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Scanning QR Codes (For Staff)

Quick stamp collection using mobile QR code scanning

Dec 5, 2025

QR code scanning is the fastest way to add stamps to customer cards. Master this process to provide quick, seamless service at checkout.

The Scanning Process

Step-by-Step

  1. Customer completes purchase — Ring up the sale as normal
  2. Ask about stamps — "Are you collecting stamps with us?"
  3. Customer opens QR code — They tap "Show QR Code" in their app
  4. Position your device — Hold tablet/phone camera toward their screen
  5. Scan automatically — Code scans when in focus
  6. Verify details — Customer name and stamp card appear
  7. Click "Add Stamp" — Confirm the addition
  8. Success message — Both you and customer see confirmation

Total time: 3-5 seconds

What Happens Automatically

When you scan a customer's QR code:

System identifies:

  • Customer account
  • Specific stamp card
  • Current progress
  • Eligibility status

System checks:

  • Minimum purchase met
  • Daily limit not exceeded
  • Program is active
  • Card not already completed

System displays:

  • Customer name
  • Stamp card title
  • Current stamps (e.g., "7 of 10")
  • Eligibility status (green = good, red = not eligible)

Using the QR Scanner

Accessing the Scanner

Method 1: Direct link

  1. Open staff portal on your device
  2. Navigate to Stamps → Scan QR Code
  3. Camera activates automatically

Method 2: Quick access

  1. Bookmark the scan page
  2. One tap to open
  3. Faster for frequent use

Camera Positioning

Optimal setup:

  • Hold device 6-12 inches from customer's screen
  • Ensure QR code fills about 50-75% of your camera view
  • Keep both devices steady
  • Ensure good lighting

Avoid:

  • Too close (code won't focus)
  • Too far (code too small)
  • Angled view (code distorted)
  • Shaky hands (code blurry)

Lighting Considerations

Good lighting:

  • Bright overhead lights
  • Natural daylight
  • Well-lit checkout area

Poor lighting:

  • Direct sunlight causing glare
  • Very dim areas
  • Backlighting from windows

Solutions for poor lighting:

  • Ask customer to increase screen brightness
  • Adjust your angle to avoid glare
  • Move to better-lit area if possible
  • Use manual entry as backup

After Scanning

Verify Information

Before clicking "Add Stamp," confirm:

Customer name matches: Check that the name on screen matches the customer in front of you.

Correct stamp card: If the business has multiple programs, verify it's the right one.

Current progress: Note their current stamp count to mention it.

Check Eligibility

Green indicator:

  • Customer is eligible
  • "Add Stamp" button is enabled
  • Safe to proceed

Red indicator:

  • Customer is not eligible
  • Reason is displayed
  • "Add Stamp" button is disabled

Common ineligibility reasons:

  • Purchase below minimum amount
  • Daily limit already reached
  • Program has expired
  • Card already completed

Add the Stamp

If eligible:

  1. Optionally add purchase amount (for internal tracking)
  2. Optionally add note (e.g., "Regular morning coffee")
  3. Click "Add Stamp" button
  4. Wait for success message

Success confirmation:

  • Green success banner appears
  • Shows updated stamp count
  • Customer's app updates simultaneously

Communicate to customer: "Great! You now have 8 of 10 stamps. Just 2 more to go!"

Handling Scan Issues

QR Code Won't Scan

Troubleshooting steps:

1. Check customer's screen:

  • Is QR code fully visible?
  • Is screen brightness high enough?
  • Is screen protector damaged?

2. Check your camera:

  • Is lens clean?
  • Is camera in focus?
  • Is app permission granted?

3. Adjust positioning:

  • Move closer or farther
  • Change angle
  • Improve lighting

4. Refresh the code:

  • Ask customer to close and reopen QR code
  • Generates a fresh code
  • Codes expire after 10 minutes

5. Use manual entry:

  • If scanning continues to fail
  • Ask for customer identifier
  • Add stamp manually

Wrong Customer Scanned

If you accidentally scan the wrong person's code:

  1. Don't click "Add Stamp"
  2. Close the form or go back
  3. Ask the correct customer to show their code
  4. Scan again

If you already added the stamp:

  1. Note the customer name
  2. Contact your manager
  3. Manager can rollback the transaction
  4. Add stamp to correct customer

Duplicate Scans

If customer's code is scanned twice:

Prevention:

  • Wait for success message before rescanning
  • Don't scan if customer already showed code
  • Check transaction history if unsure

If it happens:

  1. Note the duplicate
  2. Inform your manager
  3. Manager can void the duplicate stamp
  4. Apologize to customer

Optional Fields

Purchase Amount

Field: Purchase Amount Required: No Purpose: Internal tracking only

When to add:

  • If your business tracks this data
  • For analytics purposes
  • To verify minimum purchase compliance

When to skip:

  • During busy times
  • If not required by management
  • To speed up process

Note: Customers never see purchase amounts.

Internal Notes

Field: Notes Required: No Purpose: Context for transaction

Examples:

  • "Birthday bonus"
  • "Customer complaint resolution"
  • "Regular morning coffee"
  • "First visit"

When to add:

  • Special circumstances
  • Bonus stamps
  • Unusual situations
  • Manager requests

Keep notes:

  • Professional
  • Factual
  • Brief
  • Relevant

Note: Customers never see internal notes.

Best Practices

Speed and Efficiency

During rush hours:

  • Have scanner ready before customer arrives
  • Scan while preparing order
  • Skip optional fields
  • Confirm verbally and move on

During slow times:

  • Take time to chat
  • Mention their progress
  • Add notes if interesting
  • Build customer relationships

Customer Communication

Before scanning: "I'll add a stamp to your card right now."

While scanning: "Just one moment..." (if taking longer than expected)

After scanning: "Perfect! You're at 6 of 10 stamps now. Almost halfway there!"

If not eligible: "It looks like you've reached your daily limit, but you can earn more stamps tomorrow!"

Accuracy

Always verify:

  • Customer identity
  • Correct stamp card
  • Eligibility status

Never:

  • Scan without customer present
  • Add stamps for friends/family
  • Override eligibility without manager approval
  • Scan your own code

Training Tips

Practice Makes Perfect

Before your first shift:

  • Practice with test accounts
  • Scan multiple times
  • Try different lighting
  • Get comfortable with the interface

During training:

  • Shadow experienced staff
  • Ask questions
  • Take notes
  • Practice with real customers under supervision

Common Mistakes to Avoid

Mistake: Scanning too quickly without verifying Solution: Always check customer name matches

Mistake: Not communicating with customer Solution: Explain what you're doing and confirm success

Mistake: Giving up on scanning too easily Solution: Try troubleshooting steps before manual entry

Mistake: Adding stamps when not eligible Solution: Respect eligibility rules, escalate to manager if needed

Next Steps