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Check-In Pucks

Learn how to create, program, manage and use Check-In Pucks with Custr.

Overview

A Check-In Puck is a physical Contactless Check-In point that users tap with a compatible mobile phone.

Pucks can be placed at locations such as:

  • Main Reception

  • Staff Entrance

  • Visitor Entrance

  • Staff Room

  • Sixth Form Entrance

  • Residential Entrance

  • Departments

  • Remote buildings

  • Alternative entrances

When a user taps a Check-In Puck, their phone opens the appropriate Custr check-in or check-out experience.

Depending on the user and the features enabled for the site:

  • Visitors enter their name and follow the visitor check-in process.

  • Staff with the Companion App can continue through the app.

  • Staff without the Companion App can use Secure Check-In with a four-digit PIN, where enabled.

  • Sixth Form students and residents can use Secure Check-In with a four-digit PIN, where enabled.

Check-In Pucks may be supplied as:

  • NFC-only pucks

  • NFC and QR pucks

An NFC-only puck is used by tapping it with a compatible mobile phone.

An NFC and QR puck gives users two ways to open Contactless Check-In:

  • Tap the puck with their phone

  • Scan the QR Code printed on the puck

Each physical puck must be programmed before it can be used.

Before You Begin

Check-In Pucks are programmed through the Custr Companion App.

The user programming the puck must:

  • Have access to the Companion App

  • Be signed in to the correct organisation and site

  • Have the relevant NFC programming permission enabled through Roles & Permissions

  • Use a compatible mobile phone with NFC available

  • Have the physical puck available

Only Companion App users with the appropriate permission will see the NFC programming tools within Settings.

The Enable NFC scan on Check In button setting is not required to program a puck.

It controls whether NFC scanning is available through the Companion App check-in button during normal staff check-in.

Opening the NFC Settings

To access the NFC tools:

  1. Open the Custr Companion App.

  2. Open Settings.

  3. Scroll to the NFC section.

Depending on the user’s permissions, the available options may include:

  • Enable NFC scan on Check In button

  • Get NFC tag information

  • Program an NFC tag

  • Erase an NFC tag

  • View available NFC tags

Although the Companion App currently uses the term NFC tag, this article refers to the physical product as a Check-In Puck.

Programming a NewCheck-In Puck

To program a new puck:

  1. Open the Companion App.

  2. Open Settings.

  3. Select Program an NFC tag.

  4. Select Start Scanning.

  5. Hold the back of the phone near the Secure Check-In Puck.

The Companion App scans the puck to determine whether it is empty and ready to be programmed.

If the Puck Is Empty

If the puck does not contain an existing NFC record, the Companion App displays a confirmation that it is ready.

Select Choose tag name to continue.

Choosing a Puck Name

The Companion App allows the user to create a new NFC record as part of the programming process.

Enter a name that identifies the physical location where the puck will be installed.

Examples include:

  • Main Reception

  • Staff Entrance

  • Staff Room

  • Visitor Entrance

  • Sixth Form Entrance

  • Residential Entrance

  • North Building

  • Car Park Entrance

The name is used to help administrators identify the puck within Custr and understand which check-in location was used.

The puck name does not change the check-in workflow or user permissions. It acts as a location label.

Each physical puck should have its own record.

Do not program multiple physical pucks using the same record.

Where more than one puck is installed in a similar location, use clear unique names, such as:

  • Staff Entrance 1

  • Staff Entrance 2

  • Main Reception Left

  • Main Reception Right

After entering or selecting the required name, continue to the next step.

Writing the NFC Record

The Companion App displays the selected puck name before programming begins.

Check that the correct name has been selected, then:

  1. Select Write to NFC tag.

  2. Hold the puck close to the back of the phone.

  3. Keep the phone and puck still while the record is written.

  4. Wait for the Companion App to confirm that the NFC record has been written.

Security is applied during programming where supported.

Do not move the puck away from the phone until the app confirms that the writing process has completed.

Confirming Whether the Puck Has a QR Code

Near the end of the programming process, the Companion App asks whether the physical puck also includes a QR Code.

The user must select the option that matches the puck being programmed.

The choices are:

  • The puck has a QR Code

  • The puck does not have a QR Code

This question cannot be skipped because Custr needs to know whether the puck supports NFC only or both NFC and QR.

Pucks Without a QR Code

Where the puck is NFC only:

  1. Select the option confirming that the puck does not have a QR Code.

  2. The Companion App completes the programming process.

  3. Wait for the programming confirmation screen.

The puck can then be used by tapping it with a compatible mobile phone.

Pucks With a QR Code

Where the puck includes both NFC and a QR Code:

  1. Select the option confirming that the puck has a QR Code.

  2. The Companion App opens the phone camera.

  3. Scan the QR Code printed on the physical puck.

  4. Wait for the app to confirm that it has been read.

  5. Complete the programming process.

The QR Code is read so that Custr can configure it to open the same Contactless Check-In location as the NFC function.

This is not a comparison or matching check between two existing records.

The QR Code must be scanned during programming so that it can be associated with the new Contactless Check-In point.

If the QR Code is not scanned, Custr cannot configure the QR part of the puck correctly.

Programming Complete

Once the process has completed successfully, the Companion App displays a confirmation screen.

This includes:

  • The puck name

  • The security status

  • Whether write access is allowed

  • Confirmation that programming has completed

The screen may show:

  • Security: Protected

  • Write access: Allowed

Select Done to finish.

It is good practice to test the puck immediately after programming.

Tap it using a compatible phone and confirm that the correct Contactless Check-In experience opens.

Where the puck includes a QR Code, scan the QR Code separately and confirm that it also opens Contactless Check-In.

Understanding Puck Security

Security is applied to the Secure Check-In Puck during programming where supported.

A protected puck is designed to prevent unauthorised NFC-writing applications from changing or overwriting the record.

Depending on the physical NFC hardware, some pucks may have different write or protection capabilities.

A protected Custr puck may still be managed through the Custr Companion App, but it must normally be erased before it can be programmed again.

The confirmation screen shows the security and write-access status after programming.

Programming a Puck That Already Contains Data

If the Companion App detects that the puck already contains an NFC record, it will not immediately overwrite the existing information.

The existing record must be erased before the puck can be programmed again.

This applies to:

  • Previously programmed Custr pucks

  • Pucks containing another NFC record

  • Pucks being moved to another location

  • Pucks being renamed or reused

Use Erase an NFC tag before starting the programming process again.

Erasing a Secure Check-In Puck

To erase a puck:

  1. Open the Companion App.

  2. Open Settings.

  3. Select Erase an NFC tag.

  4. Hold the phone near the puck.

  5. Follow the instructions displayed in the app.

  6. Wait for confirmation that the NFC data has been erased.

The user must be viewing the site associated with the puck in order to erase it.

For example, a puck programmed for Site A must be erased while the Companion App is viewing Site A.

After erasing the puck, it can be programmed again using a new or existing location name.

Where the physical puck includes a QR Code, the QR Code should also be scanned again during the new programming process.

Getting Puck Information

The Get NFC tag information option allows an authorised Companion App user to scan a Secure Check-In Puck and view information about it.

This can be used to identify:

  • Which Custr site the puck belongs to

  • Whether the puck has been programmed

  • Information held against the NFC record

To view the information:

  1. Open the Companion App.

  2. Open Settings.

  3. Select Get NFC tag information.

  4. Hold the phone near the puck.

  5. Review the information displayed.

This can be useful when:

  • A puck has been removed from its original location

  • The location name is unclear

  • An administrator needs to confirm which site it belongs to

  • A puck needs to be erased or reprogrammed

  • Several pucks are being installed at the same time

Viewing Available Pucks

The View available NFC tags option displays the NFC records available for the current site.

This allows authorised users to review the Secure Check-In Pucks that have been created.

The list may include names such as:

  • Reception

  • Staff Entrance

  • Staff Room

  • Sixth Form Entrance

  • Residential Entrance

Each physical puck should have its own unique record.

The available-pucks list is useful for checking:

  • Which locations have already been created

  • Which names are already in use

  • Whether a puck record exists for a particular entrance

  • Which name should be selected or avoided when programming a new puck

Enabling NFC Through the Companion App Check-In Button

The Companion App includes an Enable NFC scan on Check In button setting.

Where enabled, staff selecting the check-in button in the Companion App can be prompted to scan or tap a Secure Check-In Puck as part of the attendance process.

This setting relates to normal staff check-in and check-out.

It is separate from the permissions required to program, inspect or erase pucks.

Whether staff can check in directly without scanning a puck depends on the organisation’s Roles & Permissions settings.

How Users Check In Using a Puck

Once programmed and installed, the user taps the puck with a compatible mobile phone.

The journey depends on the user type.

Visitors

Visitors are taken to Contactless Check-In.

They:

  1. Enter their name.

  2. Allow Custr to search for an Invite or Pre-Approved Visitor record.

  3. Select the relevant record where found.

  4. Continue as a Standard Visitor where no match is found and the site permits it.

  5. Complete the relevant visitor questions, documents and other requirements.

Visitors do not need to install an app.

Staff With the Companion App

Staff with access to the Companion App can tap the puck and continue through the app.

The Companion App identifies the member of staff through their signed-in account.

Any configured staff check-in or check-out questions are still displayed.

Staff photo capture does not take place through the Companion App.

Staff Without the Companion App

Staff without the Companion App can use Secure Check-In with a four-digit PIN, where enabled.

They:

  1. Tap the puck.

  2. Open Secure Check-In in their phone browser.

  3. Enter their four-digit PIN.

  4. Confirm the identity displayed.

  5. Answer any configured staff questions.

  6. Complete their check-in or check-out.

Staff photo capture does not take place through Secure Check-In.

Sixth Form Students and Residents

Sixth Form students and residents do not have access to the Companion App.

Where Secure Check-In is enabled, they:

  1. Tap the puck.

  2. Enter their four-digit PIN.

  3. Confirm their identity.

  4. Answer any configured questions.

  5. Complete the check-in or check-out determined by their current status.

No resident photograph is captured during check-in or check-out.

Pucks With NFC and QR

Where a Secure Check-In Puck includes both NFC and QR, users can either:

  • Tap the puck with a compatible phone

  • Scan the printed QR Code

Both options open Contactless Check-In for that location.

The QR Code is particularly useful where:

  • The phone does not detect the NFC tap

  • The user is unsure where the phone’s NFC antenna is located

  • NFC is disabled on the phone

  • The user prefers to scan a QR Code

The QR Code does not turn the puck into a QR reader. The user scans the printed code using their own phone.

Secure Check-In Pucks Are Not RFID Readers

Secure Check-In Pucks and RFID Readers perform different functions.

A user cannot check in by tapping an RFID card or fob against a Secure Check-In Puck.

Secure Check-In Puck

RFID Reader

Used with a mobile phone

Used with compatible RFID cards or fobs

Opens Contactless Check-In or the Companion App

Reads an RFID credential directly

Does not need to be connected to the Reception Kiosk

Must be connected to a Reception Kiosk tablet

Can be installed away from reception

Normally operates alongside the Reception Kiosk

Cannot read RFID cards or fobs

Designed to read supported RFID cards or fobs

Programmed through the Companion App

Configured as Reception Kiosk hardware

Secure Check-In Pucks are not replacements for RFID Readers.

Installation and Naming Best Practice

Before installing pucks, plan where users will need to check in and out.

Good locations may include:

  • Main entrances

  • Staff-only entrances

  • Reception areas

  • Sixth Form areas

  • Residential entrances

  • Staff rooms

  • Departments

  • Remote buildings

  • Event spaces

Use names that clearly identify the location.

Avoid vague names such as:

  • Puck 1

  • NFC 2

  • New tag

  • Entrance

Prefer names such as:

  • Main Reception

  • Staff Entrance 1

  • Sixth Form Entrance

  • Residential Main Door

  • North Building Staff Room

Each physical puck should have its own record, even where several pucks are installed close together.

After programming:

  • Test the NFC tap

  • Test the QR Code, where included

  • Confirm that the correct location opens

  • Install the puck where it is easy to see and reach

  • Avoid placing it where users may mistake it for an RFID Reader

  • Make sure instructions clearly tell users to tap or scan using their mobile phone

Troubleshooting

The Companion App does not show the NFC settings

Confirm that:

  • The user is signed in to the Companion App

  • The user has the relevant Roles & Permissions

  • The user is viewing the correct organisation and site

  • The app is up to date

  • The phone supports the required NFC functionality

Only authorised Companion App users can see and use the programming tools.

The phone cannot detect the puck

Try the following:

  • Move the puck slowly around the back of the phone

  • Remove a thick phone case

  • Confirm that NFC is available and enabled

  • Keep the puck still while scanning or writing

  • Try the top or centre area of the back of the phone

  • Confirm that the puck is not damaged

  • Close and reopen the programming process

The location of the NFC antenna differs between phone models.

The app says the puck already contains data

The puck must be erased before it can be programmed again.

Use Erase an NFC tag, then restart the programming process.

The puck cannot be erased

Confirm that:

  • The Companion App is viewing the site associated with the puck

  • The user has the required permissions

  • The phone can detect the puck

  • The puck is held in the correct position

  • The puck has not been permanently locked by unsupported NFC-writing software

Some NFC hardware may not allow records to be changed once permanently locked.

The QR Code was not scanned during programming

Where the physical puck includes a QR Code, it must be scanned during programming.

Erase the puck and repeat the programming process, selecting the option confirming that the puck has a QR Code.

Scan the printed QR Code when prompted.

The puck opens the wrong location

Use Get NFC tag information to confirm the site and NFC record stored on the puck.

Where necessary:

  1. Erase the puck.

  2. Program it again.

  3. Select or create the correct location name.

  4. Scan the QR Code again, where included.

  5. Test the puck before reinstalling it.

An RFID card does not work with the puck

This is expected.

Secure Check-In Pucks only work with mobile phones. They cannot read RFID cards or fobs.

An RFID Reader connected to the Reception Kiosk is required for RFID credentials.

Important Notes

  • Secure Check-In Pucks are programmed through the Custr Companion App.

  • The Companion App user must have the relevant Roles & Permissions.

  • The Companion App creates a new NFC record during the programming process.

  • Each physical puck must have its own record.

  • Puck names are location labels and do not change the check-in workflow.

  • NFC-only pucks are completed without scanning a QR Code.

  • NFC and QR pucks require the printed QR Code to be scanned during programming.

  • The QR scan creates the QR Contactless Check-In connection for that puck.

  • An existing programmed puck must be erased before it can be reprogrammed.

  • A puck can only be erased while viewing the site it belongs to.

  • Get NFC tag information identifies the site associated with the puck.

  • View available NFC tags shows the puck records available for the current site.

  • Security protection helps prevent unauthorised apps from overwriting the NFC record.

  • Users tap pucks using a compatible mobile phone.

  • Pucks cannot read RFID cards or fobs.

  • Pucks are not replacements for RFID Readers.

  • RFID Readers must be connected to a Reception Kiosk tablet.

  • Staff questions still apply through the Companion App and Secure Check-In.

  • Staff photo capture does not occur through the Companion App or Secure Check-In.

  • Sixth Form students and residents cannot use the Companion App.

  • Residents do not have photographs captured during any check-in or check-out method.

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