12 January 2021 - Digital TeachingCheck-in: Contact Data Collection via QR Code

Digital data collection via QR codes facilitates quick and simple data collection at university events. 

The corona pandemic continues to have an impact on events and university courses being held during the winter semester. Events where people are physically present require adherence to hygiene guidelines and the collection of contact data of all those who are present. In order to ensure the traceability of chains of infection, the university will rely on digital data collection through the new service, Check-in.

Hand hält Smartphone mit QR-Code

Digital and fast: using Check-in is easy 

Students, instructors, staff members and guests attending an event will scan a QR code at the entrance to a room or at their seat and then enter their data in the collection system. Most Android and iOS devices recognize QR codes with their camera apps, otherwise a dedicated QR-code-scanning app will easily read the code. 
Every person who enters a room with electronic data collection is required to provide the following information: 

  • First and last name 
  • Address 
  • Telephone number 

The date and time of attendance will automatically be recorded by the system.

Data collection without a mobile device: how to do it via weblink 

If you do not have a mobile device on hand, registration is also possible with another device with internet access, such as a PC, laptop or tablet. This registration should be submitted during the event or while you are present in the room. In order to do this, you can simply use the following link: https://check-in.uni-heidelberg.de/erfassung/####.##.### The pound signs (#) must be replaced by the room number specified under the QR code. (Example: https://check-in.uni-heidelberg.de/erfassung/2050.01.101).

Digital data collection enables rapid collaboration with public authorities 

Check-in enables simple, paperless and quick digital data collection of all attendees at university events and thus reduces the workload of those responsible for the event and its organizers. The process of collecting, storing and transmitting the data is thereby simplified and accelerated. If tracing is necessary, the data will be forwarded from a central location to the responsible authorities.

In the future Check-in also usable for event registration 

The service Check-in is managed by the software Pretix, which can also be used for reservations and ticket sales for events. Work is already underway to expand the system and install fixed scanning devices in centrally managed rooms so that in the future Check-in can be used for other purposes, e.g. for hybrid events with a limited number of participants.