AOEC Check-In Door crew check-in guide
Everything you need to check guests in on the day. Read it once before your shift. It takes about five minutes.
Before your shift
- Install the app on your own phone using the install guide.
- Sign in with your own sign-in code and the door password from your coordinator. Your code is your first initial and last name, for example jsmith.
- Charge your phone and bring a battery pack if you have one.
- Stay online. The app needs Wi-Fi or mobile data for every check-in.
- Turn your sound on if you'd like it. Each result plays its own short tone, and Android phones also buzz.
- Your name is recorded beside each guest you check in, so always sign in as yourself. Tap Sign out under the menu when you finish or hand the phone to someone else.
Checking someone in
- Open Scan. Greet the guest and ask for their QR code. It may be on their phone or on paper.
- Hold your phone about a hand's width from the code, with the code inside the four corner marks. It reads in a second or two.
- Read the result. The outcome is written at the top of the card, with the guest's name and their sessions underneath.
- Tap Next guest.
What each result means
Every result has its own words and its own icon, so you never have to rely on the colour of the card.
| You see | What to do |
|---|---|
| Checked ingreen card | Welcome them in. Tell them their session if the card shows one. |
| Already checked inamber card | The code was used earlier. The card shows when and by whom. If it's the same person coming back in, let them through. If you're not sure, ask the registration desk. |
| Not foundred card | Don't turn them away. Go to Lookup and search their name. |
| Registration cancelledred card | Don't admit. Send them to the registration desk. |
| Errorred card | Check your Wi-Fi or data and try again. If it keeps happening, use Lookup. |
No QR code, or it won't scan
- Guests never need a phone. Their name is enough.
- By name: open Lookup, type a few letters of their name, and tap Check in beside the right person.
- By code: on the Scan screen, type the code from their email under No QR? Type their code. It looks like AOEC-ABC123. Capitals don't matter, and you can leave off the AOEC part.
- Screen won't scan? Ask them to turn their brightness up, or to tap Open my pass in their email for a larger code.
Guests who check in differently
- Their phone may speak for them. The pass has a Read my name and code aloud button. Listen, then search the name in Lookup or type the code.
- They may show you the screen without saying anything. The name and code are in large text on their pass. Check them in from that.
- A printed pass scans the same way as a phone.
- Take the time each person needs. There's no need to ask why someone is checking in a different way.
Walk-ins and fixes
- Not registered? If your coordinator is allowing walk-ins, open Lookup and tap Add a walk-in guest. It adds them and checks them in.
- Checked in the wrong person? Find them in Lookup and tap Undo.
- Handing your phone to someone else? Tap Sign out and have them sign in with their own code, so check-ins go under their name.
If something goes wrong
| Problem | Try this |
|---|---|
| Camera won't start | Tap Re-enable camera and choose Allow. If you opened the link inside Instagram, WhatsApp or another app, open it in Chrome or Safari instead. |
| Nothing happens when you scan | Check your Wi-Fi or data. Until it's back, write names down and check them in afterwards through Lookup. |
| The app asks you to sign in again | Sign in with your code and the door password. You stay signed in for 12 hours. |
| Your sign-in code isn't accepted | Check the spelling: first initial and last name, no spaces. If it still fails, ask your coordinator to check the list. |
| The app won't load at all | Ask your coordinator for the backup address. |
Practise before the day
Open Practice from the home screen. You get six exercises that show every result, with your own practice guests, so what you do never affects anyone else's practice. You can scan the codes from another screen or a printout, or tap Check in on this phone to see the same result without the camera. Tap Start over to run through it again.
The practice guests all have the surname Practice, so you can also find yours in Lookup. They're not real guests and don't count toward the day's numbers.