The check-in process verifies visitor identity, completes required forms, and officially records a guest's arrival on campus. Front desk staff scan the visitor's QR code, verify photo identification, complete any check-in forms configured by housing administration, and notify the host resident.
This streamlined workflow replaces paper sign-in sheets and manual logs with digital records that update in real time across all portals.
You need the checkInGuests permission to check in visitors. Navigate to /staff/visitors or use the QR scanner tool to begin the check-in process.
Before You Begin
Ensure you have access to a device with a camera for scanning QR codes. Most front desk computers, tablets, or smartphones work for this purpose.
Familiarize yourself with your institution's visitor policies, including what types of photo ID are acceptable, whether visitors must be escorted, and any building-specific rules.
Know where to find the check-in forms configured by your housing office. These forms may include liability waivers, health attestations, or building rules acknowledgments.
When a Visitor Arrives
When someone arrives at the front desk asking to visit a resident, begin the check-in process.
Greet the visitor and ask for their guest invitation QR code. The visitor shows you their phone screen displaying the QR code, or hands you a printed copy.
Ask the visitor for their photo ID. Acceptable forms typically include driver's license, state ID, passport, or student ID from another institution. Verify what IDs your institution accepts.
Scanning the QR Code
Open the QR scanner tool in your staff portal. The exact location varies by institution, but common paths include a dedicated scan button, a camera icon in the navigation, or a scan page at /staff/visitors/scan.
Point your device's camera at the visitor's QR code. Hold the device steady a comfortable distance away, typically 6-12 inches.
The scanner automatically detects the QR code and reads it. You don't need to press a capture button—the scan happens instantly when the code is in focus.
What Appears After Scanning
After a successful scan, the invitation details page loads on your screen. This page shows:
Visitor's full name as entered on the invitation
Host resident's name who created the invitation
Scheduled arrival and departure dates and times
Current invitation status (should be Invited if not yet checked in)
Any special instructions entered by the host
Contact information like email and phone number
Review this information to verify you have the correct invitation and visitor.
Verifying Visitor Identity
Compare the name on the invitation details to the name on the visitor's photo ID. They must match exactly.
Check the photo on the ID against the person standing in front of you to confirm they are the same individual.
Verify the ID is current and not expired. Some institutions require IDs to be valid for the entire duration of the visit.
If Names Don't Match
If the name on the ID does not match the invitation, do not proceed with check-in. Ask the visitor to contact their host resident to create a corrected invitation with the proper legal name.
Common mismatches include nicknames used on invitations instead of legal names, spelling errors, or someone trying to use another person's invitation.
If the Visitor Has No Photo ID
If the visitor forgot their ID or doesn't have acceptable identification, follow your institution's policy. Some schools allow check-in with secondary verification like the host coming to the front desk to confirm identity. Others require photo ID without exceptions.
Document any ID exceptions according to your procedures and notify your supervisor if uncertain.
Completing Check-In Forms
If your housing office configured a guest check-in form, it appears on the screen after you scan the QR code and before you finalize check-in.
Read each question to the visitor and record their answers. The form may include questions like:
Health attestation checkbox: "I confirm I have no symptoms of contagious illness"
Liability waiver: "I acknowledge and agree to follow residence hall rules"
ID verification checkbox for you to mark: "Photo ID verified by front desk staff"
Building rules acknowledgment
Emergency contact information
Required vs Optional Questions
Questions marked as required must be answered before you can complete check-in. Required checkboxes must be checked, and required text fields must be filled in.
Optional questions can be skipped if the visitor prefers not to answer or doesn't have the information.
Signature Fields
If the form includes an electronic signature field, hand your device to the visitor so they can sign with their finger or a stylus. The signature captures their acknowledgment of waivers and policies.
After the visitor signs, verify the signature is visible and not blank before proceeding.
Notifying the Host (Optional)
Some institutions require or recommend notifying the host resident before checking in their guest. This gives the resident time to come to the front desk if escorts are required.
If a Notify Host or Alert Resident button appears on the check-in screen, click it to send an immediate notification to the host.
The host receives a message like "Your guest is waiting at the front desk" via in-app notification, email, or SMS depending on their settings.
Wait for the host to arrive if your policy requires it, or proceed with check-in and allow the guest to go find their host independently.
Finalizing Check-In
Once you've verified ID, completed all required forms, and sent any necessary notifications, click the Check In button to finalize the process.
The system immediately updates the invitation status from Invited to Checked-In. A timestamp records the exact check-in time.
The host resident receives a notification that their guest has arrived and been checked in.
The visitor now appears on the currently checked-in list visible at /staff/visitors/checked-in or similar portal pages.
What to Tell the Visitor
After completing check-in, give the visitor directions to find their host. Provide building navigation instructions if the building is large or complex.
Remind the visitor that they must check out at the front desk when they leave, or inform them if your institution uses automatic check-out at the scheduled departure time.
Some institutions issue visitor badges or temporary access cards. Follow your procedure for providing any physical credentials.
Check-in is complete when the status changes to Checked-In and the visitor receives directions. The entire process typically takes 1-3 minutes per visitor.
Checking In Multiple Visitors
If a resident invited multiple people on the same invitation, each visitor has their own QR code sent to their individual email.
Scan each visitor's QR code separately. The same invitation details load each time, but you verify each person's ID and complete forms for each individual.
Alternatively, some systems allow you to check in all visitors on one invitation together. After scanning the first code, a list of all visitors on that invitation appears with checkboxes to select who is present. Verify IDs for everyone and check them all in at once.
Checking In Guests Without QR Codes
If a visitor arrives without their QR code because they forgot their phone, deleted the email, or can't access it for technical reasons, you can check them in manually.
Navigate to /staff/visitors and use the search function. Search by the visitor's name or the host resident's name.
Locate the correct invitation in the search results. Verify the dates match when the visitor says they're scheduled.
Click the invitation to open the details and proceed with ID verification and forms just as you would after scanning a QR code.
Finalize check-in using the Check In button. The process is identical, just without the QR scan step.
Remind visitors who lose access to their QR code that you can check them in by name. They should still bring photo ID as proof of identity.
Handling Early or Late Arrivals
If a visitor arrives before their scheduled arrival time, you can still check them in if your institution's policies allow early check-in.
The system may display a message noting that the arrival is earlier than scheduled, but it typically does not prevent check-in. Use your judgment based on how early they arrived.
If a visitor arrives significantly late or after their scheduled departure time has passed, verify with the host resident whether they still want the visit to proceed. The invitation may still be valid, but timing may have changed.
Troubleshooting Check-In Issues
QR Code Won't Scan
Increase brightness on the visitor's phone screen. Dim screens make codes hard to read.
Clean the camera lens on your scanner device. Smudges reduce scan accuracy.
Try moving the code closer or farther from the camera to find the optimal focus distance.
If scanning repeatedly fails, switch to manual check-in by searching for the invitation by name.
Invitation Shows as Canceled
If the scanned QR code shows a Canceled status, the host resident or an administrator canceled the invitation. The visitor cannot be checked in.
Explain to the visitor that their invitation is no longer valid and ask them to contact their host to clarify the situation.
Invitation Is for a Different Date
If the invitation dates don't match the current date, verify with the visitor when they're supposed to arrive. They may have arrived on the wrong day, or the host may have created the invitation for a future date.
Contact the host to clarify whether to proceed with check-in despite the date mismatch.
Visitor Is Banned
If the system displays a Banned status, the visitor has been prohibited from campus by housing administration. Do not check them in.
Politely explain that you cannot complete check-in and suggest they contact the residence life office for more information. Do not discuss details of why they are banned.
Multiple Invitations Exist
If search results show multiple invitations for the same visitor, check the dates and status of each to find the current active invitation.
Use the one with an Invited status and dates matching the visitor's arrival. Past or canceled invitations should be ignored.
Recording Check-In Notes
Some systems allow you to add notes to a check-in record. Use notes to document unusual circumstances, ID exceptions, or important details for your shift report.
Examples of useful notes include "Host came to front desk to verify identity" or "Visitor arrived 3 hours early, contacted host who approved check-in."
Shift Best Practices
During busy periods like family weekends, keep your QR scanner ready and minimize distractions to process check-ins quickly.
If a line forms, ask visitors who don't have their QR codes ready to step aside while you check in those who are prepared. This keeps the line moving.
Communicate with your shift partner about who is handling check-ins versus other front desk duties.
Periodically review the checked-in list to monitor how many guests are currently in the building. This information is useful for capacity tracking and emergency response.
Related Articles
Checking Out Guests (For Staff)
Searching and Viewing Visitor Records (For Staff)
Understanding QR Codes and Visitor Check-In (For Students)
Guest and Visitor Management Overview