Would you like your guests to self check in your premises? Looking for a quicker way to find the order and check the orders in?
You can do so by including the QR code in confirmation and reminder emails.
It's super easy to set up, just toggle this option on, in the Trybe "Email templates" settings by heading to Settings > Marketing & Comms > Email templates > Enable QR codes in emails
This option can be used if you have a Trybe kiosk, a Gantner integration or a QR code scanner.
Once enabled, you will need to set the correct parameters:
Trybe kiosk
If you have a Trybe kiosk that was set up for you, head to the Trybe kiosk settings here (Settings > integrations > Manage integrations > Trybe Kiosk > Configuration tab > Check in times > Add rule).
You can set up the check in buffer times (this is the time segment you define, for the check in to take place between specified timings of your choice) > then, press "Save" and this rule will apply to all of your offerings.
Alternatively you can toggle the "Pick offerings to override" option, and select the offerings you wish to override:
The new rule will appear as below:
You can add as many rules as you wish.
On the kiosk there is a QR code scanning functionality that allows customers to quickly access their order details on it. Alternatively, customers can manually enter their order reference and the lead booker's last name for check-in.
Just so you know, check-in status from the kiosk will be visible in the audit log, on the client details page (indicating which kiosk was used), and in the check-in report.
Gantner integration
If your Trybe system is integrated with Gantner, head to the Gantner integration here (Settings > Integrations > Manage Integrations > Gantner).
Select the device(s) connected, and on the three dots select "Edit" - as below:
You can now define the rule type, whether you allow clients who have:
A. an item on the booking day or,
B. a buffer: allowing guests to enter before and after a certain timeframe
You can apply the rule to:
a. All the guests
b. Active members only - only the members with an active membership
c. Specific membership types only
d. Customers that have an item - only for valid appointments, sessions, area bookings
You can then select the "Date and time" options:
a. This rule is valid every day, or on specific days of the week
b. between certain timeframes
c. on a specific date range
Once you have selected the above, don't forget to save by clicking on "Create entry rule".
The lead booker will be receiving the confirmation email and reminder email (if this option is enabled), along with the QR code.
All the guests within the order will be able to use the same QR code to gain access to your premises, and in the Gantner report you will be able to see the lead booker being checked in, along with all the guests.
Please note, the system will only show the lead booker's name, not the guests' names, in the report.
Once you have completed the above, if you'd like to offer your guests, with an existing upcoming booking, the opportunity to have the QR code displayed in their confirmation/reminder emails, we recommend to resend the communication!
QR code scanner
If you have a 2D/QR code scanner (e.g. at the reception desk) your guests will be able to scan the QR code, contained in their email confirmation, on the dedicated scanner!
This will not check them in; instead, a pop-up will appear, on the top right corner of the screen (regardless of the page you are in, on Trybe) prompting you to open the related order:
You will then be able to check in, take payment, add notes etc, and check out the order as usual.
This will help speed up the process when searching for an order or a customer's profile connected to the order!