: - Ask participant to find correct trip's ticket email