Check-In Kiosk
The SimpleSpa Check-In Kiosk is a browser-based, touch-friendly page designed to sit on a tablet or shared screen at your front desk. It gives clients two self-service options without requiring staff involvement:
Check In — Clients look up today's appointment by mobile number and tap "I'm here" to notify the front desk.
Join Waitlist — Walk-in clients enter their details, choose a service and preferred provider, and add themselves to the live waitlist.
Setting Up the Kiosk
Finding the Kiosk Link & QR Code
Each location has its own unique kiosk URL and QR code. To access them:
Go to Settings → Locations
Click on the location you want to configure
Open the Settings tab
Scroll to the Check-In section
From here you can:
Copy the kiosk URL to your clipboard
Download the QR code as a PNG
Print a print-ready version of the QR code
{% hint style="warning" %} Daily token expiry The kiosk link contains a security token that expires at midnight each night. Always generate or display the QR code fresh from the Settings page. Clients who scan an expired QR code will see a "Link unavailable" message. {% endhint %}
Recommended Setup
Any modern tablet or touchscreen with a browser will work. For best results:
Device — iPad, Android tablet, or Windows touchscreen
Browser — Safari, Chrome, or Edge (latest version)
Mounting — countertop stand or wall-mount at comfortable touch height
Kiosk mode — use Guided Access (iOS) or a kiosk-lock app to prevent clients navigating away
Connectivity — Wi-Fi or wired Ethernet; the kiosk does not require client-side data
Opening the Kiosk
Open the kiosk URL in the browser on the dedicated tablet
The page loads with a live clock, your location name, and two mode tabs
Leave the browser open — the page auto-refreshes check-in results and resets the waitlist form after each submission
No staff login is required on the kiosk device. The page is secured by a daily signed token; clients cannot access other locations or admin areas from this page.
Check-In Flow
How It Works
Client taps the Check In tab (active by default)
Enters the mobile number used when booking
Taps Find appointment
Today's matching appointments appear as cards
Client taps I'm here on the relevant appointment
Confirmation message appears: "Checked in! A team member will be right with you."
The appointment status is updated to Checked In in SimpleSpa, and any enabled staff notifications are triggered.
Form Requirements
If a client has an outstanding intake form, the I'm here button is replaced by a Complete form link. The client:
Taps the link (opens the form in a new tab)
Fills out and submits the form
Returns to the kiosk tab
The kiosk checks for completion every 5 seconds and automatically shows the I'm here button once all forms are submitted.
Error States
No appointments found for today.
Number not matched, or no appointments today
Client should speak to front desk
This appointment is outside the check-in window.
Appointment is too far in the future or past
Staff can manually check in from the dashboard
QR code has expired.
Daily token expired past midnight
Refresh the kiosk URL from Settings
Too many attempts.
Rate limit reached
Client should speak to front desk
Waitlist Flow
Step 1 — Client Lookup
The client enters their mobile number or email address and taps Continue.
Found — A masked confirmation card is shown (e.g. "••• 6789") and the client confirms their identity.
Not found — The client is taken to the Create Profile step to register.
Step 2 — Confirm or Register
Existing client: The client sees their name and masked contact details. They tap Yes, that's me to continue, or Back to re-enter their details.
New client: A registration form is shown. First name is required; at least one of mobile or email is required. Tapping Create profile & continue creates the client record in SimpleSpa and advances to service selection.
Step 3 — Service Selection
The client sees a searchable list of active services grouped by category. Tapping a service auto-advances to staff selection.
Only services that are active and available online are shown. Services hidden for this location via the category hide list are excluded.
{% hint style="info" %} Shared-mode businesses If your business has multiple locations sharing a service catalogue, the service list always shows services for the specific location this kiosk is configured for. Client records are searched across all locations under your business for lookup purposes. {% endhint %}
Step 4 — Staff Selection
The client sees a grid of available staff filtered to those who perform the selected service category. If no staff match the category, all active staff are shown as a fallback.
The client taps a staff card then taps Add me to the waitlist.
Confirmation & Auto-Reset
On success the client sees:
Their queue position (e.g. "#2 of 4 today")
A summary of the service and provider chosen
A 20-second countdown after which the kiosk resets automatically for the next client
A Start over now button to reset immediately
The waitlist entry appears instantly in the SimpleSpa Waitlist view for this location.
Troubleshooting
"Link unavailable" Error Screen
We couldn't find a location in this link.
The location parameter is missing from the URL
Re-copy the URL from Settings → Locations → Check-In
This QR code has expired.
Daily token is from a previous day
Reload the kiosk URL from the Settings page
This link may be expired or incorrect.
Invalid location ID or malformed token
Re-copy the URL; contact support if it persists
Services Not Showing on Waitlist
Confirm the service is marked active in Settings → Services
Confirm Available online is enabled on the service
Confirm the service type is Standard (not Package or Add-on)
Check the service category is not hidden for this location
Client Not Found on Lookup
The client may be registered under a different mobile or email address
For shared-mode businesses, the search spans all locations — try an alternative contact detail
If the client is new, the Create Profile step will register them on the spot
Check-In Not Updating the Dashboard
Confirm the kiosk URL is for the correct location
Check the appointment is scheduled for today
If forms are pending the I'm here button will not appear until they are completed
Staff can manually update the appointment status from the SimpleSpa dashboard
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