Understanding QR Check-In
StandShare's QR check-in system provides a fast, reliable way to track worker arrivals at concession stand events. Instead of paper sign-in sheets or manual roll calls, workers show a QR code on their phone and a coordinator or operator scans it. The system records the check-in instantly and updates a live dashboard in real time.
This page explains how the entire check-in flow works, from the worker's QR credential to the coordinator's dashboard.
How It Works: The Big Picture
WORKER SCANNER DASHBOARD
| | |
| 1. Open QR credential | |
| on phone | |
| | |
| 2. Show QR code ------> | |
| | 3. Camera reads QR |
| | |
| | 4. Validate credential |
| | |
| | 5. Record check-in ---> |
| | | 6. Dashboard updates
| 7. Confirmation shown | | in real time
QR Credentials
A QR credential is a secure, time-limited code that identifies a worker for a specific event. When a worker opens their check-in screen for an event, StandShare generates a credential that contains:
- The worker's identity
- The event they are checking into
- Compliance status (identity verified, certifications valid)
- An expiration timestamp
The credential is displayed as a QR code on the worker's phone screen. For security, the QR code automatically refreshes every 30 seconds. A countdown timer on screen shows when the next refresh will happen. This prevents someone from taking a screenshot and reusing it.
What workers need to know
- Open the check-in page for your event before you arrive.
- Hold your phone screen up to the scanner when it is your turn.
- If the QR code fails to load, tap the Retry button.
- You do not need to install any app -- the QR code displays in your web browser.
Scanning
Coordinators and operators scan QR codes using StandShare's built-in camera scanner. The scanner works in any modern web browser -- it uses your device's camera to read QR codes continuously.
When a scan is successful, the system:
- Validates the credential -- checks that it has not expired, belongs to a real worker, and matches the event.
- Records the check-in -- logs the worker's arrival with a timestamp.
- Shows a confirmation -- the scanner displays the worker's name and status (approved or warning).
What scanners need to know
- Open the scanner page for the event on your phone, tablet, or laptop.
- Grant camera permission when your browser asks.
- Point the camera at the worker's QR code. The scanner reads it automatically -- no button press needed.
- If a scan returns a warning (for example, a compliance issue), the worker's name still appears but with a warning flag.
The Check-In Dashboard
The Check-In Dashboard is a live view of all check-in activity for an event. It is designed for coordinators and operators who need to monitor staffing levels at a glance.
The dashboard includes:
Stats Row
Three key numbers at the top of the screen:
- Checked In -- how many workers have arrived
- No Show -- how many expected workers have not checked in
- Late Arrivals -- how many workers arrived after the expected start time
Coverage by Stand
A breakdown of staffing levels for each concession stand at the event. Each stand shows:
- How many workers have checked in versus how many are expected
- A visual progress bar
- A warning icon if the stand is below minimum staffing (a staffing gap)
Arrival Timeline
A visual chart showing when workers arrived, grouped into 15-minute time buckets. This helps you see arrival patterns -- for example, whether most workers arrived on time or trickled in late.
Recent Check-Ins Feed
A live feed of individual check-ins as they happen. Each entry shows:
- Worker name
- Organization
- Stand assignment
- Check-in time
- A "Late" badge if the worker arrived after the expected time
You can search the feed by worker name, organization, or stand to quickly find a specific person.
Export
The dashboard includes an Export CSV button that downloads all check-in data as a spreadsheet. The export includes worker names, organizations, stands, times, and late status.
Real-Time Updates
The dashboard uses server-sent events (SSE) to receive check-in updates in real time. When a worker is scanned in, the dashboard updates within seconds -- no need to refresh the page.
A live indicator in the top-right corner of the dashboard shows the connection status:
- Live (green dot) -- connected and receiving real-time updates
- Connecting... -- attempting to reconnect
If the connection drops, the dashboard will attempt to reconnect automatically.
Offline Support
StandShare's scanner includes offline support for situations where internet connectivity is unreliable (common at outdoor venues and large events).
When online, the scanner automatically caches:
- The event's check-in configuration and security keys
- The worker roster (names, organizations, photos)
If the device loses internet connectivity, the scanner continues to work:
- QR codes are validated locally using cached security keys
- Scans are saved to the device's local storage
- When connectivity returns, pending scans are automatically synced to the server
This means check-in never stops, even if your Wi-Fi drops mid-event.
Who Does What
| Role | What they do |
|---|---|
| Worker / Guest Worker | Opens QR credential on phone, shows it to be scanned |
| Coordinator | Scans workers at the event, monitors the dashboard |
| Operator | Scans workers, monitors the dashboard, exports data |
| Admin | Views dashboard and reports, configures check-in settings |
Tips for a Smooth Check-In
- Workers: Open your QR code before you get to the check-in line. Make sure your phone screen brightness is turned up.
- Scanners: Hold the camera steady about 6-12 inches from the QR code. The scanner reads continuously, so just wait for the confirmation.
- Coordinators: Keep the dashboard open on a separate device (tablet or laptop) so you can monitor arrivals while scanning on your phone.
- Event day: Test the scanner before the event starts to make sure camera permissions are working.
Next Steps
- Getting Started — Set up your account
- How-To Guides — Step-by-step instructions