Checking in with QR Codes
What is a QR code?
The QR in QR code stands for Quick Response. It is a two-dimensional square bar-code that can store structured data. It is used primarily to transfer information from a medium (paper, screen,…) to a smart device using the receiving device’s camera.
You might have seen or used a QR code before, on a plane ticket, a movie pass, and even the metro pass you scan to get past the turnstiles.
Here is an example of one type of QR code. This is the type you will find in our invitation emails and on visitor badges:
At Proxyclick, we use QR codes to store information about a visit or visitor profile. Visitors use the codes to check in or out in a quick, easy and more secure way.
Proxyclick handles two types of QR codes:
The Single Use QR code
The visit QR code can be used only once to check in and to check out of a pre-registered visit. The code contains data for a specific visit on a specific day. This means the QR code will only be valid the day of the visit and it will be invalid if scanned the day before or after the visit. This type of code is used for single or recurring visits created via the Proxyclick Dashboard or via calendar integration.
The Permanent QR code
The permanent QR code can be used multiple times to check in and out. The code identifies the visitor profile (name and associated information) even if the visitor is not pre-registered. This code can be used to check in or out and it can be used by any returning visitor.
Tip 💡 In order to get the most efficient check in for guests with the permanent QR code, it is recommend that custom questions are saved in customer profile and the Skip if pre-filled option is activated for the check in flow.
How can a visitor receive a QR code?
There are 5 ways a visitor can receive a QR code depending on the type of QR code.
A single visit QR code can be obtained in 4 ways:
1. It can be included in the invitation email when the visitor is pre-registered via the Proxyclick Dashboard. You can enable (or disable) this option in Settings > Notifications > Invitation email > Customize
2. It can be included in the Welcome email when the visitor checks in on the iPad. Advantage is that you do not need to invite the visitor in advance in order to send the visit QR code. We advise you to add a custom message on the iPad informing the visitor he should check his inbox for the Welcome email. You can enable (or disable) this option in Settings > Notifications > Welcome email > Customize
3. It can be sent after a guest has completed the Remote Registration pre-screening.
This is a feature of the Remote Registration feature and could take place of the code being sent in the invitation email to ensure it is not sent prior to the guest completing the questions for the visit. You can enable the feature in Settings > Remote Registration > QR code by email
4. It can be printed on the visitor badge. This can be useful at check-out or in combination with Access Control Systems (see section “use cases” below). You can enable (or disable) this option in Settings > Badge and printer > Customize and add the QR Code from the Badge Item Library on the left side of the editor.
Tip 💡 To offer your guests the best check in experience possible, the QR code on the badge should be as large as possible.
Ideally you'll want the QR code to be a minimum of 1 inch or 25 mm.
The permanent code can be obtained in 1 way:
It is generated if the visitor asks to get it from the summary screen when he checks in on the iPad. You can enable (or disable) this option in Settings > Configure Kiosk > Summary
What are typical use cases?
QR codes can be used in many ways. We provide below 3 examples: unique identification, Access Control System (ACS) integrations and confidential check-out.
Some companies require guests are pre-registered before being allowed to visit the premises. This is not easy with name-based recognition on the iPad as anyone can type a few letters and pick a name in the drop-down. QR codes solve this issue as visitors need to have received a code in order to check in.
Access Control Integration
Integrating Proxyclick and your ACS offers many advantages. Examples include the ability to define the access rights based on the type of visitor (captured on the iPad) or the elimination of unnecessary duplicate entries or steps (e.g. a check out on the ACS automatically switches the status to checked out in Proxyclick and thereby removes the visitor from the emergency list).
QR codes play an important role in many ACS integrations as they can be used by the visitors to open the access points (turnstiles, doors…) of your ACS at entry of exit.
When using Proxyclick with access control, additional info might be added to the QR code.
Depending on the situation, it might be better to deliver the QR code in the invitation email, in the welcome email or on the badge. For instance, using the Welcome email or badge removes the necessity to invite the visitor in advance. On the other side, including the QR code in the invitation email can be appropriate when the Access Point is located before the iPad.
For more information on reading QR codes with access control, please click here.
Note💡 To ensure a secure entry permanent QR codes are not compatible when using access control. Recurring meetings can be set up for visitors that are often coming to your offices, allowing you fine-grained control of when they are allowed to enter the building.
Visitors can use their QR code (typically printed on the badge) in order to check out. This has two advantages:
Increased confidentiality as the visitor will not see other names of visitors at check out in the drop-down
Increased authentication of the visitor (unique code)
Here is a summary of the ways a visitor can get a QR code with the typical use cases.
Want more information about QR codes or any of the ways you can utilize them at your location? Reach out to our Customer Support team at email@example.com or by clicking on the blue chat button in the lower corner of your browser.