Every guest invitation includes a unique QR code that your visitor presents at the front desk for check-in. The QR code links to a webpage showing visit details and confirms the invitation is valid. Understanding how QR codes work helps you and your visitors have a smooth check-in experience.
Your visitor receives the QR code link automatically when you send an invitation. They can access it on any device with internet and don't need to download an app.
Each QR code is unique to one invitation and cannot be reused for future visits. Every new invitation generates a new QR code.
How the QR Code Works
When you submit a guest invitation, the system generates a unique identifier for that specific visit. This identifier becomes part of a special URL like /guest-invitation/[invitationId].
The QR code is a scannable image that contains this URL. When front desk staff scan it with their camera, it opens the invitation details page and confirms who is visiting, who invited them, and when the visit is scheduled.
The QR code and webpage remain active for the entire invitation period, from when you create it until your guest checks out or the invitation expires.
What Your Visitor Receives
When you send an invitation, your visitor gets an email at the address you provided. The email includes visit details and a clickable link to their QR code page.
Email Contents
The invitation email typically contains:
Your name as the host who invited them
Arrival and departure dates and times
Building or residence hall name
Link to the QR code page with text like "View Your Invitation" or "Show This at Check-In"
Check-in instructions explaining where to go when they arrive
Parking information if your institution includes it
Contact information for questions
Some institutions also send the QR code link via SMS text message to the phone number you provided. This gives visitors two ways to access their code.
The QR Code Page
When your visitor clicks the link in the email, a webpage opens showing:
Large QR code image centered on the screen
Visit details including host name and dates
Instructions to present this code at the front desk
Building or location information
This page works on phones, tablets, and computers. Your visitor can access it anytime they have internet, even if they deleted the original email.
How Your Visitor Uses the QR Code
Your visitor arrives at the front desk during their scheduled time.
They open the QR code link on their phone or show a printed copy.
Front desk staff use a QR scanner or camera-enabled device to scan the code. The scan opens the invitation details on the staff's screen, showing your visitor's name, your name as host, and the scheduled visit times.
Staff verify your visitor's photo ID matches the name on the invitation, complete any required check-in forms, and click Check In.
You receive a notification that your guest has arrived. The QR code can be scanned multiple times for both check-in and check-out.
Tell your visitor to save the QR code link to their phone's home screen or bookmark it in their browser. This makes it easy to find when they arrive, even if they have no cell signal inside the building.
Accessing the QR Code Link
If your visitor loses the email or needs the link again, you can find it in your invitation list.
Click Visitors in the left navigation menu of your resident portal.
Find the invitation in your upcoming list and click it to open the details.
The invitation details page shows the QR code or a link to the QR code page. Copy this link and send it to your visitor via text message, social media, or any other method.
Saving the QR Code
Your visitor has several options for saving and accessing the QR code.
Save Link to Phone
On a smartphone, your visitor can bookmark the QR code page in their browser. This ensures they can access it even without the original email.
On iPhone, tap the share icon and select "Add to Home Screen" to create a shortcut. On Android, open the browser menu and select "Add to Home screen."
Screenshot the Code
Your visitor can take a screenshot of the QR code page on their phone. This creates a saved image they can access without internet.
The screenshot must be clear and include the entire QR code. Blurry or partial codes may not scan properly.
Print the Code
If your visitor doesn't have a smartphone or prefers paper, they can open the QR code link on a computer and print the page.
The printed code works the same as the digital version. Front desk staff scan the paper just as they would scan a phone screen.
Screenshots and printouts are convenient backups, but the original link is best. It ensures the visitor sees the most current invitation status if anything changes.
What If the Email Doesn't Arrive
If your visitor doesn't receive the invitation email within a few minutes, troubleshoot these common issues.
Check Spam or Junk Folders
Automated emails sometimes get filtered as spam. Have your visitor check their spam, junk, or promotions folders for an email from your institution's Housing.Cloud system.
Verify the Email Address
Double-check that you entered the correct email address when creating the invitation.
View your invitation in the resident portal and confirm the email address is correct. If wrong, you may need to cancel the invitation and create a new one with the correct address.
Send the Link Manually
While your visitor waits for the email, you can manually share the QR code link.
Find the invitation in your portal, copy the QR code URL, and send it via text message or social media.
Check Institution Email Systems
If your visitor uses an institutional email address from another school or organization, their email security settings might block external automated emails. Ask them to check with their IT department or use a personal email address instead.
QR Code Security
QR codes are specific to one invitation and one visitor. They cannot be duplicated or shared for other visits.
If someone else tries to use your visitor's QR code, front desk staff see the wrong name during check-in and will not allow entry. Each visitor must have their own invitation and QR code.
The QR code becomes invalid if you cancel the invitation. Canceled invitations display an error message when scanned, preventing check-in.
Using QR Codes Without a Smartphone
Visitors without smartphones can still use the QR code system.
They can access the QR code link on a tablet, laptop, or any device with internet and a screen.
Alternatively, they can print the QR code from any computer and bring the printed page to check-in.
If your visitor has no access to any device or printer, they can check in manually. Front desk staff can search for their invitation by name and process check-in without scanning a QR code.
Multiple Visitors, Multiple QR Codes
If you invited multiple people on the same invitation, each person gets their own QR code sent to their individual email address.
All QR codes link to the same invitation details, but each code is associated with a specific visitor's name. This helps front desk staff verify each person's identity during group check-in.
All visitors in the group can check in together. Staff scan each QR code sequentially or use one code to pull up the group invitation.
What Happens If the QR Code Won't Scan
If front desk staff have trouble scanning the QR code, try these solutions:
Increase the brightness on your visitor's phone screen.
Clean the phone screen or camera lens.
Hold the phone steady at a comfortable distance from the scanner.
If the QR code still won't scan, front desk staff can manually search for the invitation by typing your visitor's name or your name as host. The invitation details appear, and staff can proceed with check-in without the QR code.
QR Codes for Check-Out
The same QR code used for check-in also works for check-out.
When your visitor is ready to leave, they return to the front desk and show the code again.
Staff scan it and click Check Out to complete the process. This officially ends the visit and updates the status in the system.
Some institutions use automatic check-out, where the system checks out visitors at their scheduled departure time without requiring a scan. Check with your residence life office about your institution's check-out procedures.
Resending the QR Code Link
If your visitor needs the QR code link resent, you have a few options depending on your institution's system.
Some portals include a Resend Invitation button on the invitation details page. Click this to send another email to your visitor with the QR code link.
If no resend button exists, manually copy the QR code URL from your invitation details and send it to your visitor through text message, email, or social media.
Front desk staff can also resend the link or display the QR code on their screen if your visitor arrives without it.
Related Articles
Creating Guest Invitations (For Students)
Managing Your Guest Invitations
Checking In Guests with QR Codes (For Staff)
Guest and Visitor Management Overview