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SStandShare

Run QR check-in at your venue

Operator

This guide covers the end-to-end QR check-in workflow for venue operators, from setting up check-in for an event through scanning workers and handling overrides on event day.

Overview​

StandShare uses a QR code-based check-in system to track worker arrivals at venue events. Workers present a QR credential on their device, and operators (or designated staff) scan it using the Scanner PWA. Check-in data flows in real time to the Check-In Dashboard, giving you live visibility into staffing coverage.

Setting Up Check-In for a Venue Event​

  1. Navigate to the event detail page for the upcoming event (from Events in the operator navigation).
  2. Verify that the event has a stand layout configured -- the coverage grid relies on knowing which stands need staffing.
  3. Confirm that worker assignments are in place. Workers who have been assigned to the event will receive their QR credentials automatically.
tip

Workers can access their QR credential from their own StandShare account. The credential screen includes biometric or PIN verification to prevent sharing. See QR Check-In for Workers for the worker's perspective.

Opening the Check-In Dashboard​

  1. Navigate to /events/EVENT_ID/checkin or select the Check-In Dashboard link from the event detail page.
  2. The dashboard loads with the current state of check-ins for that event.
  3. A Live indicator in the header confirms that real-time updates are active.

For a detailed guide on interpreting the dashboard, see Check-In Dashboard for Operators.

Using the Scanner to Check In Workers​

Accessing the Scanner​

Open the scanner at /scanner/EVENT_ID. On mobile devices, this page is designed as a Progressive Web App (PWA) -- you can install it to your home screen for quicker access. See Scanner PWA for installation instructions.

Scanning Workflow​

  1. Point the camera at the worker's QR code. The scanner uses the device camera to continuously look for QR codes.
  2. Wait for validation. After detecting a QR code, the scanner sends it to the server for verification. You will see a brief "Validating..." message.
  3. Read the result. The scan result screen shows one of three outcomes:
    • Approved (green) -- The worker is verified and checked in. Their name, organization, and photo are displayed.
    • Warning (yellow) -- The scan was accepted but requires coordinator attention (e.g., a compliance flag). The worker's name is shown along with the detail "Check with coordinator."
    • Denied (red) -- The scan was rejected. A reason is displayed (e.g., invalid credential, worker not assigned to this event).
  4. Dismiss the result by tapping the screen to return to scanning mode for the next worker.

The scanner includes built-in duplicate detection. If the same QR code is scanned twice in a row, the second scan is ignored.

Reading the Coverage Grid​

The Check-In Dashboard includes a Coverage by Stand section that shows staffing levels at a glance:

  • Each stand is listed as a row with a progress bar.
  • The fraction (e.g., "3/5") shows checked-in workers versus expected workers.
  • Stands with a gap greater than two workers are flagged with a warning icon and highlighted.
  • The progress bar fill width corresponds to the coverage percentage.

Use this grid to quickly identify which stands are short-staffed and need attention.

Manual Check-In Override​

If a worker cannot present their QR code (dead battery, forgotten device, credential issue), you can check them in manually:

  1. On the scanner page, tap Manual search at the bottom of the screen.
  2. Type the worker's name in the search field. The search matches against the cached event roster.
  3. Select the correct worker from the results list. Each result shows the worker's name and organization.
  4. The worker is checked in and the result screen displays the same confirmation as a QR scan.

Manual check-ins are queued in the same way as offline scans and sync to the server when connectivity is available.

Tips for Event Day​

  • Arrive early. Open the scanner and the Check-In Dashboard before the first workers are scheduled to arrive. Confirm the live connection indicator shows "Live" or "Online."
  • Assign dedicated scanning staff. If your venue has multiple entrances, assign one device per entrance. Each device runs its own instance of the Scanner PWA.
  • Keep the dashboard visible. Use a tablet or laptop at the command post to display the Check-In Dashboard. It updates in real time as scans come in.
  • Monitor gap alerts. The dashboard flags stands that are below minimum staffing. Coordinate with NPO leads to redirect workers as needed.
  • Use manual search as a fallback. The manual search works even when offline because it uses a locally cached copy of the event roster.
  • Export data after the event. Use the Export CSV button on the Check-In Dashboard to download the full check-in record for your files.

Next Steps​