Skip to main content
Creating a new NHS England: Health Education England, NHS Digital and NHS England have merged. More about the merger.

Check a vaccination appointment service (Check-In app)

Arrival stewards and assessment clinicians use this app to view details of a patient’s appointment and check them in to the site.

Staff must read the terms of use before using the National Booking Service applications. Further use of these applications will be seen as your acceptance of those terms.

  • The Check a vaccination appointment service (Check-In app) is a separate app to Q-Flow and allows sites to check people in.
  • Staff at vaccination sites must have a Q-Flow account to use it. Data from the app flows directly to Q-Flow and that information is used to support programme reporting. Arrival stewards should reset their password in Q-Flow after their account creation.
  • The service works securely offline; however, you will need a stable internet connection to view certain details.
  • Users have access to both the list view and guided version of the application.

Find out how site managers create user accounts for arrival stewards and assessment clinicians.

More details on the check-in process are available on our Operational guidance page.

Log in to the app

1. Go to in your browser to access the app. This link may already be on your device.

2. Enter your Q-Flow username and password.

Screenshot of login screen of check in app

3. After logging in, you will be shown what access permissions you have within the app. These are based on the user group of your Q-Flow account. If you are a Clinician or Read Only account, you will not be able to check people in.

Read more about user groups in Q-Flow

Check in app - you have view-only access rights

Check-in app - you have editing access rights

View details and check an appointment in

1. Select the site at which you are working and click or tap 'Confirm'.

Check a vaccination appointment - please confirm your location

2. You can look up each person who arrives at the vaccination site by name, booking reference or appointment time in the list. Click or tap their name to show the booking’s details.

Check a vaccination appointment - view today's appointments

The app only searches today’s appointments at the selected vaccination centre.

3. The person’s details will be shown so you can confirm the necessary checks, including COVID–19 symptoms.

Confirm details to check person in

Assessment clinicians can only view appointment details and are unable to perform check ins, they will see the screen below.

Information about this appointment (view only)

4. Clicking the 'Confirm and check this person in' button will check them in. You can also return to the list without checking them in.

Check in confirmation


Using the guided version

1. After confirming your location, you will be shown the list view page. At any time, you can switch to or from the guided version of the app by using the link at the bottom of the page. On list pages, it will display 'Go to guided version', on guided pages it will show 'Go to list version'.

Using guided version of the app

2. Ask each person as they arrive at the vaccination centre for their booking reference.

Ask the person for their booking reference

3. If they have their booking reference, enter this to bring up their appointment details.

Enter the booking reference

4. If they don’t have their booking reference, enter their surname and date of birth to bring up their appointment details.

Ask the person for their surname and date of birth instead

The app only searches today’s appointments at the selected vaccination centre.

If the app cannot contact our servers, the app will only search by surname and a warning will appear on the results page to indicate this.

5. When the appointment details are found, the following screen will be shown. Click 'Continue' under the details of the appointment.

Ask the person to confirm their name and date of birth

6. Ask the person if they have coronavirus symptoms.

Ask the person about current symptoms

7. If the person does have COVID-19 symptoms the arrival steward should ask them to leave the site. Click Reject to start with the next person.

COVID symptoms warning message

8. If the person doesn't have COVID -19 symptoms, the app will prompt any further checks, such as having evidence with them or if a parent or guardian needs to present.

The person is ready to be checked in

Check in is complete. Click 'Next person' to start with the next patient.

Person checked in successfully

Offline mode

If the device on which you are using the Check-in app loses its connection to the internet you can continue to view appointments and check them in.

Check-ins will be uploaded to NBS when the device regains connectivity.

However, you cannot logout, login or change location while offline.

You will see a yellow banner in the app if you have check-in data on your device that has not been uploaded to Q-Flow.

To protect data, the app will not be able to access NHS numbers or date of birth when offline, retry with a stable connection to view these fields.

Offline mode


Location indicator and change location banner

The banner at the top of the screen shows the site that you are currently logged into and can check-in appointments for. The banner also includes Give feedback, Change location and Logout links.

Please use the Change location functionality to switch between sites instead of using multiple tabs for different sites. Using multiple tabs with different sites can cause the app to not work properly.

Location indicator

You can also click the Change Location link at the bottom of any page in the app to switch to a new location.

Log out

Click the Logout link in the banner at the bottom of any page in the app to log out. Please log out as soon as you are finished with the app.

If the app is not used for 90 minutes you will be logged out automatically for security purposes.

Feedback survey

Click the Give feedback link at the top or bottom of any page in the app to access a Qualtrics survey where you can provide feedback on this service in a new window.

Additional support

FutureNHS provides up-to-date guidance on escalating issues. If you need additional support, please contact your System Vaccination Operations Centre (SVOC) in the first instance. If you are unsure which SVOC to contact, please ask your site lead or find your SVOC.

You may need to request access to FutureNHS.

Last edited: 4 April 2023 1:24 pm