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The Check-in Kiosk Experience

Learn how the client check-in kiosk works and what to expect when checking in for your tattoo appointment.

Overview

The Apprentice check-in kiosk provides a seamless, contactless check-in experience for tattoo appointments. Whether you're checking in on your mobile device or at a kiosk in the shop, the process is quick, secure, and integrates with the artist's workflow to minimize wait times and streamline your appointment experience.

What is the Check-in Kiosk?

Kiosk Types

Mobile Check-In (Most Common):

Check in from your own smartphone via SMS or email link
Complete check-in before arriving at the shop or from the waiting area
No physical kiosk needed

In-Shop Kiosk:

Tablet or computer at the shop reception desk
Self-service check-in when you arrive
Shared device for all clients

Both methods use the same check-in system and provide the same experience.

When to Use Check-In

Timing:

24 hours before: Check-in link sent via SMS and email
On arrival: Check in when you reach the shop
Early check-in: You can check in up to 24 hours early

Purpose:

Confirms you're coming to your appointment
Alerts your artist that you've arrived (if checking in on-site)
Starts the prep or session workflow
Reduces front-desk congestion

How Mobile Check-In Works

Step 1: Receive Check-In Link

You'll receive a check-in link via:

SMS (text message): "Your appointment with Sarah is tomorrow at 2 PM. Tap to check in: [link]"
Email: "Appointment Reminder: Check In for Your Appointment"

Link sent:

24 hours before your appointment
Day of appointment (if you didn't check in early)
Can be resent by your artist if needed

Step 2: Open Check-In Link

On your mobile device:

Tap the link in the SMS or email
Opens Apprentice check-in page in your mobile browser
No app download required

If link doesn't work:

Copy and paste the URL into your browser
Or log in to Apprentice and navigate to your appointment

Step 3: Review Appointment Details

Check-in page shows:

Artist name and shop location
Date and time of your appointment
Appointment type (e.g., tattoo session, consultation)
Deposit status (paid/unpaid)
Prep status (if prep forms required)

Verify all details are correct before checking in.

Step 4: Complete Pre-Appointment Requirements (if applicable)

If prep is required, you may need to complete before checking in:

✅ Health questionnaire
✅ Consent forms
✅ Deposit payment (if unpaid)
✅ Photo ID verification (for age verification)

If prep is not complete, you'll be prompted to finish it before check-in.

If prep is complete, proceed directly to check-in confirmation.

Step 5: Confirm Check-In

Review all information on the check-in page
Tap "Check In" button
You'll see a confirmation screen: "You're checked in!"

What happens next:

Your artist receives an instant notification
You're added to the shop's queue or artist's "today" console
Your appointment status changes to "Arrived" or "Checked In"

Step 6: Wait for Your Artist

After checking in:

Stay in the waiting area or follow shop instructions
Your artist will call your name or send you a message when ready
Check-in doesn't guarantee immediate service (depends on artist's schedule)

Wait time:

Varies based on artist's current client and schedule
Most appointments start within 5-15 minutes of scheduled time
If running late, artist or shop staff will notify you

In-Shop Kiosk Check-In

Using the Shop Kiosk

When you arrive at the shop:

Locate the check-in kiosk (tablet or computer at reception)
Tap "Start Check-In" on the kiosk screen
Enter your information:

Phone number or email address
Or scan QR code from your appointment confirmation

Kiosk will pull up your appointment details
Review and confirm
Tap "Check In"
You're done! Wait for your artist

Kiosk features:

Large touch screen for easy interaction
Simple, step-by-step prompts
QR code scanner for quick lookup
Confirmation screen with your check-in time

Walk-In Check-In

If you don't have an appointment:

Some shops allow walk-in check-in via kiosk
Select "Walk-In" option
Enter your name and contact information
Artist will be notified and contact you about availability

Walk-in availability varies by shop and artist; not all shops support kiosk walk-in registration.

What Happens After Check-In

Artist Notification

Your artist receives:

Real-time alert: "John Doe checked in for 2 PM appointment"
Today Console update: Your name moves to "Arrived" column
Client information: Quick access to your project and prep status

Shop Queue Integration

In shops with reception boards:

Your check-in adds you to the shop queue
Receptionist or shop staff can see you've arrived
Your status updates in the 6-lane Kanban board:

Pending → Arrived → In Session → Checkout → Completed → No-Show

Session Start Workflow

When your artist is ready:

Artist marks your session as "Started" in the console
Your status changes to "In Session"
Artist accesses your project, designs, and prep information

Smooth transition: Check-in streamlines the start of your appointment, reducing paperwork and delays.

Check-In Status Indicators

Client View

After checking in, you'll see:

✅ Green badge: "Checked In"
⏰ Timestamp: "Checked in at 1:55 PM"
📍 Location: "Checked in at Ink Studio"

If check-in is not complete:

⚠️ Yellow badge: "Check-In Required"
🔴 Red badge: "Prep Incomplete" (if prep required first)

Artist/Shop View

Artist console shows:

👤 Client name with check-in status
⏰ Check-in time (e.g., "Arrived 5 min ago")
✅ Prep status: "Prep complete" or "Prep incomplete"
💰 Payment status: "Deposit paid" or "Deposit due"

Shop reception board shows:

All checked-in clients across artists
Wait times and queue position
SLA compliance (if shop tracks on-time starts)

Check-In and Prep Integration

Prep-First Check-In Flow

If your artist requires prep completion before check-in:

Receive prep invitation 48-72 hours before appointment
Complete health forms and consent documents
Pay deposit (if required)
Then receive check-in link 24 hours before appointment
Check in with one tap (since prep is complete)

Benefits:

✅ Faster check-in on appointment day
✅ No last-minute paperwork
✅ Artist knows you're prepared and ready to start

Check-In Without Prep

If prep is not required:

Check-in is available immediately (no prerequisites)
Simple one-tap check-in
Paperwork completed at the shop (if needed)

Incomplete Prep Warning

If you check in but prep is incomplete:

⚠️ Warning: "Prep incomplete - please complete before appointment"
Link to complete prep forms
Check-in still registers (you're "arrived"), but artist may delay start until prep is done

Check-In Timing and Flexibility

Early Check-In

Check in up to 24 hours early:

Confirms your appointment
Helps artist plan their day
Reduces risk of no-show
Convenient for clients who want to confirm in advance

Note: Early check-in doesn't mean you should arrive early. Arrive at your scheduled appointment time unless artist instructs otherwise.

On-Time Check-In

Check in when you arrive (recommended):

Most accurate for artist's schedule
Alerts artist you're in the waiting area
Enables accurate wait time tracking

Late Check-In

If you arrive late:

Check in anyway (even if past scheduled start time)
Artist will see you've arrived and adjust schedule
May result in shortened session if artist has back-to-back appointments

Tip: If running late, message your artist via chat before checking in to let them know.

Check-In Troubleshooting

Issue: Check-In Link Not Working

Solutions:

Ensure link hasn't expired (links valid for 48 hours)
Copy and paste full URL into browser
Try opening in different browser
Request new check-in link from artist
Or log in to Apprentice and check in manually from appointment page

Issue: Can't Find My Appointment

Solutions:

Verify appointment date and time are correct
Check email or SMS for appointment confirmation
Ensure you're logged in with the correct account
Contact artist if appointment is missing

Issue: Prep Required But Link Not Received

Solutions:

Check spam/junk folder for prep invitation
Verify email and phone number in your profile
Contact artist to resend prep invitation
Artist can mark prep as waived if needed

Issue: Kiosk Not Responding

In-shop kiosk issues:

Alert shop staff or receptionist
They can check you in manually
Or use mobile check-in from your phone instead

Issue: Already Checked In But Need to Cancel

Solutions:

Contact your artist immediately via chat or phone
Or go to appointment details and click "Cancel Appointment"
Check-in status will reset if appointment is cancelled/rescheduled

Check-In Best Practices

For Clients

Do:

✅ Check in when you arrive at the shop (or up to 24h early if convenient)
✅ Verify appointment details before confirming check-in
✅ Complete prep requirements before checking in (if applicable)
✅ Notify artist if you'll be late
✅ Wait in designated area after checking in

Don't:

❌ Check in if you're not actually coming (creates confusion)
❌ Check in hours before arriving (unless instructed by artist)
❌ Expect immediate service after checking in (wait for artist to call you)
❌ Leave the shop after checking in without notifying artist

For Artists

Do:

✅ Send check-in links 24 hours before appointments
✅ Monitor your Today Console for check-ins
✅ Acknowledge client check-ins with a message or by calling them in
✅ Use check-in data to track on-time performance

Don't:

❌ Ignore check-in notifications (clients expect acknowledgment)
❌ Penalize clients for not checking in if system was unavailable

Privacy and Security

Check-In Data

Information collected:

Check-in time and date
Device location (optional, if enabled by artist)
IP address (for security/fraud prevention)

Information NOT collected:

Personal health information (separate prep system)
Payment details (handled separately)

Kiosk Security

Shared kiosks are secure:

No login required (appointment lookup only)
No personal information displayed to next user
Session clears after check-in completion
Cannot access other clients' information

Mobile check-in is private:

Unique, time-limited check-in links
Only you can access your check-in page
Links expire after use or 48 hours

Updated on: 16/01/2026

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