QR vehicle check-in: the morning queue moves from your counter to the customer's phone
When four cars arrive at once in the morning, a queue builds at the counter while plates, phone numbers and complaints are typed in one by one. With Baktam you put a QR poster on the door or the counter. The customer scans it with the phone camera, enters the plate, phone number, complaint and photos if they like, acknowledges the privacy notice and signs your intake terms with a finger. The record lands in “Incoming check-ins”; you review it and turn it into a work order in one click.
Scan the poster
Plate and complaint
Terms and signature
Work order
Example scenario
Example: Monday, 8:05 a.m., and three cars are already waiting when Dave opens the garage. One customer scans the poster at the counter, picks the “brakes” symptom, takes a photo of the front wheel and signs the terms. While Dave makes his tea the record appears in “Incoming check-ins”, already matched to an existing customer by plate and phone. One click opens the work order, and the customer sees their place in the queue on their phone.
What is it for?
In the workshop
Four cars arrive at opening time; everyone waits at the counter and you can't start work for typing plates and phone numbers.
With Baktam
Customers check in on their own phones while they wait; you only review and confirm. If the plate and phone match one record, the existing customer and vehicle are suggested.
In the workshop
The complaint is noted half-heartedly at check-in, and the scratch the customer pointed at becomes an argument later.
With Baktam
The complaint arrives in the customer's own words and with quick options (routine service, brakes, engine warning light, noise/vibration, scratch…); up to 6 photos can be added. All of it moves onto the work order.
In the workshop
Nobody reads the intake terms and nobody signs them; storage fees and warranty are argued over when the job is done.
With Baktam
The customer sees your intake terms while checking in and cannot submit without signing. The signature, the text of the terms and the time stay with the work order and on the printed check-in form.
How does it work?
- 1
Put up the poster
Turn the feature on in Settings > QR check-in and print your branch's A4 or A5 poster for the door or the counter. Each branch has its own code; if you renew the code, the old poster stops working.
- 2
The customer checks in
After scanning, the customer types the plate and phone number, picks or describes the complaint and adds photos. They acknowledge the privacy notice, can opt in to promotional messages, then read and sign the intake terms.
- 3
Review and convert
The record lands in “Incoming check-ins” and you get a notification. Check the customer and vehicle match; one click opens a work order as a quote or straight into service. Photos and signature move onto it, and consents are saved to the customer card.
- 4
The customer follows the status
After checking in, the customer keeps a tracking link: received, work order opened, quote awaiting your approval, in service, ready. When the quote is ready they approve it from there.
Who uses it?
Front desk / cashier
Reviews incoming check-ins and converts them; no queue builds at the counter.
Vehicle owner (customer)
Checks in without queuing, signs the terms and follows the car's status from the link.
Workshop owner
Sets up the poster and the terms once; has a signed record of every check-in.
This feature is part of Baktam, the garage management software that keeps the whole workshop in one place.
Frequently asked questions
Does the customer need to install an app?
No. The QR code is scanned with the phone camera and the form opens in the browser; no login or app is needed.
What about customers who don't want to scan a QR code?
Leave a tablet at the counter in kiosk mode; the customer fills in the form there and it resets itself after each check-in. You can also open the work order at the counter as before.
Can anyone who scans the poster create a record?
A record never becomes a work order on its own; you review it and convert or reject it. Records that are not converted are deleted with their photos after 24 hours. The form has bot and retry protection.
Can someone typing a plate see another customer's details?
No. A match is only made when the plate and the phone number belong to the same record, and the customer is shown only a masked summary. Guessing plates reveals nobody's details.
How are customer consents recorded?
Acknowledging the privacy notice, consent to promotional messages and making the car's service history public by QR are recorded separately. Promotional messages and the public history are optional; when the record is converted, the consents are saved to the customer card.
Related features
Check-in form & signature
Check-in form, terms, storage fee and warranty in one record; the customer signs and the signature stays with the job.
Customer quote approval
The quote goes to the customer's phone as a link; they accept your terms and sign, and the approval record can be checked by QR.
Repair shop workflow
Every step from the moment a car arrives to handover: who does what, what the customer sees, which record you keep.
One click is all it takes to try everything.
14 days free, no card needed. Set up in 5 minutes, learned in half a day.