Quick Scan Management

[For Admins + Managers] Learn how to set up and use Quick Scan for your parents and staff to check in with a QR code.

Cassie avatar
Written by Cassie
Updated over a week ago

Parents can check in their children from their own phones! Why is this great?

  • Fast: No more lines waiting to sign in on paper or a tablet. And parents can check in/out multiple kids at one time.

  • Flexible: Any parents who forgot their phone or don't have a smartphone can easily still use a school device.

  • Secure: Much more secure than a physical signature. Parents must be on-site and will only match if they are approved guardians.

  • Approved: We developed Quick Scan with licensing in mind.

  • Detail: If you wish, parents can submit notes and drop off info from their phones.


How does it work?

Once this setting is enabled for your school, your location will be assigned a unique QR code image. If you have multiple locations, you'll get one image per location.

This QR code can be displayed digitally from your web browser or the Check-In Kiosk. You also have the option to print the QR code to display around your program. The QR code can only be scanned using a device with a QR code reader(phone/tablet) that has access to the brightwheel app.

To use this, Parents will select Check-In/Out from the homepage of their brightwheel app and quickly scan the image. From there, they will be prompted to complete the check-in process on their personal device.

We recommend sharing our Checking in Students as a Guardian help center resource with parents to show them how to use this feature!

ℹ️ Guardians are not required to enter their 4-digit code when using Quick Scan.


Setup Quick Scan

To get started with Quick Scan, first, you will need to enable this setting from within your School Settings.

  1. Log in to an administrator account on the web

  2. Click on My School and then Settings in the purple sidebar menu

  3. Jump over to the School Info tab

  4. Under Check-in Kiosk Settings, you’ll toggle ON Quick Scan

💡 Check out our Manage School Check-In Settings help center resource to find out about the additional check-in settings available.


Display QR Code

Once Quick Scan is enabled for your program, there are a few options to display the QR code for parents and staff.

On the web:

  1. Log in to an administrator account on the web

  2. Click on My School and then Settings in the purple sidebar menu

  3. Jump over to the School Info tab

  4. Click purple Enter Quick Scan Mode under Check-In Settings

On the app:

Once Quick Scan is enabled for your program, the QR code will automatically be displayed on any device locked in Kiosk Mode.

Check out our Set Up Check-In Kiosk help center resource for how to enable the Kiosk on a device.


Print QR Code

Administrators can choose to print out the QR code instead of displaying the QR code on a device. This can be a handy way to speed up the check-in/out by posting a few printouts around your center, or at your classroom entrances.

  1. Log in to an administrator account on the web

  2. Click on My School and then Settings in the purple sidebar menu

  3. Jump over to the School Info tab

  4. Confirm the 'Quick Scan Refresh' setting is toggled OFF

  5. Click the purple Enter Quick Scan Mode button

  6. Click Print in the top right corner

🚩 Please make sure you follow the steps above and ensure the 'Quick Scan Refresh' setting is toggled OFF as this setting will regenerate your code every 3 hours and would make any printed versions obsolete.


Check-in Settings

Administrators can manage their check-in settings to determine exactly how they would like to have parents check their students in each day. You have the option to enable parent signatures, health screens, and more!

Check out our Manage School Check-In Settings Help Center resource to find out about the additional check-in settings available.

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