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Staff Guide
Day-to-Day Operations
Everything front desk staff and managers need to know about checking in visitors, managing client records, and running the console.
Checking In a Returning Visitor
When someone arrives, find their record and check them in from the console.
From the Console page, enter the visitor's PIN, first name, or last name into the search fields and click Register Visitor.
A modal appears showing matching records. Verify the correct person by name and date of birth (or PIN if you are in a Reception role).
Click Check In next to their name. If they are already checked in today, you'll see a message letting you know.
After check-in, you are taken to the Services page. Select the services the visitor is here for today, then click Save.
Tip: The console auto-refreshes every 30 seconds. You can always see who is currently in the building in the "Currently In Building" table at the bottom of the console.
Registering a First-Time Visitor
When a new visitor arrives for the first time, create their record and check them in simultaneously.
Search for the visitor on the Console. If no results match, the modal will automatically switch to the Register New Client form.
You can also click the "Not the right person? Register new client" link at the bottom of any search result.
Fill in the required fields: PIN (click "Generate" to auto-create one), First Name, and optionally Last Name, Date of Birth, and Client Type.
Check the Veteran or Ex-Offender boxes if applicable. These flags appear in reports.
Click Register & Check In. The visitor is registered and immediately checked in.
You'll be redirected to the Services page to select services for this visit.
Tip: The PIN is what visitors use to check themselves in at the kiosk. Give them a card or remind them to write it down.
Checking Out Visitors
When a visitor leaves, sign them out so visit duration is recorded accurately.
In the Currently In Building table on the Console, find the visitor's row.
Click the sign-out icon (arrow pointing right) in the Actions column.
A green confirmation banner appears: "✓ [Name] checked out." The visit duration is automatically calculated.
Setting Up Client Alerts
Alerts are messages attached to a client's profile that notify staff when the client checks in.
Open the client's profile by clicking the profile icon (document) in the Console, or find them via the Clients list.
Scroll to the Alerts & Messages section and click Add Alert.
Enter the alert message content. Check Persistent if the alert should remain visible on every future check-in until manually dismissed.
Click Save. The alert now appears with an amber bell icon on the Console whenever this client is checked in.
To dismiss an alert, click Mark read next to it on the client's profile page. Persistent alerts must be manually marked as read.
Note: Alerts from QR code self check-in are shown to the visitor on their phone screen. Keep alert messages appropriate for clients to see.
Editing Client Records
Update a visitor's personal information, client type, or custom fields from their profile. Staff+
Navigate to Clients from the sidebar, or click the profile icon on the Console next to a visitor's name.
On the client's profile page, click the Edit button (pencil icon) near the top of their information card.
An edit form appears where you can update: First Name, Last Name, Date of Birth, Phone, Email, Client Type (Client, Staff, Volunteer), and the Veteran and Ex-Offender checkboxes.
If your organization has defined custom fields (see Admin Guide), those fields also appear in the edit form. Fill them in or update their values as needed.
Click Save Changes to apply. The profile page updates immediately with the new information.
Deactivating & Reactivating Clients
Deactivate visitors who are no longer active without deleting their visit history. Staff+
Open the client's profile page from the Clients list.
Click the Deactivate button. A confirmation dialog appears explaining that the client will no longer appear in search results or be able to check in.
Click Confirm. The client's status changes to inactive. Their visit history is preserved.
To find inactive clients, go to the Clients page and toggle Show Inactive at the top of the list. Inactive clients appear with a dimmed row.
To reactivate, open the inactive client's profile and click Activate. They will immediately be able to check in again.
Tip: Deactivated clients are hidden from Console search by default and cannot check in via QR code or kiosk. Use this for clients who have moved away or are no longer enrolled in your program.
Merging Duplicate Client Records
Over time, duplicate records may be created. CheckinIQ automatically detects potential duplicates based on matching names.
Go to Clients and click the Review Duplicates button at the top of the page. Staff+
Each pair shows two client cards side by side with their name, PIN, and visit count.
Click Merge on a pair to open the merge modal. You'll see a full comparison: PIN, date of birth, client type, status, number of visits, and registration date.
The system pre-selects the record to keep (marked "Keep" in blue). To change, click "Keep this one instead" on the other card.
Review the yellow summary: all visits, messages, and records from the duplicate are transferred to the kept record, then the duplicate is permanently deleted.
Click Confirm Merge. The operation cannot be undone.
Click the ✕ (dismiss) button on any pair you've confirmed are not duplicates.
Viewing Reports
The Reports page provides analytics on visit volume, demographics, average time in building, and service usage. Staff+
Navigate to Reports from the sidebar menu.
Use the date range picker at the top to set the reporting period. By default it shows the current month.
Review the summary cards: Visit Totals (total, unique clients, client vs. staff), Demographics (veteran, ex-offender, unemployed), and Average Time in Building.
Scroll down to see the Daily Trend line chart showing visit volume over time.
The Peak Hours bar chart shows which hours of the day have the most check-ins, helping you plan staffing.
The New vs. Returning donut chart breaks down first-time visitors versus repeat visitors for the selected period.
The Visitor Type Breakdown stacked area chart shows the mix of Client, Staff, and Volunteer visits over time.
The Service Usage table lists which services are most used, with visit counts and percentages.
Click Export CSV to download all report data — including all chart data, demographics, and service usage — as a spreadsheet file.
Administrator Guide
System Configuration
Admins have full access to staff management, services, branding, notifications, and security settings. All settings are found under the Settings menu. Admin
Adding & Managing Staff
Create accounts for staff who need to access the system. Each user gets a role that controls what they can see and do.
Go to Settings → Users. You'll see all current staff accounts with their roles and last login times.
Click + Add User and fill in their First Name, Last Name, Email, and choose a Role:
Reception — check-in/check-out access only.
Staff — adds client profiles, duplicate review, and reports.
Admin — full access including all settings.
Set an initial password (minimum 8 characters) and click Create User.
To edit an existing user, click the Edit button on their row. You can change their name and role inline.
To reset a password, click the Password button, enter the new password, and click Set Password.
To deactivate a user (revoke access without deleting), click the red Deactivate button. Reactivate at any time with the green Activate button.
Password Reset & Forgot Password
If a staff member forgets their password, they can reset it themselves from the login page without needing an admin.
On the login page, click the "Forgot your password?" link below the password field.
Enter the email address associated with the account and click Send Reset Link.
A password reset email is sent with a secure one-time link. The link expires after 1 hour.
Click the link in the email. You'll be taken to a page where you can enter and confirm a new password (minimum 8 characters).
Click Set New Password. After a successful reset, you're redirected to the login page where you can sign in with your new password.
Note: Each reset link can only be used once. If the link has expired, return to the login page and request a new one. For security, the system always confirms the email was sent — even if the address is not in the system — to prevent account enumeration.
Adding & Editing Services
Services are the reasons visitors come in (e.g., "Job Search," "Resume Help"). They are tracked per visit and appear in reports.
Go to Services from the main navigation.
Click Add Service. Enter a name (required) and an optional description, then click Add Service.
To edit a service, hover over it in the list and click the edit icon. The name and description become editable inline. Press Enter or click Save to confirm.
To deactivate a service (remove it from check-in without deleting historical data), click the orange Deactivate button. Deactivated services appear in a dimmed section at the bottom.
To reactivate, click the green Activate button in the inactive section.
Tip: Active services appear during both staff check-in and QR code self check-in. Deactivating a service removes it from the check-in flow but preserves all historical visit data linked to it.
Custom Fields
Define custom data fields that are collected for each visitor, tailored to your organization's needs.
Go to Settings → Visitor Config.
Click Add Field. Enter a Field Name (e.g., "Referral Source" or "Case Number") and select a Field Type:
• Text — short free-text input.
• Number — numeric input.
• Date — date picker.
• Yes/No — toggle switch.
• Dropdown — single-select from a list of options you define.
• Multi-Select — multiple selections from a list of options.
For Dropdown and Multi-Select types, enter each option on a separate line in the Options text area.
Toggle Required if the field must be filled in when editing a client record.
Click Save. The new field immediately appears in the client edit form for all staff.
To reorder fields, drag them using the handle on the left side. To edit or delete a field, click the corresponding icon on its row.
Note: Deleting a custom field permanently removes all stored values for that field across all client records. This cannot be undone.
Configuring Notifications
Set up email and SMS alerts so your team stays informed about visitor activity.
Go to Settings → Notifications.
Email notifications have three toggles:
• New client registered — get an email when a new visitor is added to the system.
• New alert/message created — get an email when staff adds a persistent alert to a client.
• Daily visit summary — a morning email summarizing the day's visits. When enabled, you can set the delivery time.
SMS notifications have one toggle:
• Check-in confirmation — sends an SMS to the client's phone when they check in (requires the client to have a phone number on file).
Click Save Settings at the bottom of the page.
Changing Branding
Customize your organization's primary color and logo. These appear on the navigation bar, buttons, and the QR code self check-in page.
Go to Settings → Branding.
Primary Color: Click one of the 8 preset swatches or use the custom color picker. A live preview shows how the color will look on buttons and the navigation bar.
Click Save Color to apply the change immediately.
Navigation Logo: Click Upload Logo and select an image (JPEG, PNG, SVG, or WebP). The recommended size is 160 × 40 pixels, maximum 2 MB.
The logo appears in the top navigation bar on every page of your CheckinIQ site. Click Remove to delete the current logo.
Audit Log
Track all significant actions taken in your organization's CheckinIQ account for security and accountability. Admin
Go to Settings → Audit Log.
The log shows a chronological list of events including: user logins, password changes, client record edits, service changes, staff account modifications, settings updates, and more.
Each entry shows the action taken, who performed it, when it happened, and any relevant details (e.g., which field was changed).
Use the search bar to filter events by keyword, or use the action type dropdown to narrow down to a specific category.
The log is read-only and cannot be modified or deleted. It provides a complete record for compliance and security review.
Tip: The audit log automatically records over 25 different action types. Check it periodically to monitor account activity, especially after adding new staff or if you suspect unauthorized access.
Enabling Two-Factor Authentication (TOTP)
Add an extra layer of security to your login by requiring a 6-digit code from an authenticator app on your phone.
Go to Settings → Security. Any logged-in user can access this page for their own account.
Click Enable Authenticator App.
A QR code appears on screen. Open your authenticator app (Google Authenticator, Authy, Microsoft Authenticator, or any TOTP app) and scan the QR code. If you can't scan, click the manual entry code to copy it.
Enter the 6-digit code from your authenticator app into the verification field and click Enable TOTP.
A set of backup codes is displayed. Save these in a safe place — each code can only be used once if you lose access to your authenticator app.
Click Done. From now on, you'll be prompted for a TOTP code after entering your password on the login page.
Managing TOTP after setup: Return to Settings → Security to see your status, regenerate backup codes, or disable TOTP. Disabling requires entering a current TOTP code to confirm.
Logging In with Two-Factor Authentication
Once TOTP is enabled, the login process has two steps. Here's what to expect.
Go to your organization's login page and enter your email and password as usual.
After your password is verified, you'll be redirected to a verification page asking for your 6-digit code.
Open your authenticator app, find the CheckinIQ entry, and enter the current 6-digit code.
If you don't have your authenticator app, click Use a backup code and enter one of your saved backup codes.
Click Verify to complete your login.
Note: If you are a Super Admin, TOTP is required. You'll be prompted to set it up on your first login. Tenant users can optionally enable it, and will receive a one-time code via email by default.
Visitor Guide
QR Code Self Check-In
Visitors can check in on their own phone by scanning a QR code posted at your location. No app download required.
For Staff: Displaying the QR Code
Print or display the QR code so visitors can see it when they walk in.
On the Console page, click the QR Check-In button next to the search form.
A modal appears with a large QR code and the check-in URL for your organization.
Click Print to print the QR code. Post it at your front entrance, reception desk, or waiting area.
Visitors scan the QR code with their phone's camera — it opens the check-in page in their mobile browser automatically.
Tip: The QR code links to https://[your-org].checkiniq.com/checkin. It is branded with your organization's logo and primary color automatically.
For Visitors: How to Self Check-In
No app required. Just scan and fill in three fields on your phone.
Scan the QR code at the front desk or entrance with your phone's camera. A link opens in your browser.
Enter your First Name, Last Name, and Date of Birth, then tap Continue.
If your record is found, you'll see a service selection screen. Tap the services you're here for today, then tap Continue. You can also tap Skip if you're unsure.
A green checkmark and "Checked in!" message confirms your arrival. If staff have left any notes or alerts for you, they'll appear in a yellow box.
The screen automatically resets after 30 seconds, or you can tap Done immediately.
First-time visitors: Self check-in requires an existing record in the system. If you've never visited before, please see the front desk so a staff member can register you. After your first visit you'll be able to use the QR code.
Kiosk Mode (PIN Check-In)
For dedicated check-in stations, CheckinIQ also offers a full-screen kiosk mode where visitors enter a PIN on a numeric keypad.
Open https://[your-org].checkiniq.com/kiosk on a tablet or dedicated terminal.
The screen shows a dark-themed keypad. Visitors enter their assigned PIN and press Enter.
The system verifies the PIN, asks brief employment status questions (for clients), then confirms check-in.
The kiosk automatically resets after 30 seconds, ready for the next visitor.
Tip: Kiosk mode works great on a wall-mounted tablet. Set the browser to full-screen mode and disable the address bar for a clean look.
Troubleshooting
Common issues and their solutions for self check-in.
"Not Found" — The name and date of birth don't match any active record. Check for typos, or see the front desk to register. This also appears if the record has been deactivated.
"Already Checked In" — You've already checked in today and haven't been checked out. No action needed — you're all set.
"See the Front Desk" — Multiple records match your name and date of birth. A staff member will check you in manually and may merge your duplicate records.
"Something Went Wrong" — A temporary error occurred. Try again, or see the front desk. If this persists, contact your organization's admin.
QR code won't scan — Make sure your phone's camera app or a QR reader is open. Try moving closer or adjusting the angle. The code links to a standard URL and works with any QR scanner.