The desktop QR and barcode scanner lets members check in at your front desk. When a member scans their code, ClubRight registers their arrival and checks their membership is active and up to date. This article covers what you need, how to set the scanner up, and how to fix common problems.
⚠️ Important: The scanner supplied by ClubRight is for front desk check-in only, where a member registers attendance face to face. It must not be connected to access control hardware that powers a door or turnstile. For door or turnstile access, speak to one of our approved access control suppliers.
What you need before you start
💡 Hardware requirements: The scanner only works with a Windows 10 or higher PC. It does not work with Apple devices or tablets. A Windows laptop is not recommended, as laptops can drop connection and overheat when left on permanently. For reliability, use a Windows desktop PC, ideally wired directly to your router rather than on wifi.
Before installing, download and install both versions of Microsoft Visual C++ 2015, one at a time, so the Welcome Screen loads correctly once installed. You can download them from Microsoft's download page.
The scanner connects through the Welcome Screen application, so you need that installed first. If you have not done this yet, follow the Welcome Screen setup guide.
Choosing your check-in method
Decide how members will check in before setting up the scanner. Go to Settings > Your Club > Club Access and choose an option under How do members check in?
QR Code (Rotating, secure): a secure code in the member app that refreshes regularly.
QR Code (Fixed, printable): a fixed code that can be printed.
Barcode (Traditional scanner): for members using a key tag or membership card with a printed barcode.
Remember to click Save Changes.
💡 Note: The check-in method is a club-wide setting, not a per-member choice. Different access control systems work with specific check-in types, so if you use access control, choose the option that matches your hardware. If you are unsure which one your system needs, check with your access control provider before changing it.
Setting up the scanner
Once the Welcome Screen is installed and your check-in method is set:
Plug the scanner into a USB port on your Windows PC.
Open the Welcome Screen application.
Open the Welcome Screen settings.
Select the Barcode Reader Option.
Select Detect Barcode Scanner.
Once the reader ID populates, select Done.
The scanner is now linked. You can leave the Welcome Screen running, and it will check members in even when it is not the window in focus.
✅ Tip: Most clubs keep the Welcome Screen open and facing members as they walk in, so it greets them and shows club information. The Welcome Screen needs to be open each day for check-in to work, and you need to be logged in to ClubRight.
If your settings screen looks different
On some installations, you open the scanner settings by pressing F12 on your keyboard to bring up the options menu, then select Set and scan a barcode to detect the scanner. Save and close the Welcome Screen, then re-open it.
Turning the keypad numbers or sound on or off
If the Welcome Screen shows a number keypad and you do not want it, you can turn it off. Members can also be allowed to check in by typing their membership number instead of scanning. Both are controlled under Settings > Your Club > Club Access, in the Check-in options section:
Keypad entry: turn this off to hide the number keypad, or on to let members type their membership number.
Mute welcome screen: turn this on to switch off the sound the Welcome Screen makes when members scan in.
Troubleshooting
A factory reset often resolves scanner problems. Your scanner's manual contains a factory reset barcode that returns the unit to its default settings. Scan that first, then set the scanner up again using the steps above. If the reset does not help, work through the checks below.
Reinstall Visual C++. On older machines, install both versions of Visual C++ 2015 to rule out missing dependencies.
Check your internet. The scanner needs an internet connection to work.
Check the lights. Make sure the scanner is plugged in and the blue light is on at the top. When you hold a barcode up to it, the white light should come on.
Check the Welcome Screen is running. It must be open each day and you must be logged in to ClubRight for check-in to work.
Try a powered USB hub. The current scanners need a powered USB connection. Most recent PCs are fine, but older computers may not supply enough power, so the scanner appears to turn on but does not work properly. Long extension cables can also drop the voltage too low. A powered USB hub usually solves this.
If F12 does not open the options box, it is usually a keyboard shortcut conflict. Open the Windows on-screen keyboard and press F12 from there instead.
If you are still stuck, contact the Customer Success team using the orange chat button in your application.