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Activate and Configure the Check-In App

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Donna J
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checkin_app_banner.png

The Check-In App allows customers to check in for a class or service by scanning a QR code onto a tablet. They can also book future appointments and purchase memberships from the app.

Note

Customers can check in even if they do not have an appointment or class scheduled for that day.

Anyone can check in as long as:

  • The customer has a customer profile.

  • The customer uses the QR code on their phone or manually logs into their account.

Prerequisites

The Vagaro Check-in app is only available for tablets. The check-in app is available to all Vagaro businesses for an extra charge. See pricing information.

Activate the Check-In App Feature

  1. If you haven't already, download the Check-In App from the Apple App Store or Google Play.

  2. Navigate to Settings → Add-Ons → Check-In App.

    Vagaro Pro: Start from More, then Settings → Add-Ons → Check-In App.

    Note

    You can also manage these settings from the Check-In App by tapping the gear_8_clear.png icon and signing in.

  3. Click Get Started to activate the feature, then configure the app settings.

    check_in_app_settings1_2x.png

    1. Select a color theme for buttons shown in the app.

    2. Click the image next to the Logo to add a logo to the app.

      If you have a logo already set in your Venue Gallery, the app will use it. You can change the logo image for just the Check-In App.

    3. Set Automatically Return to Home set the inactivity period (how long before the app returns to the home screen.)

      Choices are 15, 30, 60, and 90 seconds.

    4. Toggle Allow Customers to Check-In After Class.

      This sets a limit for how long after a class ends a customer can still check in, between 1 and 5 hours.

    5. Set Play Sound to Success, Failure, or None to play a sound for check-in actions.

  4. Set Membership Purchase to None, Required, or Optional.

    check_in_app_settings2_2x.png

    • None: no membership requirement. (Use none to remove any previously set requirement.)

    • Required: require a user to sign up for or purchase a membership during registration.

    • Optional: give customers the option to purchase a membership during the registration process.

    1. Toggle Prompt to scan membership card after purchase on to prompt the app to scan the customer's membership card.

    2. Toggle Membership Required to Check-In on to require customers to have an active membership when checking in and prompt them to purchase one if they do not.

      1. Under Message to Customers with Inactive Memberships, enter a message you want to show to customers with deactivated memberships.

      2. Toggle Allow Customers to Purchase or Renew Memberships.

        This lets customers buy a new membership or renew an expired one using the app.

  5. Toggle Display a Custom Message After Customer Check-In on and enter a message to show customers on the app.

    This custom message is shown with the request to confirm the customer's mobile number (next setting.)

    check_in_app_settings3_2x.png

    1. Toggle Confirm Customer Mobile Number During Check-In on to ask for confirmation.

      When the customer checks in for an appointment, they see this screen:

      confirm_mobile_num_2x.png

    2. Toggle Hide Customer List Upon Check-In to your preference.

      You can show a list of names for the customer to select from (or search) or ask them for their email to check in.

      If On, customers are prompted to enter their email address and password.

      hide_cust_list_2x.png

      If Off, customers can search the list for their name. They must still enter the account password.

      show_cust_list_2x.png

    3. Kiosk Management: see Check-In App: Kiosks for details on kiosks.

  6. Click Save to finish.

Once you've activated the app and installed it on a tablet, you can manage all these configuration settings from within the app. Click the gear icon and then click Settings to access the options.

Deactivate the Check-In App

You can deactivate the Check-In App from the web and Vagaro Pro versions or from the Check-In App settings on your tablet.

On the Web or Vagaro Pro app:

  1. Go to Settings → Add Ons → Check-In App.

    Vagaro Pro: Start from More, then Settings → Add-Ons → Check-In App.

  2. Click/tap the Deactivate button and then click/tap Deactivate on the warning screen.

From a tablet running the Check-In app:

  1. Tap the gear_8_clear.png icon, and sign in.

    sign_in_register_2x.png

  2. Tap Settings.

    tablet_settings_options_2x.png

  3. Tap the Deactivate button and then tap Deactivate on the warning screen.

The app is deactivated, and you will no longer be charged.

You can reactivate the Check-In app at any time.

Additional Information

Guided Access on iPhones and iPads

Use Guided Access to restrict the iPhone or iPad you use for the Check-In App to show ONLY that app. Check Apple's help for more, or follow these steps.

  1. Go to your Settings app.

  2. Tap Accessibility.

  3. Find and open Guided Access and toggle it on.

    Set a passcode and time limits and toggle the Accessibility Shortcut on or off.

To start Guided Access for the Vagaro Check-In App, open the app and then start Guided Access, usually by triple-clicking the Home button or top button (depending on the iPad model.)

To end Guided Access, triple-click the Home or top button. Enter a passcode if you set one up.

Screen Pinning on Android Devices

Screen or window pinning on Android devices also lets you restrict the use of the device to only the Check-In App. Because there are so many makes and models of devices running the Android OS, please search the web or your device maker's support pages for specific instructions. A good general search would be for "screen pinning on [phone make and model]."

Customer QR Code

Scanning the QR code on a customer's device is the fastest way to check in. Each customer of a Vagaro business has a unique QR code.

Show your customer how to access their unique QR code for checking in on the app:

  1. Log in to the Vagaro customer app and tap Profile at the bottom of the screen.

  2. The QR code is partially displayed. Swipe down on the screen to see the complete code.

    reveal_qr_code_looping.gif

  3. Scan this code on the Check-In App.

    qr_revealed_2x.png

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