How to Setup On-site Checkin Using the Scan QR Code Function

The PheedLoop On-site check in kiosk has the capacity to easily register and print badges for attendees which leads to less concerns about long lineups or wait times whilst your event is ongoing. 

What can make things even faster for your registrations is the ability to scan a QR code from the check in tablet to instantly print badges. Some attendees use the search feature but you can speed up the process by having the tablet scan and flash your registrants QR code which will instantly check you into the event.

1. How to Setup the QR Code Feature

1. From the Event Dashboard, navigate to On-site > Settings
2. Under Check In, toggle off the Hide Scan Option checkbox
   1. By default, the Hide Scan Option checkbox will be toggled off.

2 (A). Manually Email the QR Code

There are a few ways to provide a QR code to your attendees, the first of which revolves around manually emailing the QR code to their inbox. You can learn more about announcements here. 

Adding the QR code to a Announcement:

1. From the Event Dashboard, navigate to Communications > Announcements
2. Above the announcements list, select Create
   1. Fill out the information like Title and Description.
      1. Title represents the email subject line.
      2. Description represents the email body.
3. Under the Delivery section, toggle on the Email Notifications Enabled checkbox
4. Under the Advanced Settings section, toggle on the Include eBadge checkbox
   1. This eBadge will be the unique QR code that will be sent out with the email.
5. Select Save Changes

Sending the Announcement:

1. From the Event Dashboard, navigate to Communications > Announcements
2. Select an announcement you would like to send out from the list
3. Above the announcements list, select Actions > Send Single Announcement or Send Bulk Announcements
   1. You can also select Review Sent Announcements to see who has already received an email.

2 (B). Including the QR Code in Automatic Emails

Rather than creating a new announcement, you can edit the pre-created email templates which are automatically sent out by default for various reminders and confirmations on the platform.

1. From the Event Dashboard, navigate to Communications > Email Templates
2. Select an email template you would like to adjust from the list 
3. In the email template editor form, navigate to Body Text and select Insert Token
4. Under Insert Token select Attendee QR Code from the list
   1. You can customize where you would like this QR code to show in the Body Text.
5. Select Save Changes

Quick Tip - You can also insert the Attendee QR Code token directly into the confirmation message of tickets.

1. From the Event Dashboard, navigate to Registration > Tickets
2. Select a ticket you would like to adjust from the list
3. In the ticket editor form, navigate to Confirmation Message and select Insert Token

2 (C). Accessing the QR Code through the Mobile Event App

If you are planning to utilize the Mobile Event App for your event, your attendees can access the QR code right away. To find out how invite your attendees to the Mobile Event App, check out our article here. 

1. From the Mobile Event App, select the Event you are attending
2. Navigate to the left hand menu by selecting the three line icon on the top left
3. Underneath the attendee’s name at the top of the menu, select eBadge

A new page will open and your attendee QR code will appear for scanning.

3. How to Check In

When your attendee’s approach the kiosk, an option on the tablet will appear:

They can select the Scan button to launch the QR code scanner:

Just bring up the QR code and once it’s scanned it will check the registrant in and print their badge!

Quick Tip - If you are using the Guest Ticket Registration, you can use the ticket pdf to scan in, but that’s only in the context of the guest ticket.