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How to Check In a Member

Learn more about the different ways that you can Check In a member with our Check In tools, Digital Membership Cards, and Scanning devices.

Mitch Colleran avatar
Written by Mitch Colleran
Updated over 3 weeks ago

Summary

One of our most popular tools within our membership platform is the Member Check In functionality.

Essentially, a Membership can be checked-in through different tools - Phone Camera (any iPhone or Android device), Scanner Device, or through the backend Membership Record. Our system also provides tracking and reporting on these Check Ins.

This tool allows organizations to effortlessly track attendance, control access, track redemptions and generate detailed reports—all while giving members a seamless check-in experience.

4 Different Check In Methods

We support four approaches to checking in members. These methods can be mixed and matched based on your organization’s structure and preferences.

  1. Manually via Membership Record

  2. QR Scanner Device

  3. Phone Camera (iPhone or Android)

  4. Self-service Kiosk Mode

1. Check In via Membership Record

The first approach is the most straightforward - adding a 'Check In' via the Membership Record.

  • Pros to this approach:

    • No additional smartphones or devices are required

    • Members don't have to have their Digital Membership Cards

  • Cons to this approach:

    • Requires the person completing the Check In access to your Member Database (whether this is truly a 'Con' depends on your structure and who is doing the Check In)

    • Takes a bit longer to navigate to the membership record

Description of screenshot: Displaying where the check in process via Membership Record

2. QR Scan via Scanner Device

Use a third-party barcode scanner to scan the QR code on a member's Digital Membership Card.

  • Pros to this approach:

    • Quick and simple to scan the QR code and execute the Check In

    • Hardware is cheap to purchase and provide (so that employees don't have to use their own device)

  • Cons to this approach:

    • You have to buy a 3rd party Scanner Device

    • Generally, the scanner still needs to be connected to another device (e.g. a laptop at the front desk), so you're less mobile than the approach with a Smartphone

Description of video: Going over Member Check-Ins with a 3rd party device

3. QR Scan via Phone Camera

Use any iPhone or Android device to scan QR codes on Digital Membership Cards.

  • Pros to this approach:

    • Quick and simple to scan the QR code and execute the Check In

    • Nearly everyone already has the hardware (a smartphone - any iPhone or Android device will work)

    • Most 'mobile' friendly - e.g. you can scan while away from the front desk, in a field, at a music venue, etc.

  • Cons to this approach:

    • Whoever is doing the scan has to either (1) use their own device or (2) be provided a device

Description of screenshot: Displaying the Digital Membership Card's QR code

4. Kiosk Check-ins (Self-Service)

Kiosk Check-In enables members to scan themselves in, without Admin assistance. Just set up a scanner at your location and let members handle the rest.

Pros to this approach:

  • Speeds up check-ins and reduces wait times

  • Frees up Admins

  • Fully self-service experience for members

Cons to this approach:

  • Requires purchasing a standalone scanner

Here's where you can check out more information on Kiosk Check-ins.

Description of screenshot: Showing the Kiosk Check-in page

Activating Check-ins

Note: Activating the Check In Features requires one of our premium Packages such as our Total or Extra packages (see pricing here).

To activate:

  1. Go to any Membership Record

  2. Click the Settings icon (gear icon at the bottom)

  3. Toggle Check-Ins ON

This only needs to be done once—it activates for all memberships moving forward.

Description of screenshot: Displaying where to activate the check-in feature

Check in Reporting

Download Check-In Reports here: https://app.joinit.com/reports

Click on the 'Check In Reports' button at the top of the page next to Payment reports.

Here's the information that's available in these reports:

  • Membership ID

  • Email for Membership

  • Display Name for Membership

  • Membership Type

  • Check in date

  • Check in time

  • Check in timestamp

  • User ID of Checker

  • Alias of Checker (can be used for Location)

Description of screenshot: Displaying an example of an exportable report

Frequently Asked Questions

Does this work with all Barcode Scanners?

While we can't promise that it works with all Barcode Scanners, the QR codes that we use are universally encoded to be compatible with most Barcode Scanners that read 2D Barcodes (which should be listed in the product description).

List of 3rd Party Scanner Devices we recommend:

  • Eyoyo Handheld USB 2D Barcode Scanner (via Amazon)

  • NetumScan-2D-Barcode-Scanner-Handheld [USED IN VIDEO DEMO] (via Amazon)

Can I track the Location of a Check-in?

Absolutely! When a 'Check In' is executed, Join It records that ID for the Account who completed the Check In. Within your Organization, you can name each account to represent a Location (Devices, Venues, Admin, Individual, etc.). This provides flexibility for Organizations to better track and receive deeper insights into their Check Ins.

Why doesn’t my Membership Card show a QR code in the Member Portal?

QR codes are not displayed directly within the Member Portal. To view a member's QR code, make sure that:

  1. QR codes are enabled for your organization (this can be turned on in the Membership Card settings).

  2. Members download their Digital Membership Card to either Google Wallet or Apple Wallet—that’s where the QR code will appear.

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