The Check-in module lets you collect registration, marketing information, and digitally signed waivers directly from your customers for their activity or treatment.

IBIS Check-in is fully integrated with your Reservations and Operations modules, so the information is immediately visible to your entire team.


TABLE OF CONTENTS


How check-in works

 Make your operations efficient and eco-friendly by going paperless. Here’s how digital check-in can streamline your operations and enhance the customer experience: 


Online check-in experience:

Your customers can conveniently complete their details online before arriving at your location from their preferred device or use a tablet on-site.

Comprehensive data collection:

Gather valuable marketing information, ask essential health and safety questions, display your terms and conditions and secure liability waiver signatures.

Customised check-in website:

We provide you with a branded check-in website so you can modify colours, fonts, images and icons. You have flexibility in design and functionality.

Individual Waiver Forms:

Each person in the booking can complete their individual waiver form with a digital signature. This allows for personalised follow-up emails and enables you to collect email addresses for each person on the trip, enhancing your communication.

Operational Manifest in IBIS Online:

In IBIS Online, you'll find an operational manifest that displays completed check-in details. This information is crucial for quickly checking medical conditions and operational notes for each person before they embark on their trip or treatment.


Operational Management with the Check-In Screen:

You can also use the Check-In screen within the application for seamless operational management of the booking.

  • Monitor the booking's progress and see the customer details.
  • Receive alerts, such as notifications about customers entering medical conditions.
  • Allocate addons and enter customer weights, ensuring a smooth and organised experience.

Embrace digital check-in to enhance your operations and offer a streamlined, personalised experience to your customers.


Cost

Licensing includes all module updates and ongoing website maintenance. A one-time configuration fee also applies to brand your site. 


Set up & customisation

You can choose from a set of standard questions to display or hide, and add your own custom questions directly in the IBIS application.

Similar to your E-Commerce site, you can customise the look of your check-in page—such as button colours and header images. See our setup and customisation article for details. 


Pre-arrival check-in

Customers can check in before arrival using a link included in their confirmation and/or reminder emails. If there are multiple people in the booking, we recommend encouraging the main contact to forward the link to the rest of the group.

This ensures most people complete their waiver in advance, speeding up the check-in process on the day.


Onsite check-in

For on-site check-in, we recommend having a couple of tablets with the check-in site preloaded. Customers who’ve already completed pre-arrival check-in won’t need to do it again. Others can search for their booking using their name or booking ID and complete the waiver for each person in the group.


Single-page or multi-page

You can choose between a single-page form (fast and efficient) or a multi-page form (easier for customers on tablets).

If a customer accesses the site from a desktop, the system will automatically show the single-page version—even if you’ve set the default to multi-page.


Reporting

You can use the following reports to view information collected via check-in. All are available under Reports > Operations:

  • Check-in list
    Used with the Check-in / Flight Check-in screen in the IBIS application. Helps staff allocate price options like photo & video add-ons, Adult and child options or spectators.

  • Manifest & check-in details
    Combines the manifest with check-in data, allowing you to view information by pickup location. Updates automatically as customers check in online.

  • Check-in custom questions and answers
    Analyses responses to your custom questions.

  • Customer check-in emails
    Lists customer email addresses and booked products. Useful for importing into email marketing tools (e.g. Mailchimp). Only includes contacts who opted into promotional emails.


Tips and tricks for using online check-in on your device

Here are some handy tips to streamline the check-in process for your frontline team:

  • Favour the Welcome/Search Screen
    Save the Welcome/Search screen as a favourite for quick access.

  • Avoid Faving the Log-In Page
    Don't mark the login page as a favourite, as it would require you to log in every time you open it.

  • Keep Tablets Awake:
    Configure your tablets to stay on for extended hours or the entire day to prevent the screen from sleeping. This way, you won't need to enter the tablet password repeatedly.

  • Search by Name or Booking ID
    You can search by either customer name or booking ID, which will display today's bookings where the service is marked as "Check-in reqd" in the IBIS Application.

  • Opt for Landscape Layout and Screen Lock
    Configure the tablet for a landscape layout and lock the screen. This ensures that the text is clear, making it easier for customers to answer questions.

  • Use Safari on iPad
    If you're using Safari on an iPad, save the icon to the desktop for quick access to the Check-In website.

  • Customise Safari Settings
    In Safari on an iPad, you can increase the size of app icons, disable tabs, and adjust page zoom to optimise the appearance of the page.

  • Tablet Lockdown Options
    Consider locking down your tablets to prevent customers from altering settings or navigating to other pages. For iPads, you can restrict access to Control Centre within apps, disable Siri, and enable Guided Access for added control.


Troubleshooting device issues

If your multi-page check-in is displaying in single-page view (despite your settings), try the following:

  1. Log out and back into the check-in website.

  2. Test in a different browser on the same device. If it works, clear the cache in the original browser.

  3. If using Samsung tablets, check that Desktop Site is not enabled:

    • Open Samsung Internet.

    • Tap the ☰ menu.

    • Ensure “Desktop Site” is off.