Self Check-In
The Self Check-In allows guests to register their arrival for tours and activities on their own, using a shared device (like an iPad) at the venue. Instead of waiting in line for staff to scan tickets or confirm bookings, guests can simply look up their reservation and check in within seconds.
This eliminates long queues and reduces manual work for staff, which is especially valuable for high-volume operations where 100+ guests may arrive for the same tour. By letting customers take action themselves with minimal guidance, the process becomes faster, smoother, and more efficient for both guests and staff.
How Guests Can Check In
Guests can check in in two different ways:
1️⃣ Scan a QR Code
Guests scan the QR code printed on their ticket.
If the QR code only has one ticket tied to it → the check-in screen opens directly.
If the QR code has multiple tickets (for example, invoice-level or membership bookings) → the guest sees a list of tickets to choose from before continuing.
2️⃣ Enter Booking Code Manually
Guests can type in the invoice/booking ID (e.g. #1337).
If the invoice contains multiple order lines (different tours, extras, products) -> the system shows a clear summary displaying the booking reference, date/Time, product name and quantity of tickets. Guests simply tap the correct row to continue to check-in.
The check-in experience is tablet-friendly and is designed with large, easy-to-tap buttons. The camera starts when the Scan button is pressed.
Registering Guests
Once a booking is selected, the Register Entry screen opens. Here, guests can:
Use + / – buttons or type a number to select how many guests to check in.
Tap Check in All if the whole group is arriving.
After making a choice, the system asks for confirmation: You are about to check in 3 of 5 guests. Is this correct?
Guests can confirm or go back if needed.
A success message appears once check-in is complete ✅
Special Cases & Error Messages
The system guides guests clearly if something goes wrong:
❌ Invalid code → Gives a message on a red screen saying: This code is not recognized. Please try again or contact a staff member.
🟡 All tickets already checked in → Gives a message on a yellow screen saying: All guests for this booking have already been checked in.
🟡 Valid but not scannable → Gives a message on a yellow screen saying: This code cannot be used for check-in. Please check the details or ask for assistance.
⌛ Expired tickets → Guests can still check in, but the system shows a note: This booking is for a past date.
✅ Partially used tickets → Guests are taken to the Register Entry screen to check in the remaining visitors.
Membership Support
Self check-in also works for membership bookings:
Membership QR Codes → can exist at both invoice and ticket level.
Scanning invoice-level → shows the full invoice overview.
Scanning ticket-level → takes guests directly to check-in.
Future updates will allow value cards to be scanned, automatically deducting a clip and registering entry at the same time.
Behind the Scenes
The self check-in station connects directly to the Bilberry Base backoffice check-in API, ensuring all attendance data is updated in real time.
One invoice can contain multiple tickets and products (e.g. a tour, an igloo booking, and extras). Each product line is treated as its own check-in target, so reporting stays accurate.