Important Notes:
You will need version 3.2.0 or later of the Envoy Visitors app to use QR codes.
You must have an iPad paired to the account at the time of the invite for a QR code to generate.
This article is about how visitors can use their own QR code invitation to speed up the kiosk sign-in process. Are you looking to set up a static QR code to display for your company's sign-in? Check out our Static QR code article.
Benefits of signing in with QR codes
Visitors who register have the option of signing in with a QR code. Rather than type their information on the iPad, visitors can sign in instantly by using the iPad’s camera to scan their QR code.
QR codes provide a more seamless, light-weight sign-in experience for visitors who have already taken the time to register. This lets visitors sign in faster, freeing up your kiosk for other people who may be waiting to sign in.
When visitors sign in without using their QR code, the system doesn’t recognize their invite and will sign them in as a new entry.
How to make QR codes available to visitors
Your visitors receive a QR code via email when they register for their visit.
To turn on registration and make QR codes available to your visitors, navigate to Visitors > Settings > Invites and enable registration. You can now invite people to visit by selecting New invite on the Invites log.
When you invite a visitor, they receive an email prompting them to Register now for their visit. Clicking this opens a new window where they can complete each step of your sign-in flow or, in other words, register.
When they finish registering, their QR code to sign in will be sent to their email. Each QR code is unique and valid for one visit only. If they want to use Touchless sign-in instead, they must download the mobile app.
If you would like to learn more about creating a Static QR Code that visitors can scan to sign-in, please give our help article a view here.
Available on Apple Wallet & Google Pass
In order to add to Apple Wallet or Google Pass, please utilize the links in the QR code email sent.
How to sign in with QR codes
Visitors with QR codes should approach your sign-in kiosk-like any other visitor
On the kiosk, tap “Tap to sign in”. You will notice a round button just below the “Full name” field that contains an image of a QR code.
Tap this button to activate the iPad’s camera.
On a smartphone, open the email that contains the QR code.
A screenshot of the QR code is fine too.
Hold the QR code in view of the iPad’s camera and align it with the guides on the screen. The visitor's information will be filled in automatically.
Note: If the visitor checked in prior to arriving they would have had the opportunity to sign the NDA. This step would then be skipped in the actual sign-in process and they would have been signed in automatically without the extra steps.
QR Codes and recurring invites
With recurring invites, the visitor will get one QR code that will work for 1 sign-in per day for their allotted visit.
For example, if I'm invited July 1-July 10, I can use the QR code I get in my email every day to sign in and it will continue to work through July 10.
Different types of registration/invite emails
We send two types of registration/invite emails, one with a Register now button and the other with a QR code AND a Register now button.
Register now button
This invite email will send if:
Any required field in the sign-in flow is left blank (to check what is set as required to go to Visitors,> Settings > Sign-in flow > Edit on the flow you want to change (if applicable) > Sign-in fields)
Approval required for unexpected visitors is toggled on
QR Code and Register now button
This invite email will send if:
All required fields are filled out
Approval required for unexpected visitors is toggled off
Why didn't a QR code send at all
There is no iPad paired to the account at the time the invite was created
One of the iPads paired to the account is on a version of Envoy Visitors older than 3.2.0
If any legal documents have a video attached to them
Important notes
QR codes are valid for the entire day of the invite. IE, you invite someone for 4:15 PM they can use their QR code at 6 AM or 11:59 PM as long as the date is the same as that of the invite.
When testing this feature, it is important to know that there's a waiting period of 15 minutes after the QR code is created for the kiosk to be able to scan it.
If you have any iPad paired to the account that is on version 3.2.0 or older you must remove the iPad entirely or update it to the latest version.
When a visitor signs in without using their QR code, the system doesn’t recognize their invite and will sign them in as a new entry.