First-Time Guest: Self-Service Poster Option

Modified on Tue, 21 Jul at 2:41 PM

First-Time Guest: Self-Service Poster Option

Use this guide when a first-time guest scans the QR code on your check-in poster and completes setup from their own phone.

This is a helpful self-service option for first-time guests, so that your front desk admin does not need to stop to help every visitor.

Before you start

First-time guests can scan the QR code on your printed check-in poster and complete the first part of check-in from their own phone.

The guest will:

Scan the poster QR code
Select First-Time Guest
Scan the front of their ID
Take a selfie
Select their destination

Tip: If you need to reprint the poster, go to Guest Management and click Print Check-In Poster.

Step 1: Have the guest scan the check-in poster

Ask the guest to use their own phone to scan the QR code on your check-in poster.

The guest scans the QR code on the poster.
The guest selects First-Time Guest.
The guest clicks Start Verification.
The guest scans the front of their ID.
The guest takes a selfie.
The guest selects their intended Destination.

First-time guest check-in on phone

First-time guest verification steps

Step 2: Review the check-in request

Once the guest completes the selfie step, the check-in request will appear on your screen.

Click Review.

Review first-time guest check-in request

Step 3: Confirm the guest information

Review the guest information before continuing the check-in.

Match the ID information to the guest standing in front of you.
If you would like to store their phone number for future visits, click Edit.
Click Continue to Check-In.

Review guest ID and profile information

Good to know: Adding a phone number can make future visits faster if the same guest returns.

Step 4: Confirm the destination and check in the guest

Change or confirm the guest’s Destination.
Click Check In.

Confirm destination and check in first-time guest

Step 5: View who has checked in today

Your Dashboard shows who has checked in today.

View guests in Card View or List View.
Use Filters to quickly see guests who are still on site.
To check someone out, click Check Out on their record.
Circool saves the guest’s arrival and departure times so your school has a clear visit history.

Good to know: Once the Check Out button is no longer visible and the guest’s record appears faded, the guest has been successfully checked out.

Guest Management dashboard showing first-time guest checked in

Checked-out guest record in Circool

Tip: Guests are automatically checked out at the end of the day, so your dashboard starts fresh each morning.

What happens next

After the guest is checked in, they will appear on your Guest Management dashboard for the day.

If your school prints badges, a guest badge may print based on your school setup. When the guest leaves, check them out from the dashboard to keep your visit history accurate.

That’s it. The poster option helps first-time guests start check-in on their own phone while your front desk still reviews and completes the visit.

Need help?

Circool support is here to help.

If you need help using check-in posters, reviewing first-time guest requests, or completing guest check-in, contact Circool support by phone at 205.202.1124 or email support@circool.com.