QR Code Check-In Guide (Admin Scanned)

The QR Code Check-In feature in VisualZen (VZ) allows students and guests to check into events or orientation sessions seamlessly using a unique QR code. This guide outlines setup options, QR code access points, and the steps admins must take to use the feature effectively.

Configuration Options

There are several supported configurations for QR Code Check-In. These settings control what happens when a QR code is scanned and must be enabled on the back end by VZ. Configurations are separated by student and parent/guest QR Code Check-In types.

Student QR Code Check-In Options

• Update Record As Attended
  Automatically marks the student as attended.

• Jump to Check-In Detail Record
  Redirects to the student’s Check-In page with no automatic updates.

• Jump to Check-In Detail Record & Update Record As Attended
  Redirects to the student’s Check-In page and auto-updates attendance.

• Jump to Student Record > Check-In
  Opens the student’s record directly to the Check-In tab with no attendance update.

• Jump to Student Record > Check-In & Update Record As Attended
  Opens the student’s record and auto-updates attendance.

• Jump to Student Record > Check-In & Update Student/Guest(s) As Attended (Newest Option)
  Opens the student’s record and automatically marks both the student and any associated guest(s) as attended.

Parent/Family Member QR Code Check-In Options

• Update Record As Attended
  Automatically checks in the guest.

• Jump to Check-In Detail Record
  Opens the guest’s reservation Check-In page without marking attendance.

• Jump to Check-In Detail Record & Update Record As Attended
  Opens the guest’s Check-In page and automatically marks attendance.

• Jump to Student Record > Check-In
  Redirects to the linked student’s Check-In tab for manual action.

• Jump to Student Record > Check-In & Update Record As Attended
  Opens the student’s record and auto-updates attendance through the guest’s record.

How QR Codes Are Accessed

Once QR Code Check-In is enabled by VZ, students can access their code — along with any associated guest codes — through the student-side portal.

Access via Student Portal

When a student logs into the VZ portal, a new option labeled "Check-In QR Code" appears in the hamburger menu. This page contains:

• The student’s personalized QR code

• QR codes for any guests attached to their reservation

Note: Guests do not log in separately to retrieve their own QR code. All codes are accessed through the student’s portal.

Optional Email Distribution

QR codes can also be included in automated email communications using the variable %LINKDOWNLOADQRCODE%. Common examples include:

• Reservation Confirmation Email
  “When you arrive to check in, please have the following QR Code pulled up on your phone for our staff to scan and provide you with the correct check-in materials: %LINKDOWNLOADQRCODE%”

• Event Reminder Email
  “Have you downloaded your QR Code for check-in? When you arrive, please present the following QR Code for our staff to scan: %LINKDOWNLOADQRCODE%”

Admin Requirements & Permissions

QR Code Check-In can be performed by any VZ user who has the appropriate access. These users must be able to:

• Access reservation records

• Update attendance

• Manage the check-in process

To confirm or update permissions:
Navigate to Users → Search Users → [Select User] → Permissions
Ensure the required permissions are enabled.

Performing Check-In with a Device

To conduct check-in using QR codes:

1. Use a device capable of scanning QR codes (e.g., smartphone, tablet).

2. Ensure the device's browser is not in incognito/private mode.

3. Log in to the VZ Control Panel.

4. Use the camera to scan the participant’s QR code.

5. Depending on the system configuration, the scan will either:

   • Automatically check the participant in, or

   • Redirect to the Check-In page for manual confirmation.