QR Self Check In is a feature designed to simplify and automate the process of recording attendance for learners. By using a QR code, users can quickly check themselves into a session without manual sign-in sheets or administrative intervention. This improves accuracy, saves time, and provides real-time attendance data.
The primary purpose of QR Self Check In is to provide a fast, reliable, and user-friendly method for learners to record their attendance at training sessions. It is particularly useful for face-to-face or blended learning events where attendance is required for compliance, reporting, or certification.
How to use QR Self Check In (Staff: Admin / Facilitator / Instructor)
Follow the steps below to enable and manage QR Self Check In for a Live Learning session:
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Create/Start editing the relevant Live Learning session
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Enable QR Self Check In for the session. Save changes.
Note: This setting is turned off by default and must be enabled per session.
3. Open the session and click Show Check-in QR Code to open the QR view.
4. From the QR view, present the QR code to learners in the room. This can be done by:
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Displaying it on a shared screen
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Including it in a slide deck
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Printing it and displaying it physically
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5. If required, share the check-in link with learners who are unable to scan the QR code.
6. During or after the session, review attendance using the Attendance screen. Manual adjustments can be made if needed.
7. For audit or investigation purposes, review Session Logs and attendance notes to see when and how attendance was recorded.
How to use QR Self Check In (Learners)
Learners can check themselves into a session by following these steps:
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Scan the session QR code or open the check-in link provided by the facilitator or instructor.
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Confirm that you are checking into the correct session.
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Sign in to Acorn if prompted (or continue if you are already signed in).
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If you are registered for the session and within the valid time window, you will see a confirmation message indicating that you have been successfully checked in.
What QR Self Check In Does
QR Self Check In provides automated attendance tracking with the following behaviour:
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Allows learners to self-check-in to a Live Learning session using a QR code or check-in link.
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Restricts check-in to a valid time window around the scheduled session time.
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Automatically marks attendance only for learners who are already registered for the session.
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Records eligible learners with an Attended status, consistent with standard attendance marking.
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Logs QR check-ins in both attendance notes and Session Logs for auditing and reporting.
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Allows staff to manually edit attendance at any time. Manual updates will always take precedence over QR check-ins.
What QR Self Check In Does Not Do
It is important to be aware of the following limitations:
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Does not automatically enrol learners who are not registered for the session.
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Does not allow check-in outside the defined session time window. Learners attempting to do so will see an informational message.
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Does not fully replace manual attendance management. Staff can still adjust attendance where required.
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Does not require any specialised hardware such as kiosks, ID badges, NFC readers, or scanners.
Do’s (Important Callouts)
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Works with all Live Learning session types, including in-person and online sessions.
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Use the check-in link as a backup option if learners are unable to scan the QR code.
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Encourage learners to check in during the session window to avoid early or late check-in messages.
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Use Session Logs and attendance notes when verification or auditing is required.
Don’ts (Common Pitfalls)
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Do not enable QR Self Check In if you do not want learners to self-mark attendance for that session.
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Do not expect unregistered learners to be marked as attended. They will be blocked from checking in.
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Do not rely on QR Self Check In if attendance needs to be recorded significantly outside the scheduled session time window.
Key Benefits QR Self Check In offers several benefits:
Efficiency: Learners can check in within seconds by scanning a QR code using their mobile device, reducing queues and delays at session start times.
Accuracy: Attendance is recorded directly against the user’s account, minimising errors associated with manual roll marking or paper sign-in sheets.
Real-Time Tracking: Administrators and facilitators can view attendance in real time, allowing them to quickly confirm who has checked in.
Reduced Administration: Automated attendance tracking removes the need for manual data entry and follow-up.
How QR Self Check In Works The QR Self Check In process follows a simple workflow:
QR Code Generation: A unique QR code is generated for the live learning session or event within Acorn.
Session Display: The QR code is displayed at the session (for example, on a screen, printed handout, or shared digitally).
User Check In: Learners scan the QR code using their mobile device and are prompted to log in if they are not already authenticated.
Attendance Recorded: Once scanned and confirmed, the learner is automatically marked as attended in Acorn.
Reporting and Compliance Attendance data collected through QR Self Check In is stored against the session and the user’s record. This allows administrators to:
Run accurate attendance reports Confirm participation for compliance or audit purposes Support completion and certificate requirements where attendance is mandatory
Application QR Self Check In can be used for:
Live learning sessions In-person training events Workshops, inductions, and compliance training
It can be combined with other Acorn features such as enrolment workflows, email notifications, and completion certificates to create a seamless end-to-end learning and attendance experience.
In summary, QR Self Check In is a simple yet powerful tool that improves attendance management, reduces administrative effort, and enhances the learner experience. By automating attendance through QR codes, organisations can ensure accurate records and smoother training delivery.