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QR Code Scanning

A fast, contactless, and guest-friendly way to manage arrivals.

Provide seamless, touch-free check-ins for guests by leveraging QR Codes in your Xola experience. QR code-based check-in is a modern, efficient solution designed to reduce wait times and deliver a smooth arrival for your guests—no physical tickets, paperwork, or manual guest list scanning required.

With each reservation, guests receive a unique QR code that’s secure, easy to find, and scannable from their mobile device or printed confirmation. This digital approach not only speeds up the entry process but also minimizes contact, supporting both safety and convenience. Guests simply present their code at arrival, and your team can instantly validate each reservation, monitor check-ins in real time, and focus attention on delivering exceptional service.

User Access: Administrator or Curator roles have access to set up QR Code Scanning in Xola.

To grant access to users, click here.

What's covered in this article:

How to Get Started

Install QR Code Scanning

  • In Xola, go to Settings > Apps.

  • Find and click on QR Code Scanning

  • Now click on Install.  

Enable Check‑In globally

Xola’s check-in preferences give you full control over how guests are checked in for your events, enabling a seamless and professional experience for both your staff and customers.

To set up your Check-in preference, go to Products > Experiences. 

  • Global Check-in preferences: This applies to all your products.
    • Select Global Settings > Check-In Preferences.
    • Toggle on the Require guests to check in to participate in the event option.
      • When this feature is enabled, guests who are marked as checked in will receive the review, gratuity requests, and follow-up emails, but those who are not marked as checked in will not receive these emails.

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(Optional) Configure per‑experience settings

Once you’ve established your global check-in preferences, you also have the option to customize enhanced check-in settings for each individual experience. This allows you to tailor the guest check-in process to the specific needs of your tours or events.

For example, by setting custom check-in time windows, adding stricter validation rules, or enabling special requirements unique to a particular experience. This level of flexibility ensures every experience operates smoothly, reflects your operational standards, and delivers an optimal arrival experience for every guest.

  • Go to Products > Experience.
  • Go to the Experience > click Edit > go to the Check-in tab on the left-hand side.
  • Toggle on Override global check-in settings.

  • Next, toggle on Require Check-In. This allows guest check-ins for this experience.

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 To learn more about the different Check-in preferences, click here.

Customize ticket/QR code format

Once QR Scanning is installed from the App Store you can set up your experiences to accommodate the QR codes. 

  • Go to Products > Experiences, hover over the experience, click Edit. 
  • On the left-hand side, go to Tickets. 
  • Choose how you want the QR code to appear to the guest:
    • One ticket per group/party: One QR code covers the entire reservation (e.g., a group of 5 gets one scannable code).
    • One ticket per guest: Each guest receives their own QR code, and each must be scanned individually.

Note: This setting is specific to each experience. You can choose which experiences use ticket redemption.

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(Optional) Install the Apple and Google Wallet Passes App

  • For a polished guest experience, install the Apple and Google Wallet Passes app from Settings > Apps. 
  • This will automatically send guests a personalized Apple and/or Google Pass after they make a reservation, allowing them to store and access it from their Apple and/or Google Wallet.

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How It Works

Once setup is complete:

  • Guests receive QR Codes with their confirmation via email or SMS (or through Apple/Google Wallet if enabled) 

  • At check-in:

    • Xola Users will use the Xola Redemption App (available for iOS and Android) or Xola Mobile App to scan the guest’s QR code

    • The system auto‑validates the ticket—including time windows, duplicate checks, or late‑arrival restrictions—and marks the reservation as checked in in your dashboard and timeline. 

  • If a guest doesn’t have their QR code on hand, you can use Manual Lookup within the Redemption App or Xola Mobile App using name, email, phone, or Purchase ID to complete check‑in. 

  • If you installed Apple and Google Wallet Passes, guests will automatically receive digital passes containing QR Codes they can present from their Wallet for smooth entry. 

Tips for Success

  • Decide QR issuance style per experience carefully:

    • One code per group = quicker group check‑in

    • One code per individual guest = separate scan, good for individual tracking or per‑person pricing. 

  • Enable enhanced check‑in preferences:

    • Use arrival time windows, expiration rules, or multiple‑use settings to fit your operations. Configure these in the Check‑In tab of each experience (with override enabled). 

  • Use Apple and Google Wallet Passes for added convenience and branding:

    • Clean, digital delivery improves guest experience. Guests can simply activate their pass and present it from Wallet at check-in. To get started, install the Apple and Google Wallet Passes app and submit your request—Xola's team will assist with brand customization. 

  • Train staff on edge cases:

    • Show staff how to handle duplicates (guest already scanned), early or late check‑ins, and manual lookups to keep things running smoothly at busy times.

  • Monitor redemption performance:

    • After check‑in, reservation status updates across Dashboard and Purchase tab of each reservation so you can track check ins real‑time.