QR Code Check-In

A unique QR Code is generated automatically for each event you create, which can speed check-in for larger events and reduce the complexity of the on-site registration / check-in process for your team

Designed primarily for events attended by invited guests, our QR-Code approach puts the responsibility for checking in to your event onto the guest and does not require you to have an on-site registration team or to invest in any special equipment like QR-Code readers.

Event managers can generate a single QR-Code, to download as a .png file for printing and display throughout the entrance area of the event. Arriving guests use their own mobile devices to scan this code and enter the email address they used to register for the event.

Seatrobot then presents them with options based on the your pre-set event settings: either a success screen, a decline screen with customizable instructions, or a register screen, allowing them to register and check-in for the event right there.

All successful check-ins also immediately receive a customizable confirmation screen and a customizable check-in confirmation email.

Generating the Event QR-Code

In Event Setup, click the 'Event QR Code' button located in the 'Advanced' panel in the lower half of the page. This will launch a modal containing the QR Code for the event. (The first time you click this button, the QR-Code will take a few seconds to generate). You can also Export the QR-Code as a .png file from this modal. Whenever you need to access the QR-Code again, just return here and click the 'Event QR-Code' button.

To download graphics files for displaying QR Code Check-in instructions at your event, click here

What the Guest Sees

When your guests scan your event QR Code, they see the following screen:

After checking in successfully, they see this screen (success page), containing a customizable message:

Setting QR-Code Preferences

You have control over what happens to guests of different types when they try to check-in using the QR Code.

Depending on whether or not their email is in the event and, further, what their status in that event is, you can decide what happens when a guest attempts to check in.

There are three pages that anybody trying to check in can be sent to, depending on the email they enter:

1. Success page: this page displays a customizable success message (as in the picture above) and a large green success icon. It also sends a customizable "successful check-in" email to the guest and marks the guest as 'Attended' in the event Guest List and Check In pages. This page is ALWAYS displayed to any confirmed guest in an event who checks in using the same email address they used to register for the event.

2. Register page: this page displays a message saying that the guest's email is not registered (confirmed) for the event and offers two options to the guest: a) a link to go back and try again with a different email address and b) a Register Button, which performs the following functions automatically: changes the guest's status to 'confirmed' in the guest list, marks the guest as 'attended' in the Guest List and Check In pages, sends the successful check-in email, and displays the Success page (1, above)

3. Decline page: this page displays a message saying that the guest's email address is not recognized at all and offers the guest a link to go back and try again with a different email address. This page is ALWAYS displayed to any email entered which is not recognized in the Guest List for the event.

Customizing the options

Clicking the 'Manage QR-Code Check-In' button displays the panel for customizing the above options:

1. The head block allows you to edit the success message that appears on the Success page at check-in. You can add other information here if you need to, such as a link to the event web page for accessing an agenda, for example.

2. The center block allows you to decide which pages are presented to guests of different statuses in your event, as follows:

a. 'Invited Guests': these are guests who you have sent an invite to but who have not RSVP'd. If guests of this type attempt to use QR-Code Check-In, you can choose to send them either to the 'Register page' or the 'Decline page' after entering their email address.

b. 'Declined Guests': these are guests you sent an invite to but who declined their invite and said they would not be attending. If guests of this type attempt to use QR-Code Check-In, you can choose to send them either to the 'Register page' or the 'Decline page' after entering their email address.

c. 'Waitlisted Guests': these are guests you sent an invite to who attempted to RSVP, but were told that there were no more available seats at the event and chose to go on the waitlist. If guests of this type attempt to use QR-Code Check-In, you can choose to send them either to the 'Register page' or the 'Decline page' after entering their email address.

3. The lower block allows you to edit the 'decline message' that is displayed to any guest attempting QR-Code Check-In who lands on the Decline page. You can add other information here if you need to, such as instructions on where to find the Information Desk for face-to-face registration at the event.

Note 1: guests who have registered for an event or accepted an invite (Confirmed Guests) will always be sent to the Success page after entering their email address at QR-Code Check In.

Note 2: guests whose email addresses are not in the event at all will always be sent to the Decline page after entering their email address at QR-Code Check In.

Note 3: using the above controls is useful if you are attempting to manage strict guest numbers at your event.

Editing the Check-In Confirmation Email

Clicking the 'Edit Check-In Confirmation Email' button displays the Seatrobot email editor and the default email template for check in confirmation:

You can edit this email contact as you wish. Some examples of content you may wish to include are:

1. A Link to a post-event survey

2. Instructions on claiming expenses for attending the event

3. A link to the event web page, with useful content like document downloads, the event agenda, speakers list etc.

4. Wording as to how the email may be used of proof of attendance for educational or training events.