QR Code Check-in Setup
Check-in morning is the busiest hour of any tournament. QR check-in replaces the clipboard: every person has a badge with a QR code, staff scan it, and the person is marked present in a second, with live counts for the whole team.
One badge, one QR
Every competitor registration has a badge with its own QR code. Judges, coaches and staff get one badge per person that covers every role they hold in your tournament, plus their own competitor entry if they also compete. Print badges ahead of time, or let people show the badge in the Taikai app. See Badges and bulk badge printing.
The Check-In screen
Open Check-in in the tournament manager. It works on any laptop or tablet with a browser and a camera.
- Counts at the top: Total, Checked In, Missing and On Mat. The screen refreshes every 20 seconds, so every desk sees the same numbers.
- QR Scanner: click Start Camera and hold the badge up to the camera. The matching person opens on the right.
- Search by name: the fallback for a lost badge.
- Two tabs: Competitors and Officials / Staff / Coaches.
The buttons at the top also open the badge sheet (Print badges) and the self-service station.
Checking in a competitor
The competitor panel shows their photo, dojo and events, then a short verification list:
- Waiver / Parent Consent: signed or not signed.
- AAU Membership Card: tick it if you check membership cards.
- Weight: the registered weight next to a box for the actual scale reading and a Verified tick. See Weight verification at check-in.
Click ✓ Check In. The time is recorded and the counts update. Made a mistake? ↩ Undo Check-In reverses it.
Checking in judges, staff and coaches
Scan their badge or pick them on the Officials / Staff / Coaches tab, then click ✓ Mark Present.
When one person holds several roles, their badge opens a single panel that lists each role and whether it is present. One click on the ✓ Mark present button for all roles marks them all. If they also compete, their competitor check-in (waiver, weight) stays its own step: click Competitor check-in →.
Check your crew in first. Staff and judges see their scoreboard, check-in and awards buttons locked on their staff page until they are checked in. People you added by hand without an account are tracked on the Judges or Staff page instead.
Scanning with any phone
Each badge QR is a link. Scanned with an ordinary phone camera, it opens a page that shows who the badge belongs to and where they compete:
- Anyone sees the short public name (for example J. Sato), their events, and for each division the tatami and approximate time once you publish the schedule.
- Signed-in staff with View data or Check-in also see the full name, photo, dojo, the draft schedule and whether the person is checked in. Staff with Check-in get a Check in button right on that page.
The app’s check-in scanner
Staff with an approved staff role see Check-in Scanner in the Taikai app. Point the camera at a badge and the check-in lands right away: green with the name on success, red for a duplicate or a problem, then the camera is ready for the next person. A badge for someone with several roles checks in every role and their own competitor entry in one scan. There is a manual code entry for badges that won’t scan. The scanner needs the Check-in permission.
Self-service station
Self-service station opens a full-screen page for a laptop facing the public, with any USB QR scanner plugged in. Competitors scan their own badge and the screen shows where and when they compete for 20 seconds, then resets. A badge from another tournament is flagged. Press F11 for full screen.
The station only answers questions. It never checks anyone in, so it can sit next to the desk and take the "where do I go?" traffic away from your staff.
Staff access: check-in volunteers don’t need full manager access. Give them Check-in and Schedule through a role or toggles. See Available permissions explained.
Setup checklist
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1Print badges the week before Open Print badges once registration closes and print the full set. Print again later: only new badges show.
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2Equip the desk One laptop or tablet with a camera per check-in lane, signed in to an account with the Check-in permission. Phones with the Taikai app work too.
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3Set up the station (optional) A laptop, a USB QR scanner and the Self-service station page, facing the line.
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4Check your crew in first Judges and staff unlock their tools on check-in, so do them before the doors open.