Self Check-In with a QR Poster

Members can check themselves in when they arrive. Print your makerspace’s check-in poster, hang it near the entrance, and members scan it with their phone. MakerVera records the visit, counts it against the member’s visit allowance, and shows them how many visits they have left.

Self check-in works alongside front-desk check-in and the door system. A member is checked in at most once a day, however they come in.

Who Can Use It

Task	Who
View, print and regenerate the check-in poster	People with the Manage Memberships permission (the Admin role by default)
Check themselves in by scanning the poster	Any active member of your makerspace. No permission is needed

Staff and admins can scan the poster too. Like everyone else, they’re only checked in if they have an active membership with visits left.

Print the Check-In Poster

1. Go to People → Memberships.
2. Click Check-in code. The Check-in code page shows your poster and a Self check-in panel.
3. Click Print poster, then print from your browser’s print dialog.

Only the poster prints: one page, Letter or A4, with dark text on a white background even if you use MakerVera in dark mode. The poster is printed in the language you’re using MakerVera in.

The poster shows your makerspace’s name, a QR code and three short steps: scan the code, sign in if asked, and tap Check in.

Tip

The Self check-in panel also shows the full Check-in link with a copy button. Use it if you’d rather show the code on a screen or a tablet at the front desk than print it.

How Members Check In

1. The member scans the poster with their phone’s camera.
2. If they aren’t signed in, MakerVera asks them to sign in, then brings them back to the check-in page.
3. The page shows your makerspace’s name and a Check in button. Nothing is recorded until they tap it, so opening or reloading the page never checks anyone in.
4. They tap Check in.

They then see one of these results:

Result	What it means
You’re checked in	The visit was recorded. The member sees how many visits they have left and when their allowance resets, or Unlimited visits.
You’re already checked in today	The member already has a visit today, from the poster, the front desk or the door. Nothing new is recorded and no extra visit is used.
You don’t have an active membership	Nothing is recorded. A See plans button takes the member to their membership page. This includes a membership that hasn’t started yet or has ended.
You’ve used all your visits for this period	Nothing is recorded. The member sees when their visits reset, and a View membership button.
This code isn’t valid for your makerspace	The member scanned an old poster (from before the code was regenerated) or another makerspace’s poster. Nothing is recorded.
Too many tries	The member tried more than 10 times in a minute. They can try again after a short wait.

Self check-in works at any hour, including when your makerspace is closed, and doesn’t need a door access system.

Caution

Unlike front-desk staff, members can’t check themselves in past their allowance or without an active membership. If someone needs to come in anyway, check them in from their profile instead.

Regenerate the Code

If a photo of your poster ends up somewhere it shouldn’t, regenerate the code:

1. Go to People → Memberships → Check-in code.
2. Click Regenerate code.
3. Read the warning, then click Regenerate.

Every printed poster stops working right away, and members who scan an old poster are told the code isn’t valid. Print the new poster and replace the old ones straight away.

The panel shows when the code was created, or when it was last regenerated. Every regeneration is recorded in your makerspace’s audit log with who did it.

Undoing a Self Check-In

A self check-in can’t be undone from the member’s profile. Only check-ins recorded by staff can be undone. See Checking Members In.

Troubleshooting

I don’t see the Check-in code button on the Memberships page.

Only people with the Manage Memberships permission see it. Ask an admin.

Members say the code isn’t valid.

1. Check that the poster they scanned is the newest one. If the code was regenerated, older posters no longer work.
2. Check that they’re signed in to your makerspace, not another one they belong to.
3. If you’re not sure, print the poster again from the Check-in code page.

A member scanned the poster but nothing was recorded.

The member has to tap Check in after the page opens. Scanning alone records nothing.

A member checked in by mistake.

The visit stays on their record. Self check-ins can’t be undone, and a member is only checked in once a day, so scanning again never uses a second visit.

Related Guides

• Checking Members In
• Membership Plans
• User Roles