How attendees check in and out with the Attendance QR code

How do attendees check in and out using the QR code?

Overview

On the day of their shift, somebody with the Vome app opens that shift, taps Check in, and scans the code you have put up. Checking out works the same way, on the same code.

That is the whole flow. Almost every question about it is really about the conditions underneath, so those come first.

1. What has to be true before somebody can scan?

Four things, and all four are required:

  • They are a Vome User, with an account they have logged into
  • They have the mobile app, because the code cannot be scanned from a browser
  • They are reserved for a shift
  • They are scanning on the day of that shift
Info
The day-of restriction is deliberate, and it means you cannot properly test the QR code in advance. Set it up now, then do the real check on the morning of your first shift with an actual person and an actual phone.

2. What do I tell attendees to do?

  1. Open the Vome mobile app and log in if they are not already.
  2. Open the shift they are scheduled on today.
  3. Tap Check in.
  4. Allow camera access if the app asks.
  5. Scan the code, or enter the ID number printed alongside it.

At the end of the shift they repeat it to check out.

3. What if the scan will not work?

You have three fallbacks, and it is worth knowing all three before an event rather than during one:

  • The ID number. The printout carries an ID number. Entering it in the app checks somebody in or out without scanning, which covers a dead camera or a code that will not focus.
  • A kiosk. An Attendance Kiosk runs on a device you supply and works for anyone who turns up, including people with no Vome account. This is the option that never excludes anybody.
  • You. An administrator can always check somebody in or out manually from the Schedule, on the web or in the app.

4. Who can never use the QR code?

Anybody the four conditions rule out, which in practice means:

  • Offline profiles. No account, so no app, so no scan. Use a kiosk or check them in yourself.
  • Anybody without the app. The mobile app is required.
  • Anybody not reserved for a shift that day. Including people who turn up to help unannounced.

If you expect walk-ups, plan for the kiosk. It is the tool built for exactly that.

5. What if I would rather they did not scan anything?

Turn on the setting that lets people tap to check in and out from the app without scanning the QR code.

Be clear about what that does: it replaces the scan rather than adding a second option. From the app there is one method at a time, so turning tap on takes the QR code out of the flow for those opportunities.

6. How do I know somebody actually turned up?

With a scan, reasonably well, because the code is physically at the place. With a tap, not at all on its own, since a tap can happen from anywhere including from home.

Proximity validation is what closes that gap. It requires the person to be within a set radius of the shift location, and it can be layered on either method. If hours are reported anywhere that matters and you have chosen tap, turn proximity on.

Summary

  • The attendee opens their shift in the app on the day, taps Check in, and scans. Check out is identical.
  • Four conditions all have to hold: Vome User, mobile app, reserved for a shift, and on the day of that shift.
  • The day-of rule means the code cannot be tested in advance.
  • Fallbacks are the printed ID number, a kiosk, or an administrator doing it manually.
  • Offline profiles and walk-ups cannot scan. Kiosks cover them.
  • Tap to check in replaces scanning. Proximity validation is what makes a tap mean they arrived.

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