QR Code registration enables you to provide each meeting or event registrant with a unique and secure digital registration. This method ensures that every participant receives an individualized QR code that serves as their official entry pass.
Each registration includes a digitally signed QR code, which staff members can easily scan at the entrance to verify and check attendees in quickly and efficiently. This process eliminates the need for printed attendee lists, reducing paper waste and administrative work. Additionally, the use of signed QR codes significantly enhances security by preventing any possibility of registration forgery, ensuring that only authorized individuals gain access to the event.
Setting Up Check-in QR Codes
- QR codes for attendance check-in are turned off by default and must be turned on for each meeting that needs them.
- This prevents QR codes from appearing on online events, public events, or other meetings where check-in is not needed.
- Open the meeting and go to Properties.
- Check the box for Check-in QR Code.
- Select Save.
If you have in-person meetings currently taking registrations, the QR code feature is now off by default. Turn it on for any meetings so registrants receive their QR code in their confirmation email.
Once turned on, registrants who sign up after that point will receive a QR code in their confirmation. A Scan QR button will appear on the meeting's Report tab for use by staff or volunteers at the door.
Multi-attendee Registrations
- Go to Meetings > [your event] > Edit Event.
Under Meeting Properties, set Max. Per Contact to control how many spaces one person can reserve. If set to 1, each registration reserves one space.
If set above 1 the Additional Attendees field allows you to choose whether each additional participant details should be captured to create individual contact records for them within your databank.
- For Free Meetings: Manage these settings on the Properties tab. You can now choose whether to "Count seats only" (faster registration) or "Collect each attendee’s details" (deeper data) based on your specific needs.
- For Paid Meetings: Settings are managed per Payment Option. You can now specify whether each payment option should:
- Reserve a seat and collect details.
- Reserve a seat without collecting details.
- Be used for non-seat items (like merchandise or donations) that do not impact your event capacity.
If your event includes options for paid registration, begin by navigating to the Payments tab.
Within this section, you will first need to select the specific campaign to which the payments should be linked. Once you have made your selection, click the Submit button to confirm your choice.
Next, to add new payment options, click on the (+) plus sign icon to add payment choices. This action will allow you to create various payment options tailored to your event.
When adding a payment choice, you must select an appropriate Segment Code. This code helps categorize the payment for tracking and reporting purposes. Additionally, provide a clear and descriptive Caption for the payment option. This caption will be displayed to attendees, so it should accurately describe the payment choice.
It is essential to specify the Option Type for each payment option you create.
Each option can be configured to:
- Reserve a seat and collect attendee details.
- Reserve a seat without collecting attendee details.
- Not a seat (for merchandise, sponsorships, raffle tickets, donations, or other add-ons).
- Non-seat options do not use event capacity or create attendee registrations.
By carefully setting up these payment choices, you ensure that your event registration process is organized, and payment data is accurately categorized for both ticket sales and additional purchases.
Save the event as usual by clicking Submit.
What the registrant sees
After completing registration/payment, each attendee's confirmation page displays their personal QR registration directly on screen, with the note “Use this QR code below to check in at the venue.”
Next to the QR code is a View registration link. Clicking it opens a page (“Registration ready to send”) where the attendee can review their info and click Send to email their ticket to themselves or someone else; it's useful if they want it on their phone for the day of the event. The ticket is only emailed when the attendee takes this step; it isn't sent automatically.
On the meeting preview page, a Share QR Code icon displays a scannable QR code linking to the event itself, separate from an individual's personal ticket.
Checking attendees in at the door
- Go to Meetings > [your event] > Meeting Report.
Click Scan QR. This opens your device's camera in a live scanner.
- Point the camera at the attendee's ticket QR code.
- A valid, unused ticket is marked as checked in and the attendee's status updates instantly on the roster.
- A ticket that's already been scanned shows an "already checked in" message so you can catch duplicate entries.
- An invalid or forged code is rejected.
- No manual searching or paper lists required, the roster updates live as people check in.
Notes
- Every ticket is cryptographically signed, so a ticket can't be copied/edited to work for a different person or event.
- Scanning requires camera access on the device used for check-in (phone, tablet, or laptop with a webcam).
Comments
0 comments
Please sign in to leave a comment.