Check-In QR Code

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.

ZenGRM 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.

To generate a check-in QR code, first navigate to SETUP.

Scroll down to the ADVANCED table and click CHECK-IN QR CODE.

The CHECK-IN QR CODE window will open. You can click DOWNLOAD to save this into your files.

After downloading, you can exit the window. A new button will appear - MANAGE QR CODE CHECK-IN. 

If you click that button, the MANAGE QR CODE CHECK-IN window will appear. You can customize the message people receive when they check-in successfully. The formatting tools allow you to personalize further, and include merge fields.

If you scroll further down within this window, you can also edit the message people receive when their check-in is declined. The formatting tools within this section are more limited, as there's no data to pull for merge fields. 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.

Above the decline message textboxes, you have radio buttons to assign different messages to different check-in outcomes. We recommend assigning as follows:

• INVITED GUESTS - If there is a strict headcount, assign them to CHECK-IN / DECLINE. If the incentive for your event is to ensure as many people show up as possible, assign them to CHECK-IN / REGISTER.
• DECLINED GUESTS - CHECK-IN / DECLINE
• WAITLISTED GUESTS - This depends on the capacity of your event. However, it's most likely that you'd want to assign them to CHECK-IN / DECLINE, so your on-site check in person can keep track of how many waitlisted guests are arriving. Refer to our article Check-In Unconfirmed Guests for more information on this process.

PLEASE NOTE: 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.

Once your messages are customized to your preferences and assigned to the correct buttons, press SAVE MESSAGE.

This is what your guest sees when they scan the QR code on their mobile device:

Thank you! If you have questions about this process, or any other features in ZenGRM, please reach out to support.