In-person events: QR codes & scanning feature

Learn about how to utilize Canapii's QR code scanning capabilities for in-person events.

Mitzi Ong   Last updated May 10 2023

How does QR code scanning work?

• Attendees using the mobile web app will find a new tab within the event homepage called 'My QR'. Upon selecting 'My QR' attendees will find a QR code & a QR code scanner. 

  
                                 

• Use for networking - It works so that when an attendee scans a colleague's QR code, their profile will appear within the mobile app which enables networking opportunities!
                                               

• Event Check in: as an attendee

When attendees scan the event QR code at the registration or at the check-in kiosk, their status will switch to 'Checked in'. 

To see whether attendees have checked in, go into 'On-site registration' (step 3) and here you'll find a list of your 'In-person' attendees. You'll be able to identify which have arrived as their status will change to 'checked in'. 

         

• Event Check in: as the organizer- Alternatively, as the event organizer, you are able to check in an attendee by scanning their QR code and choosing 'Event check-in'.

A message "Attendee has already checked-in" will pop up signifying that you have successfully checked-in the attendee. 

• Attend sessions: as an attendee - Scanning a session QR checks in the attendee for that session. If there are any virtual materials or details in the session page, the attendee can follow along here. 

. When an attendee scans the QR code it will add them to sessions attendee list, add the session to their calendar & open the session in their mobile app!
         

• Check-in sessions: as the organizer - Alternatively, as the organizer, you are able to 'check-in' attendees to your event sessions  using the mobile event app. Simply scan the attendee's QR code then choose 'Session check-in'. 

This will then  lead you to the list of sessions you wish to check in your attendee for. You are also able to see the recent sessions, if any, an attendee has already checked-in to under 'Recent'. 

Select the session and a message 'Attendee is already added in the session' will pop up signifying you have successfully added the attendee to that specific session. 

• Check-in Meetings: as an attendee - Attendees are able to check-in their meetings based on the Location QR. They simply scan the Location QR code and the system checks if they have meetings in that specific location. The person they are meeting with also gets a notification that the attendee has already checked-in to their set meeting. 
• Check-in Meetings: as an organizer - organizers are able to 'check-in' attendees to your event meetings using the mobile event app. Simply scan the attendee's QR code then choose which meeting they should be checked in to.
• View the event sponsors - Each sponsor gets their own QR code too!

You'll find the sponsors unique QR code within each sponsor's profile. When an attendee scans the QR code it will take them to the sponsor booth within the app. 
       

• QR code within the campaign tool

  When your event mode is set to 'In-person' you'll find within the Campaign tool, that there is the option to add a QR code as a placeholder. Simply type {attendeeQR}. This enables event organizers to send over the attendee's QR code as part of their emails! 

• QR Code for Tickets
  All ticket links also have their own unique QR code that will redirect users to the ticket page URL when scanned using a normal phone camera. 

  

• QR code for Sponsor Admins

When a sponsor admin is logged in on the app and uses the QR code scanner to scan an attendee QR, it will show two options:

• View Profile

• Add as a lead

  Adding as a lead will have the following options:

  • An add notes field that allows sponsors to add notes before adding the attendee
  • Add to lead data in the console with reference "Added as a lead by [sponsor admin name]" and include new notes tab