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Getting Started: Understanding the Check-In & Check-Out Process
Getting Started: Understanding the Check-In & Check-Out Process

A Quick Guide to Check-In & Check-Out methods using the Qflow App

Anthony Sergeant avatar
Written by Anthony Sergeant
Updated this week

Methods of Checking In/Out Your Guests

There are several ways to manage guest check-ins and check-outs. Here’s a quick overview:

1. Manual Name Search (Lead Guest + Optional Plus-Ones)

  1. Open Guest List
    Tap the Guest List icon in the app’s footer.

  2. Search
    Tap the search bar above the guest list and start typing a name (first name, last name, or initials).

  3. Select Guest
    Once you see the correct guest appear in the instant results below, tap their name.

  4. Check In
    You’ll be taken to the guest’s profile—tap the blue Check In button to finalize their check-in.

  5. Undo a Check-In
    If you make a mistake, you can clear a guest’s check-in (or check-out) from the dashboard by clicking Clear check-in.

Guest Profile Options

  • Group ID Tags

    • View Tags: Existing tags appear under the Tags section.

    • Add/Remove Tags: Tap the blue X to remove a tag, or select Add Tag to include a new one.

  • Plus-One Management

    • Add/Remove Plus-Ones: Use the + or – icons to adjust the number of unnamed plus-one guests.

  • Guest Notes

    • Edit/View Notes: Tap Edit / View Guest Notes, then update the text field as needed.

Barcode Scanning

Take advantage of Qflow’s advanced in-app camera scanner for fast and secure validation of barcoded tickets and invitations.

  1. Open the Scanner
    Tap the Scan icon in the app’s footer, then select the blue Tap to Scan button to open the camera scanner.

  2. Scan the Ticket
    Position the camera over the ticket or invite barcode. Once the scanner focuses, you’ll hear a beep and see a checkmark on screen. The guest’s information (name, check-in timestamp, and group ID tags) will also appear.

  3. Unrecognized Barcodes
    If you scan a barcode that isn’t in your imported list (e.g., an airline ticket), you’ll see a “No Barcode Found” alert and hear a negative buzz.

  4. Duplicate Scans
    Qflow automatically detects previously scanned barcodes. If you scan a code that’s already been checked in, you’ll see an “Already Scanned” alert with a negative buzz and a timestamp of the original scan. This helps you advise the guest when their ticket was first used.

  • Continuous Scan (Rear Camera) – Self-Scan & Assisted Scanning
    Set up your device in a stand or cradle (such as a box office setup), and allow guests to pass their ticket barcode in front of the scanner. Alternatively, you can scan each guest’s ticket on their behalf without ever needing to touch your device.

    1. Enable Continuous Scan Mode

      • Open the Settings in the Qflow check-in app.

      • Switch on Scan Mode: Continuous Scan.

    2. Initiate Continuous Scanning

      • Go back to the Scan window.

      • Tap the blue Tap to Scan button to launch the continuous scan camera window.

PLEASE NOTE - For Continuous scanning (front facing camera)

  • Additionally enable SCAN MODE Front facing camera via the Settings area.

  • Self Check-In (Front-Facing Camera)
    Use Qflow’s self-check-in mode to let guests scan their own tickets, without staff intervention.

    1. Open Settings

      • In the Qflow check-in app, go to Settings.

    2. Configure Scan Mode

      • Disable Scan Mode: Continuous Scan.

      • Enable Scan Mode: Front Facing Camera & Kiosk Self Check-In.

    3. Start Scanning

      • Return to the Scan window.

      • Tap Tap to Scan to launch the front-facing camera for self check-in.

Self Check-In Process

Guests simply display their barcode (on mobile or paper) within the camera frame and wait for the scan to complete. The result will be displayed as follows:

  • Successful Scan: A green checkmark appears, accompanied by a success beep, instructing the guest to proceed into the event.

  • Unsuccessful Scan: A red “X” and an error buzz appear, prompting the guest to seek staff assistance for manual search and admission.

Enabling Check-Out Mode

You can seamlessly check out guests using any of the methods mentioned above by turning on Check-Out Mode in the Qflow Settings (see reference image). When guests are checked out, they’re marked as no longer at your event and can be rechecked in at any time. If a guest is rechecked in, their original check-in time stamp is overwritten. All entry and exit details are saved in the guest’s history log.

Important: For entry points where you only want to check guests in, ensure Check-Out Mode is turned off so devices remain in standard check-in mode.

Potential Scanning Issues

  • Damaged mobile phone screens

  • Low screen brightness (below 50%)

  • Damaged or poorly printed paper tickets

  • Barcodes not recognized for the event

Recommended On-Site Check-In/Out Setup
Use the latest iOS or Android tablets or smartphones for self-scan check-in/out. This ensures optimal scanning performance and a smoother experience for your guests. We also suggest using desktop stands or kiosk-style floor stands to securely hold your devices.

Logging Out of Kiosk Self Check-In/Out

  1. Tap the Staff Logout link in the top-right corner of the scan window.

  2. Enter your Qflow account details (usually the user email address).

  3. Select the Log Out button.

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