Customer registration by QR code
Your customers fill in their details on their mobile by scanning the shop's QR code, and you just verify them at the counter: a printable poster, a screen for your shop and pending customers that are deleted automatically after 48 hours
With QR registration, a customer waiting in your shop scans a poster or a screen with their mobile's camera and fills in their own details: name, phone, tax ID, email and address. When they've finished, they get a registration code. When they reach the counter, the technician finds them by scanning that code (or searching by name or phone), goes over the details with them and creates the customer with one click, moving straight on to checking in their device. Nobody types details at the counter, and you avoid typos in the phone number, email or tax ID. You decide what details the form asks for and which ones are required.
No typing at the counter
Customers enter their own details on their mobile while they wait, with nothing to install. You just review them.
Nothing gets in until you verify it
Whatever the customer fills in stays in Pending customers. It doesn't appear in your customer list or in searches, and it doesn't count towards the free plan limit, until you verify it.
Deleted automatically after 48 hours
If the customer doesn't come into the shop, their details are deleted automatically. They're told about this on the form and on the final screen.
In everyone's own language
The form appears in the language of the customer's mobile; the poster and the screen, in your shop's language or any other you choose.
Turn on QR registration
Go to Customers and click “Pending” in the header (or go to Customers → Pending customers). The first time, you'll see the “Turn on customer registration by QR code” card. Only an administrator can turn it on: clicking “Turn on QR registration” creates your shop's QR code, and the “Show on screen” and “Print poster” buttons appear in the header.
How it works, step by step
Put the QR code where customers can see it
Print the poster (A4 for the wall or A5 for the counter) or open the screen on a TV or tablet in your shop.
The customer scans it and fills in their details
With their mobile's camera, nothing to install. The form shows your logo and name, marks required fields with * (first name, last name for individuals, phone and, depending on your country, tax ID) and asks them to accept your privacy policy. Email and address are optional, unless you've made them required or removed them in “Customise”.
They get their registration code
A code like K7M-42P, with its QR code and the date and time it's valid until. We recommend they take a screenshot. If they open the QR code again on the same mobile, their code is shown again.
Find them at the counter
In Pending customers, click “Scan code” and point the camera at their mobile, or type the code, name or phone number into the search box. The bell notification and the number next to Customers in the menu tell you how many registrations are waiting to be verified.
Review and verify
Click “Review”: you'll see their details in the usual customer form. Correct anything you need to with the customer there and click “Create customer and check in device”: the customer is created and New intake opens with them already selected and, if you ask for device details, with those already filled in.
What the customer sees on their mobile when they finish
All done! You're registered
Your registration code
K7M-42P
Valid until Saturday at 18:30
Pending customers in your dashboard
Emily Clarke
In 46 h
Southside Repairs Ltd
In 3 h
Show the QR code on a screen in your shop
“Show on screen” opens a page with your logo, a large QR code and the three steps, designed for a TV or tablet. You can open it on the same computer (“Open here”) or on another device by scanning the small QR code in the dialogue or copying its link. That screen doesn't require signing in, so the device in your shop never has your account session open. It has a full-screen button and refreshes automatically every 15 minutes.
Print the poster
“Print poster” downloads a PDF with your logo, the title “Register here”, the three steps and the QR code. Choose the size (A4 for the wall or A5 for the counter) and the language.
Poster and screen language
By default, they appear in your organisation's language, the same one used for emails to your customers. If you want a different one (in a tourist area, for example), pick it from the “Poster language” dropdown. The form the customer fills in always appears in their mobile's language.
Customise the poster text
With “Customise” (administrators only), in the “Text” tab, you can change the title, the subtitle and the three steps on the poster and the screen. Write in whichever language you like: when you click “Save and translate”, AI translates it into the poster's 26 languages, starting with your shop's language, which it shows you so you can review it and correct it if needed. If you leave a field blank, the standard text is used, and “Restore standard text” undoes everything. If your AI features are turned off, the text appears exactly as you write it. The privacy notice and the 48-hour deletion notice can't be changed.
Choose what details the form asks for
In “Customise”, in the “Form” tab (administrators only), you decide for each detail whether it's “Not requested”, “Optional” or “Required”. The details come in two groups. Under “Customer details”: email, tax ID, address, legal name, secondary phone and “How they found us”. Under “Device details”: device type, brand, model, serial number or IMEI, unlock PIN or pattern, problem description and accessories left with the device (see below for what they're for). First name, last name, phone and acceptance of the privacy policy are always requested. Secondary phone, “How they found us” and all the device details aren't requested until you turn them on; whatever the customer answers to “How they found us” is saved to their customer record when you verify them. The tax ID has a minimum you can't go below: in countries where it's required to create a customer it's always requested, and companies are asked for it in every country; everywhere else, you choose for individuals. If you make the address required, street and city are requested, plus the postcode in countries that have one. Changes apply straight away and there's no need to print the poster again. A tip: the more required details you ask for, the fewer customers will finish registering.
Device details: intake already filled in
If you turn on any of the “Device details”, the form adds a “Your device” section. The device type only offers the types in the branches you work with, and the type the customer picks changes the accessories suggested and what the identifier is called: serial number, serial number or IMEI (with a hint to dial *#06# on the phone) or frame number. For unlocking, the customer types their PIN or password, draws their pattern with a finger on a 3×3 grid, or ticks “No lock”; if the device has no lock, like a washing machine, they aren't asked at all. For accessories, they tick the ones they're leaving or type others, or tick “I'm only leaving the device”. When you review the registration, you'll see everything in the “Device they're bringing” card, with the unlock details hidden until you click “Show”. If you verify with “Create customer and check in device”, New intake opens with those details already filled in, without overwriting anything you've typed: the pattern arrives as numbers in the device password (for example, “Pattern: 1-4-7-8-9”, with the dots numbered from 1, top left, to 9, bottom right). Go over them with the customer and fill in the rest, such as the fault causes. If you verify without checking in a device, the device details are lost, because they aren't saved to the customer record. The signature isn't requested on the phone: the customer signs the intake receipt at the counter, with the order number and the terms in front of them.
The “Your device” section on the customer's phone
Your device
Unlock
Accessories you're leaving
Social media on the poster and the screen
In the “Social media” tab, you can add up to 4: website, Instagram, Facebook, TikTok, YouTube, Google reviews or WhatsApp. Enter the link, your @username or, for WhatsApp, the shop's phone number. They appear as small QR codes with each network's logo and name, in the poster's language, both on the printed poster (below the steps) and on the screen in your shop.
Verify: create the customer or use an existing one
If the phone number, email or tax ID matches a customer you already have, you'll see the “This may already be one of your customers” notice with those customers and the “It's this customer” button: use it instead of creating a new one. If you untick “Check in a device when done”, verifying takes you to the customer's record; if the customer filled in details about their device, they'll be lost, and we warn you below the switch. Either way, the customer gets an internal note saying they registered with the QR code and accepted your privacy policy.
Discard a registration
If it's a mistake or a test, click “Discard” in the list or in the review: the details are deleted straight away, without waiting for the 48 hours.
The registration code isn't the tracking code
The code the customer receives is only used to find them at the counter and expires after 48 hours. Repair tracking still works through the QR code on the intake sheet, which is linked to the repair.
Security and privacy
The QR code contains a unique code for your shop that can't be guessed. The form only saves data: it never shows your customers' details. There's a submission limit and a cap on pending registrations per shop to stop bots, and anything not verified is deleted automatically after 48 hours. The customer has to accept your privacy policy: the one you have in Settings → Documents or, if you haven't written one, the default policy for your country.
Generate a new QR code or turn it off
From the options menu (⋮) in Pending customers, an administrator can use “Generate new QR code” if the QR code has been posted somewhere it shouldn't be: the old one stops working, and you'll need to print the poster again and reopen the screen. With “Turn off QR registration”, anyone who scans it will see that registration isn't available; when you turn it back on, the printed poster works again.
Permissions and plan
Turning on, turning off or generating a new QR code: administrators only. Viewing pending customers, showing the QR code and printing the poster: anyone with access to Customers. Verifying or discarding: full access to Customers. It's available on all plans; on the free plan, verifying a customer counts as a normal new customer and is subject to the monthly limit.