Check in a guest with their QR code

Guests who register or book online get a personal check-in code. When they arrive, you scan it with your phone and land straight on their booking or their customer page, with everything that still needs sorting out in one place.

Where guests get the code

• After registering through your registration link, the success screen shows Your check-in code with the caption "Show this code when you arrive. It takes the team straight to your details." The guest also gets an email with the subject "Your details are with" followed by your dive center's name, with the same code in it.
• After booking online, the success screen shows the same card, captioned "Show this code when you arrive. It takes the team straight to your booking."
• The booking received and booking confirmed emails carry the booking's code too. The cancelled, plan-changed and trip-moved emails do not.

On the success screen, Save image downloads the code as a picture, for a booking named <booking number>-check-in.png, and "We have also emailed it to you." tells the guest it is in their inbox as well. A registration code leads to the customer, a booking code to that booking. Bookings you create yourself send no email, so those guests have no booking code: see Emails your guests receive.

Scan the code

There is no scanner inside DivePilot. Point your phone's normal camera app at the code and open the link it shows.

• If you are signed in, the booking or customer opens right away.
• If you are not, DivePilot asks you to sign in first and then takes you straight to the booking or customer.
• The code only opens for staff of the same dive center. A code from another dive center, or for a record that was deleted, shows Booking not found or Customer not found with "This code belongs to another dive centre, or the record was deleted."
• A link that is not a valid check-in code shows Unknown code.

Check in on the booking page

Checked in is a booking status of its own, between Confirmed and Completed. A booking has to be confirmed before the guest can be checked in, a fun diver has to sit in a dive group, and a course student has to be enrolled in a course.

The booking's header always shows the next step as its main button: Confirm while the booking is reserved, then Check in once it is confirmed. After check-in the button goes away, and the booking details in the header show "Checked in" with the time, or the date and time when it was not today, and who pressed it. Undo check-in among the booking's actions sets it back to Confirmed, for example when you pressed it on the wrong booking. Both need the permission to edit bookings. See Booking statuses explained.

A fun diver confirmed by hand without a seat gets Seat & check in instead. It opens a list of the dive groups on the trips of that day and departure, each with its leader and how full it is. A full group is marked Full but can still be picked; the dialog then warns that the guest goes one over the group's size. Choosing one and pressing Seat & check in seats the guest and checks them in in one step. It needs the permission to add participants as well; without it the header reads "Seat in a dive group first". When no trip exists for that day and departure yet, the dialog says so and links to the trips. A course booking that is not enrolled reads "Enrol in a course first" instead of offering check-in.

The arrival checklist

If you can view customers, the Arrival checklist is the first card on the booking page. After you scan a booking code, the page scrolls to it and highlights it. Without that permission you only see the buttons in the header.

Each check is one line: a green tick when it is done, an amber warning when it needs you, and a grey dash when there is nothing to check. At most one button sits on the right of a line. The meter at the top has one bar per check that applies, with "2 of 4 ready" beside it, or All set once everything is done. Medical notes, and checks with nothing to look at, are not counted.

• Waivers: the waivers this guest needs for this booking. For a fun dive, that is the general waivers for fun dives plus the extra waivers of the dive group they are seated in; for a course booking, the general waivers for courses plus the course template's additional waivers. See Required waivers and the medical questionnaire. The line names the waiver still to sign, "…: not signed" or "…: expired", or reads "2 to sign:" followed by their names, "All 2 signed", or "No waivers are required".
  • While a waiver is missing, Send opens a menu. For each missing waiver it offers Email signing link, which emails the guest a link to sign it, or Email link again when a request for it is already open, and Other ways to sign, which opens the waiver dialog to sign in person on your screen, upload a signed paper copy or copy the link. Add another waiver at the bottom opens the same dialog for any waiver. Emailing needs the permission to request signatures and an email address on the customer. See Request a waiver signature.
• Certification: for a fun dive, the diver's cards checked against the requirement of their dive group, the same way the trip page checks them. A card from another agency is shown as a warning to check the card. Before the guest is seated the line reads "Not in a dive group yet, so no requirement to check", and a group without a requirement reads "… has no certification requirement". For every booking the line then says whether the cards are verified, for example "2 to check · 1 not valid", "All certifications verified" or "No certifications on file". Below it each card is a chip, highest level first: green when verified, amber while not verified yet, and red and crossed out when marked not valid. Check certifications opens the diver's cards to verify, mark not valid, correct or add one without opening the customer form. See Verify a diver's certifications.
• Gear: while the booking's equipment request is open, "Not rented out yet:" followed by the requested items, with Fulfill to open a new rental with them filled in. Once a rental is linked the line reads "Requested gear is rented out" with Open the rental or View the rental. Without a request it shows the sizes and own gear from the profile.
• Profile: "All required details are filled in", or "Missing:" followed by the fields your customer form marks as Required that are still empty, with Send update link so the diver can fill in the gaps themselves. While an update link is open, the line adds "Update link open until …" and the button becomes Update link, a menu with Show update QR to show its code full screen for the diver to scan, Copy link, and New link. A link created here that was not emailed opens full screen straight away. See Let a diver update their details.
• Medical, only when the customer has medical notes: "Notes on file" with Read notes, which opens the customer's profile. The notes themselves are not shown in the checklist.

Check in from the trip

On a trip's page, every confirmed diver in a dive group has two small buttons on their row, Check in and Mark as a no-show, so you can check the boat in without opening each booking. Once a diver is checked in, their initials turn into a green tick and the check-in button turns green; hover it to see the time, and press it again to undo the check-in. For a checked-in guest, whom the server also accepts, DivePilot asks you to confirm first. A diver marked as a no-show shows an undo arrow instead, which sets the booking back to Confirmed. Both need the permission to edit bookings and are not shown on staff. The booking number on the row opens the booking.

On the day of the trip, the Departure check shows how many confirmed divers are checked in, "3 of 8 checked in", and turns green with "Everyone checked in". See The trip page.

Check-in and other changes

• Only a confirmed booking can be checked in. Otherwise DivePilot answers "Only a confirmed booking can be checked in. Confirm it first." A fun dive without a dive group is refused with "Seat the guest in a dive group before checking them in.", a course booking without an enrolment with "Enrol the student in a course before checking them in." The checklist is not shown on cancelled and no-show bookings.
• A checked-in guest can still be marked as a no-show, for the rare case where they arrived but did not dive. DivePilot asks you to confirm first, and the check-in is cleared.
• A no-show taken by mistake, or a guest who turned up late after all, is set back to Confirmed with Undo no-show in the booking's header or the undo arrow on their row on the trip.
• A checked-in booking completes on its own after the trip, like a confirmed one.
• A checked-in guest can only be moved to another dive group, never taken off the trip: Remove from the group is not offered for them, and a group or trip with checked-in guests cannot be deleted. Removing a course enrolment or cancelling the course sets the booking back to Reserved and clears the check-in.
• Restoring a cancelled booking clears its check-in.

Find checked-in guests in the list

In the bookings list, a checked-in booking shows the status Checked in, and the status filter has a Checked in option.

Scan a customer's code

The code from the registration screen or email opens the customer's page with a Today at the dive centre banner above the tabs. It lists the customer's open bookings for today of every kind: seated on today's trip, in a course with a session or its start today, or booked for today and not seated yet. Each has Open check-in, which takes you to that booking's arrival checklist. With no booking for today the banner says "No booking for today." and offers New booking, which starts a booking for this customer. You see the banner only if you can view bookings.

Note: The registration code also works after the guest has booked. Scan it and pick the right booking from the banner.