My Check-in Didn't Work - What Do I Do?

Solutions for common check-in problems and how to ensure your artist knows you've arrived.

Overview

If you're having trouble checking in for your tattoo appointment, don't worry—there are several ways to resolve the issue and ensure your artist knows you've arrived. This guide covers common check-in problems and provides immediate solutions so you don't miss your appointment.

Immediate Actions

If You're Already at the Shop

Do this first:

1. Alert the receptionist or shop staff - Let them know you're having trouble with check-in
2. Message your artist directly - Use Apprentice chat to say "I'm here, but check-in isn't working"
3. Wait in the designated area - Your artist will be notified manually

Shop staff can:

• Check you in manually in the system
• Notify your artist directly
• Troubleshoot the kiosk if it's malfunctioning

Don't leave thinking your appointment is cancelled. Artists expect occasional check-in issues and have manual fallbacks.

If You're Trying to Check In Early (Mobile)

Do this first:

1. Try the check-in link again in a few minutes
2. Check if you've already checked in - You may have successfully checked in earlier
3. Message your artist - Ask if they received your check-in notification
4. Wait until closer to appointment - Some check-ins are blocked until day of appointment

Common Check-In Issues and Solutions

Issue 1: Check-In Link Not Working

Problem: Clicking the check-in link shows an error or doesn't load.

Possible Causes:

• Link expired (check-in links expire after 48 hours)
• Typo in the URL (if copied manually)
• Network connectivity issue
• Browser compatibility issue

Solutions:

• ✅ Copy full URL: Ensure entire link is copied (no characters cut off)
• ✅ Paste into browser: Try pasting the full URL into browser address bar
• ✅ Try different browser: Switch from Chrome to Safari (or vice versa)
• ✅ Request new link: Message artist via chat to send fresh check-in link
• ✅ Use manual check-in: Log in to Apprentice, go to appointment, and click "Check In"

Verification: If link shows "404 Not Found" or "Page Not Found", it's likely expired or invalid.

Issue 2: "Prep Required" Error

Problem: Can't check in because it says prep must be completed first.

Possible Causes:

• Artist requires prep completion before check-in
• Prep forms not submitted
• Deposit not paid (if required as part of prep)
• Consent forms not signed

Solutions:

• ✅ Complete prep first: Click link to complete health forms and consent
• ✅ Pay deposit: If deposit is required, pay before checking in
• ✅ Contact artist: Ask if prep can be waived or completed at shop
• ✅ Bring paperwork to shop: Complete forms on arrival (if artist allows)

Verification: Check-in page should show "Prep incomplete" status and link to prep portal.

Issue 3: In-Shop Kiosk Not Responding

Problem: Kiosk screen frozen, not accepting touch input, or showing error.

Possible Causes:

• Kiosk device frozen or offline
• Touch screen calibration issue
• System update in progress
• Network connectivity problem

Solutions:

• ✅ Alert shop staff immediately: They can restart the kiosk or check you in manually
• ✅ Use mobile check-in instead: Pull up check-in link on your phone
• ✅ Wait for staff assistance: Don't try to fix the kiosk yourself
• ✅ Try alternate kiosk: If shop has multiple kiosks

Verification: If kiosk screen is completely black or unresponsive to touch, it's likely crashed or offline.

Issue 4: Can't Find My Appointment

Problem: Kiosk or check-in page says it can't find your appointment.

Possible Causes:

• Entered wrong phone number or email
• Appointment was cancelled or rescheduled
• Checking in on wrong date
• Account mismatch (booking under different email)

Solutions:

• ✅ Verify date and time: Confirm appointment is today (not yesterday or tomorrow)
• ✅ Check email/SMS confirmation: Use exact email or phone number from booking confirmation
• ✅ Try alternate contact info: If you have multiple emails or phone numbers on file
• ✅ Show confirmation to staff: Display booking confirmation email/SMS
• ✅ Contact artist: Artist can manually check you in

Verification: Double-check appointment date in your booking confirmation email.

Issue 5: Already Checked In (Can't Check In Again)

Problem: System says you're already checked in, but you don't think you did.

Possible Causes:

• You accidentally checked in earlier and forgot
• Check-in link was clicked multiple times (system registered first click)
• Artist manually checked you in
• System glitch (rare)

Solutions:

• ✅ Check your email: Look for "You're Checked In" confirmation
• ✅ Check notification history: See if check-in confirmation is in your Apprentice notifications
• ✅ Ask artist: Confirm they see you as checked in
• ✅ Proceed to waiting area: If already checked in, just wait for artist

Verification: If you see "Checked in at [time]" on your appointment page, check-in was successful.

Issue 6: "Appointment Not Found" Error

Problem: Check-in system can't locate your appointment at all.

Possible Causes:

• Appointment was cancelled by artist
• Appointment was rescheduled to a different date
• Booking wasn't confirmed (still pending)
• Technical issue with database sync

Solutions:

• ✅ Check email for cancellation: Look for cancellation notification
• ✅ Verify appointment status: Log in to Apprentice and check appointment details
• ✅ Contact artist immediately: Ask if appointment is still scheduled
• ✅ Show booking confirmation: Provide proof of booking to artist or shop

Verification: If appointment shows as "Cancelled" in your Apprentice dashboard, it was cancelled.

Issue 7: "Check-In Not Available Yet" Message

Problem: Can't check in because it's too early.

Possible Causes:

• Artist set check-in window (e.g., only allow check-in starting 2 hours before appointment)
• Trying to check in more than 24 hours early
• Check-in time restrictions configured by shop

Solutions:

• ✅ Wait until check-in window opens: Check back closer to appointment time
• ✅ Check in on arrival: Most artists prefer check-in when you actually arrive
• ✅ Message artist: Ask if they can enable early check-in for your appointment

Verification: Error message should specify when check-in will be available (e.g., "Check-in available starting 1:00 PM").

Issue 8: Payment or Deposit Block

Problem: Check-in blocked until deposit is paid, but you already paid.

Possible Causes:

• Payment processed but system hasn't updated yet (usually 1-2 minutes)
• Payment failed but error wasn't clearly shown
• Paid via external method (Venmo, cash) and artist hasn't recorded it yet
• Payment applied to wrong project or appointment

Solutions:

• ✅ Wait 2-3 minutes: Give system time to process payment
• ✅ Refresh the page: Reload check-in page to see updated status
• ✅ Check email for payment receipt: Verify payment actually went through
• ✅ Show payment proof to artist: Provide Venmo screenshot, Stripe receipt, etc.
• ✅ Contact artist to record payment: If paid externally, artist must manually record it

Verification: Check your bank account or payment app to confirm charge went through.

Issue 9: Location or GPS Verification Issue

Problem: Check-in requires location verification, but it's not working.

Possible Causes:

• GPS/location services disabled on device
• Poor GPS signal (common indoors)
• Artist set location verification but you're checking in remotely
• Browser blocking location permission

Solutions:

• ✅ Enable location services: Check device settings (Settings → Privacy → Location)
• ✅ Grant browser permission: Allow Apprentice to access location
• ✅ Move near window: Improve GPS signal if inside building
• ✅ Check in at shop: If remote check-in fails, check in on arrival
• ✅ Contact artist: Ask if location verification can be disabled for your appointment

Verification: Browser should prompt "Allow Apprentice to access your location" - tap Allow.

Issue 10: Account Login Required But Can't Log In

Problem: Check-in requires login, but you're having trouble logging in.

Possible Causes:

• Forgot password
• Account email different from booking email
• Session expired
• No account created yet (booked as guest)

Solutions:

• ✅ Reset password: Use "Forgot Password" link
• ✅ Create account: If you booked as guest, create account with booking email
• ✅ Check email: Use same email address from booking confirmation
• ✅ Contact artist: Ask if they can bypass login for check-in
• ✅ Use guest check-in: If available, check in without logging in (enter booking confirmation code)

Verification: Booking confirmation email shows the email address used for booking.

Manual Check-In Alternatives

If All Else Fails

Option 1: Artist Manual Check-In

1. Message your artist: "I'm here, but check-in isn't working"
2. Artist can manually mark you as "Arrived" in their console
3. Achieves same result as self-check-in

Option 2: Reception Desk Check-In

1. Give your name to receptionist or shop staff
2. They'll check you in using the shop's backend system
3. Artist will be notified just like normal check-in

Option 3: Text/Call Artist

1. If chat not available, text or call artist's phone number
2. Let them know you've arrived
3. Artist will mark you as present

All methods work - the goal is just to notify your artist you're there. The check-in system is a convenience, not a requirement.

Preventing Future Check-In Issues

Before Your Appointment

• ✅ Complete prep in advance: Finish health forms and consents 24-48 hours early
• ✅ Pay deposit early: Don't wait until check-in to pay deposit
• ✅ Test check-in link: Click link 24 hours before to verify it works
• ✅ Update contact info: Ensure email and phone number are correct in profile
• ✅ Save confirmation email: Have booking confirmation accessible

On Appointment Day

• ✅ Check in when you arrive: Don't try to check in hours early
• ✅ Use stable internet: Connect to Wi-Fi if mobile signal is weak
• ✅ Charge your phone: Ensure device has battery for mobile check-in
• ✅ Have proof of booking: Screenshot or printed confirmation as backup

Technical Preparation

• ✅ Update browser: Use latest Chrome, Firefox, or Safari
• ✅ Enable JavaScript: Check-in requires JavaScript enabled
• ✅ Clear cache: Periodically clear browser cache
• ✅ Test location permissions: Ensure location services work if required

When to Contact Support

Contact Apprentice support if:

• ✅ Check-in consistently fails across multiple appointments
• ✅ You've tried all troubleshooting steps with no success
• ✅ System shows error messages about bugs or technical issues
• ✅ Kiosk at shop is persistently broken

Contact your artist first for:

• ❌ Appointment-specific check-in issues
• ❌ Payment or prep questions
• ❌ Need immediate assistance (artist can check you in manually)

What Happens If You Don't Check In?

No Check-In Consequences

Don't panic - failing to check in doesn't automatically cancel your appointment:

• ⏰ Late arrival: Artist may assume you're running late
• 📱 Artist will contact you: Most artists will message or call if you don't show up
• ⚠️ Potential delay: May delay start time since artist doesn't know you're there
• 💰 Deposit at risk: If you don't show at all, you may forfeit deposit (artist-dependent)

Check-in is helpful, but not mandatory - it just streamlines communication.

Late Arrival Without Check-In

If you're running late:

1. Message your artist ASAP
2. Let them know your ETA
3. Check in when you arrive (even if late)
4. Artist will adjust schedule accordingly

Most artists are flexible with occasional lateness, especially if you communicate.

Updated on: 16/01/2026