Check-In System: User Manual

1. Overview

The Check-In System is a lightweight, mobile-friendly Google Sheets Add-on designed for schools and libraries. It transforms your Google Sheet into a robust database and turns any smartphone into a barcode scanner for issuing (checking out) and returning (checking in) items like books, Chromebooks, or equipment.

Key Features

• Mobile Scanner: No expensive hardware required. Use any phone with a camera.

• Session-Based Scanning: Scan one user card, then scan multiple items in a batch.

• Live Inventory Tracking: See who has what and which items are overdue directly in your Sheet.

• Smart Feedback: The scanner app displays Item Names and User Names instantly upon scanning.

2. Installation & Initial Setup

(Note: If you have installed this from the Google Workspace Marketplace, skip to Step 2).

Step 1: Open the Menu

1. Open a blank Google Sheet.

2. Navigate to the top menu bar.

3. Click on Check-In System > 1. Setup Sheets.

Step 2: Automated Structure

The system will automatically create three protected tabs in your spreadsheet:

• Logs: The raw history of every scan event (do not edit this manually).

• Inventory: Where you list your books/devices.

• Users: Where you list your students/staff.

3. Configuration (Admin Guide)

To make the scanner "smart" (so it shows names instead of just barcodes), you need to configure your data tabs.

A. Setting up Inventory

1. Go to the Inventory tab.

2. Column A (Item ID) is mandatory. This must match the barcode on the physical item.

3. Smart Columns: You can add any details you want (Author, Year, etc.).

   • Crucial Rule: To display specific details in the Scanner App, wrap the column header in underscores.

   • Example: Name the column _Book Title_ or _Device Name_.

   • Result: When you scan barcode 123, the app will fetch the text under _Book Title_ and display it on the phone screen.

B. Setting up Users

1. Go to the Users tab.

2. Column A (User ID) is mandatory. This must match the student ID card barcode.

3. Smart Columns: Similar to Inventory, use underscores for details you want to verify.

   • Example: Name the column _Student Name_ or _Class Grade_.

4. Connecting the Mobile App

You do not need to install an app from the App Store. The system uses a progressive web app linked to your specific sheet.

1. In your Google Sheet, go to Check-In System > 4. Get Scanner QR.

2. A popup will appear with a large QR code and a web link.

3. Action:

   • Print this QR code and stick it on your library desk.

   • Or, email the link to your staff members.

5. How to Use the Scanner (Staff Guide)

Step 1: Launch

Scan the printed QR code with your phone (or click the link). The Library Scanner app will open in your browser. Grant Camera Permissions if asked.

Step 2: Choose Mode

• Check Out (Blue): Select this when giving items to a student.

• Check In (Green): Select this when items are being returned.

Step 3: Scan User

• Point the camera at the User's ID card.

• Manual Entry: If the barcode is damaged, type the ID in the input box below the camera and tap "Add" (or press Enter).

• Feedback: You will see a blue card appear with the User ID and their Name (e.g., "Student: John Doe").

Step 4: Scan Items

• Once a user is set, start scanning items (books, laptops, etc.) one by one.

• Manual Entry: You can also type Item IDs manually.

• Feedback: Green cards will appear for each item scanned. The app will fetch the item details (e.g., "Harry Potter") asynchronously.

• Mistake? If you scan the wrong item, tap the red X on the item card to remove it from the list.

Step 5: Finish

• Tap the big Complete Session button at the bottom.

• The data is instantly saved to your Google Sheet, and the app resets for the next student.

6. Dashboards & Reporting

The system includes built-in formulas to make sense of the data.

Inventory Status

Go to Check-In System > 2. Update Inventory Logic.

• This adds status columns to your Inventory tab.

• Current Status: Shows "🔴 Checked Out" or "🟢 Available".

• Held By: Shows the User ID of the person currently holding the item.

User Status

Go to Check-In System > 3. Update User Logic.

• This adds summary columns to your Users tab.

• Items Currently Held: A comma-separated list of everything that student has (e.g., "Math Book, Chromebook").

• Qty: The total count of items they have.

7. Troubleshooting

Q: "Sorry, unable to open the file at this time" Error.

• Cause: This is a known Google issue when multiple Google accounts are logged into the same browser.

• Solution:

  1. Recommended: Open the scanner link in Incognito Mode (Chrome) or Private Browsing (Safari).

  2. Alternative: Sign out of all Google Accounts and sign in only with the account that has permission to access the Sheet.

Q: The scanner isn't showing item details (it just says "Loading...").

• Check Headers: Ensure your columns in the sheet are named correctly with underscores (e.g., _Item Name_, not just Item Name).

• Check ID: Ensure the scanned barcode exactly matches the ID in Column A of the Inventory sheet (watch out for hidden spaces!).

Q: "Permission Denied" Error.

• The person scanning must have Editor Access to the Google Sheet. Please share the sheet with their Google Email address.

Q: Camera not working.

• Ensure you are opening the link via HTTPS.

• If using an iPhone, use Safari. If using Android, use Chrome.

• Check that you haven't blocked camera permissions for script.google.com.

Q: The QR Code / Link opens a generic page, not my sheet.

• Ensure the URL contains ?id=YOUR_SPREADSHEET_ID at the end. Always use the link generated by the Get Scanner QR menu option.