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Nexpense

Member check-in

QR code member check-in and membership verification

Is this person a member, and have they paid? Scan their QR card with any phone and know in a second, without a printed list or a spreadsheet.

Try QR check-in freeSee digital cards
  • Any phone or tablet
  • Live fee status
  • No special hardware
Scan result on a phone showing an active member whose fee is paid

The question at every door

Members-only events, training sessions, the club bar, the general assembly: sooner or later someone has to decide who gets in. Checking names against a printed list is slow and awkward, and it never tells you whether the person has paid this season.

QR check-in turns that decision into a scan. The member shows their code, the volunteer points a phone at it and the answer appears on screen.

How scanning works

Scan result on a phone showing an active member whose fee is paid

  1. Open Scan card

    On any phone or tablet, signed in as staff with access to the members area.

  2. Point the camera at the code

    The rear camera is used when available. The code can be on a phone screen, a screenshot or an Apple Wallet pass.

  3. Read the result

    Name, status and fee status for the open period appear within a second.

What the scan result shows

Scan result on a phone showing an active member whose fee is unpaid
  • The member's name and status, for example active or inactive.
  • Paid or Unpaid for the open financial period, even if the volunteer has no access to the accounting.
  • Email address, phone number and join date.
  • A link to the full member profile.
  • A “recently scanned” list for the current session, so a busy door never loses track. It is kept in the browser only, is never stored and disappears when the page reloads.

Where clubs use QR check-in

  • Members-only events

    Confirm that guests are members in good standing before they enter a tournament, party or workshop.

  • General assembly

    Check that a voter is an active member with a paid fee before handing over a ballot.

  • Training and facilities

    Verify membership at the gym, pitch or clubhouse without a paper list at the entrance.

  • Door volunteers

    Give helpers a staff account with members access only, so they can scan without seeing the accounting.

A simple check-in routine for event day

Good check-in is mostly preparation. A few minutes of setup beforehand means the queue moves smoothly when the doors open.

  1. The day before

    Open the member list and check the filters. Confirm that active members are marked active and that fees received so far are booked as done, because statuses decide what the scanner reports.

  2. Before the doors open

    Sign in on each door phone, open Scan card once and allow the camera. Keep the screen awake with the brightness up, and test with your own card.

  3. At the door

    Ask guests to open their card while they queue. Volunteers scan, read the result and let the person through, or send them to a helper.

  4. Afterwards

    The recently scanned list is available while the page stays open. It disappears on reload by design, so note anything you want to keep.

What to do when a scan says no

A scan only reports what your register says, so most problems have a simple fix. Agree on your policy in advance so volunteers never have to improvise at the door.

  • Unpaid. Point the member to your payment details, or let the treasurer book a payment made today. The scanner reflects it as soon as the transaction is marked done.
  • Inactive or pending status. The membership may have lapsed or been applied for recently. A board member with write access can review the profile and change the status.
  • Card not recognised. Ask the member to reload their card page while signed in. If it still fails, search for their name in the member list.
  • No signal. The scanner needs a connection on the staff phone. Keep a printed list of paid members as a fallback for venues with poor reception.

What you need

A phone or tablet with a camera and a browser, a connection to the internet and a staff account with access to the members area. Browsers only allow camera access on secure connections, which Nexpense uses everywhere, and they will ask for permission once. Members need their digital card: either the page in their portal or a pass in Apple Wallet.

Because every scan is looked up live, it needs a connection on the staff device. There is no offline mode.

Security by design

The code contains no personal data, only an opaque identifier. Every look-up is checked against the staff member's permissions, and look-ups are rate-limited to prevent abuse. Only members who are signed in, active and verified can open their card page in the first place. Read more about digital membership cards.

Frequently asked questions

Do we need a dedicated scanner?

No. Any modern phone or tablet with a camera works.

Can volunteers who are not on the board scan cards?

Yes. Give them a staff account with access to the members area. They can scan without seeing accounting.

Does it work when a member shows a screenshot?

Yes, the code is permanent. The name on the result tells you straight away whether it is the right person.

Know who is at the door

Start the free trial, add a member and scan your first card today.

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