Operations
QR tickets & check-in
Every confirmed traveller gets a ticket with a QR code. Scan it with a phone at the meeting point to check them in. Duplicates, cancelled bookings and the wrong day are caught.
Who it's for
Why operators use QR tickets & check-in
Any operator with a meeting point or entrance: walking tours, activities, attractions and multi-day trips.
Highlights
- Every confirmed traveller gets a ticket with a QR code
- Scan with a phone at the meeting point; no special hardware
- Duplicates, cancelled bookings and the wrong day are caught
- Choose one ticket per traveller or per booking, and when scanning opens and closes
A quicker start at the meeting point
The first ten minutes of a tour are often spent on a printed list: finding names, ticking boxes, working out whether the couple at the back really booked today. QR tickets & check-in replaces that with a scan. Every confirmed traveller gets a ticket with a QR code and a short code, emailed with a link when the booking is confirmed. At the meeting point, your staff scan it with a phone. No special hardware is needed.
You choose one ticket per traveller (the default) or one per booking. Per traveller suits attractions and activities where each person passes a point. Per booking suits small private groups where the lead traveller speaks for everyone. The plugin is available on Starter.
What a scan tells your staff
A scan works out who it is and whether they can go in, then checks them in exactly once. A second scan of the same ticket says “Already checked in” and, when known, by whom. A ticket from a cancelled booking is refused. A ticket for another day is caught. A guide signed in with their own login is told when a ticket belongs to a departure they aren't guiding.
If the QR code won't scan, staff can type the 8-character code by hand. If they type a booking reference instead, the scanner says so and points them to the booking, where they can check its travellers in.
Unpaid balances are handled too. By default, a traveller with money still owing gets a “Balance due before check-in” warning and staff collect it first. You can switch this off to let them check in anyway.
When tickets work
Set a scanning window around each departure. By default tickets scan from 24 hours before departure until 12 hours after. For a 9:00 walking tour that covers early arrivals the evening before and late check-ins that day. Multi-day trips might keep the window open longer after the start, up to 336 hours.
Tickets follow the booking. A cancellation revokes them. If a booking goes from four travellers to three, the fourth ticket is revoked. Every scan is logged with its result, so you can see later who scanned what and when.
Setting up QR tickets & check-in
- 1Turn on QR tickets & check-in. Switch the plugin on. It is available on Starter.
- 2Choose tickets per traveller or per booking. Per traveller for attractions and activities; per booking for small private groups.
- 3Decide on emailing. Keep tickets emailed on confirmation, or turn it off if you send them another way.
- 4Set the scanning window. Choose how many hours before and after departure tickets can be scanned.
- 5Choose the balance rule. Decide whether travellers with a balance due can check in or must pay first.
- 6Try a scan. Open the scanner on a phone and scan a test ticket before your first departure.
Features
What's included, plan by plan
Switch on QR tickets & check-in once. Each part below turns on with the plan that includes it, and you choose which ones to use.
-
Manifests & check-in
All plans -
Field staff app
All plans
Settings
What you can set up
QR tickets & check-in works out of the box with sensible defaults. These are the choices you can make, straight from your console.
Tickets
- One ticket per traveller (not one per booking)
- Email the tickets when a booking is confirmed
At the door
- Tickets scan from (hours before departure)
- Tickets scan until (hours after departure)
- Let travellers with a balance due check in
- Off: the scanner warns "balance due" and staff collect it first.
Operations
How operations plugins fit in
Operations plugins cover the work around each departure: tickets and check-in, traveller details, waivers, guides, resources and costs. Your team sees the same live information, from the office to the meeting point.
- 1
Switch it on
Open Plugins in your console and turn it on. No code and nothing to install.
- 2
Make your choices
Adjust the settings to match how your business works, or keep the defaults.
- 3
It works everywhere it should
Your website, checkout, emails and console pick it up straight away.
Related
More operations integrations
Part of Manifests & check-in, Field staff app in Tourtify.
Suppliers & contracts
Everything you buy in one place, used by quotes, the trip builder, departures and Costs & profit. Supplier directory, contracts and rate seasons, supplier bookings, and bills & payables (Growth): contacts, licences with expiry alerts, encrypted bank details, rates by season and travellers, requests and confirmations in the supplier’s language, bills with due dates, pay runs and sync to your accounting. Allotments (Scale): rooms and seats per date with automatic release and stop-sell.
Self-service changes
Let travellers move their booking to another date, or cancel it, from their booking page, within the rules you set. Seats move instantly and your team is told.
Traveller details
Collect passport, date of birth, dietary needs and emergency contacts after booking, per traveller. Checkout stays short; you get everything before the trip.
Waivers & consent
Each traveller signs your waiver or terms online before the trip, or on site. We keep the exact text they signed, with time, IP and a tamper-evident seal.
Tour guides
Create guide profiles and assign them to departures. Show guide bios and photos on tour pages. Automatically notify guides when new bookings are confirmed.
Resources & tasks
Assign vehicles, boats, equipment and venues to departures without double-booking them. Checklists per tour create tasks when a departure gets its first booking. One schedule of every guide, vehicle and resource with drag to reassign, conflicts checked every morning, and a private calendar feed for each team member and vehicle.
FAQ
QR tickets & check-in: questions
Do I need a scanner device?
No. Staff scan with a phone. If a code won't read, they can type the 8-character code.
Can a ticket be used twice?
No. Each traveller is checked in once; a second scan shows they're already checked in.
What happens to tickets when a booking is cancelled?
They are revoked, and a scan shows the booking was cancelled.
Which plans include QR tickets & check-in?
QR tickets & check-in is available on All plans, at no extra cost.
How do I switch on QR tickets & check-in?
In your Tourtify console, open Plugins, find it in the list and switch it on. Its settings open straight away, and you can switch it off again at any time.
Do I need a developer?
No. Plugins are built into Tourtify and set up from the console. Where an outside account is involved, such as a payment provider, you connect it by entering your account details.
Does QR tickets & check-in work with my other plugins?
Yes. Every plugin is built and maintained by Tourtify, so they work together: discounts, deposits, vouchers and fees all add up correctly at checkout.
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