Group bookings and QR passes: check-in and check-out control
This guide shows you how to let one person book several spots in a class in a single operation —paying or deducting one voucher credit per person— and how to control entry and exit with individual QR passes: every spot gets its own pass, staff scan them at the door, and occupancy is visible in real time.
Prerequisites
✅ Administrator role: You need Admin or Manager permissions in your organization. ✅ Resource in "By sessions" mode: These features only exist on resources with sessions and capacity (classes, day passes, activities with limited spots). It is set in the resource's booking rules.
You do not need a PRO subscription to enable these features. The usual payment conditions apply for charging online.
1. Enable the features on the resource
- On the Dashboard in Admin mode, open Resources and edit the resource.
- In the booking rules, with the "By sessions" booking mode, the new toggles appear ():
- Booking for multiple people: the person booking chooses how many people are coming. Each spot counts against capacity and is charged —or deducted from the voucher— per person.
- QR check-in and check-out: every spot gets a pass with a QR code that is scanned at the door, and you get each session's occupancy in real time.
- Booking during started sessions: keep selling spots for a session that has already started, until it ends. Useful for long day-pass style sessions.
- Optionally adjust the maximum attendees per booking: the cap on how many spots one single booking can take (for example, 4). If left empty, the general limit is 20.
Remember that each session's capacity comes from the "Session capacity" selector: one single number for all sessions (the resource capacity) or a specific capacity per session in the weekly template.
The toggles are independent: you can sell group spots without QR control, or use QR passes with individual bookings.
2. How booking for multiple people works
The person booking sees a People selector above the sessions ():
- With − and + they choose how many people are coming; the cap is the maximum per booking you configured.
- The price is multiplied and shown clearly before confirming: "4 × €10.00 = €40.00".
- Sessions where the whole group doesn't fit are marked with the remaining spots ("2 left"). The group is never split: if the resource has a waitlist, the whole group can join it and gets in together when enough spots free up.
Paying with a voucher
When paying with a voucher, the operation consumes one credit per person, from the same voucher:
- The app anticipates it before confirming: "Will use 4 credits — balance after: 6" ().
- Only vouchers with enough balance for the whole group are offered; if none is enough, the app says so and offers card payment.
3. The booking's QR passes
With check-in/check-out control enabled, every spot in the booking generates its own pass with a QR code. The person who booked finds them in the booking details, under "Entry passes" ():
- Swipeable cards, "Pass 1 of 4", each with its large QR and a colored status: Valid, Inside, Left or Cancelled.
- Sharing: each pass is shared individually as an image —ready to send on WhatsApp, print or save— with the resource, session and pass number printed on it (). There is also "Share all" to hand them out at once.
- Booking pending payment: the passes are visible and shareable from the very first moment, with a clear notice that they will not grant access until payment is completed. Once paid, the same QR becomes valid — nothing needs to be re-sent.
Each companion carries their pass on their phone (or on paper): they don't need the app or an account.
4. The door scanner
With QR control enabled, each resource shows a QR icon in the Resources list (). Open it when the session starts: it is the door station.
- Two big, color-coded modes: ENTRY (green) and EXIT (orange). Pick the mode and scan continuously; nothing to tap between people.
- Every read shows a green ✓ (with the holder's name and "pass 2 of 4") or a red ✗ with the exact reason, and keeps scanning.
- Live counter in the header: "Inside 34 · Booked 46/60 · To arrive 7". It updates by itself, also with several devices scanning at once (an entry door and an exit door, for example).
- Session roster: the "Roster" button opens each session's bookings with their passes and states. Tapping a pass lets you correct it manually (mark inside or outside, with an optional reason) — the perfect backup if a QR won't read or someone left without scanning ().
- If a device has no camera available, there is manual code entry.
The entry window
- Entry is accepted from 30 minutes before the session starts until 1 hour after it ends.
- Exit is accepted whenever the pass shows as inside, even after the session ended.
- Re-entry: leaving and coming back is normal (bathroom, car…). Record the exit and the same pass gets back in.
Most common rejection reasons
| The scanner says | What it means |
|---|---|
| Already inside | That pass already entered and has not recorded an exit. Two copies of the same QR cannot be inside at once. |
| Unpaid booking | Charge it at the POS (or have them pay from their app) and scan the same QR again. |
| Too early / session already ended | The pass belongs to another time slot: its entry window hasn't opened yet, or it already passed. |
| Pass belongs to another resource | It is a valid pass, but for another room or activity. |
| Pass cancelled / booking cancelled | The spot or the booking was cancelled; the pass is disabled instantly. |
| Invalid code | It is not a Reserving pass (or it is damaged). |
5. Rules worth knowing
- The pass is a bearer credential, like a cinema ticket: it identifies the spot, not the person. Whoever holds the QR can use it — but while a pass shows "inside", no copy of that same QR can enter again.
- Cancelling the booking cancels all its passes immediately; a cancelled pass is rejected at the door even if printed.
- Everything is recorded: every scan attempt —accepted or rejected— and every manual correction is kept in the session history.
- The scanner needs an internet connection (validity is checked live). If the network fails, use manual correction from the roster.
Frequently asked questions
Do I need a PRO subscription for this? No. Group booking, QR passes and the scanner are available to all organizations. For charging online (card, Apple Pay/Google Pay) the usual payment conditions apply.
Can I enable QR control if bookings already exist? Yes. Passes for existing future bookings appear automatically when you enable it; nothing needs to be redone.
If a group of 4 pays with a voucher, how many credits does it use? Four, from the same voucher. If the voucher doesn't have enough balance for the whole group, the app won't offer it as a payment method.
What if someone books 4 spots but only 3 show up? Unused passes simply never check in. That session's capacity stays reserved anyway; partial cancellation of spots will arrive in a future improvement.
Do companions need the app? No. They receive their pass as an image (or on paper) and that's all they need to get in and out.
Can I sell spots when the class has already started? Yes, by enabling "Booking during started sessions" on the resource: the session keeps showing with an "In progress" label until it ends.
Does a pass grant access if the booking is pending payment? No: the scanner rejects it with "Unpaid booking". Charge at the POS and scan the same QR again — it becomes valid instantly.