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Generating and using QR codes for Attendees
Generating and using QR codes for Attendees
Updated over a week ago

Understanding QR codes for Attendees

With Physical Events, giving Attendees the ability to have their own QR code allows them to access the Event venue, access Sessions when SwapAccess is enabled, and provide a way to connect and network with other Attendees and Exhibitors.

As Swapcard provides a built-in QR code management and scanning feature, Attendees can scan QR codes – from other Attendees, Exhibitors, or Sessions, as mentioned previously – using their native phone camera app, the Swapcard App or Branded App scan feature, or any other QR code scanner.

Organizers have access to the information related to QR code scanning via Analytics → Reports (refreshed every ~5 mins)

Generating QR codes and badges using a third-party

Organizers can generate QR codes for Attendees using a third-party tool that manages registration and badge printing. For this, Organizers need to integrate their chosen tool with Swapcard and set up field mapping. See: Understanding field mapping

Generating QR codes within Swapcard in bulk

For Organizers who do not plan on using a third-party solution and/or don't want to print badges, Swapcard provides an alternative.

In the Studio, via Content → People, Organizers can manage QR codes in bulk by leveraging the capabilities of the Import via Excel file feature that can be accessed by clicking on the Create people.

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The first step involves downloading the Excel template, which will be used to generate the QR codes in bulk. If you already added People to your Event, their data will be available in the downloaded file. If you do not want to create QR codes for all Attendees, it's also possible to intervene in selected Groups only (second option in the list).

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Once the Excel template has been downloaded, Organizers need to open it and locate the column named Badge Code. To generate QR codes, Organizers simply need to fill this column for each Attendee with a unique code that can be completely random.

You can generate a random code in the Badge Code column for each participant in the Excel file, by using the formula below

=CHAR(RANDBETWEEN(65;90))&CHAR(RANDBETWEEN(65;90))&RANDBETWEEN(1000000;9999999)

Make sure to copy/paste as values only once generated to avoid the formula generating new code each time you open the file. Then, simply upload the Excel file to update the Event with the new data.

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To verify that the import worked, Organizers can check one of the Attendees individually from the Studio, as described in the next paragraph, or display their own QR code on their screen to have someone else from their team (who is registered to the Event!) scan it. For this, Lead Retrieval needs to be enabled.

Managing QR codes individually

In the Studio, via Content→ People, Organizers can manage QR codes individually by clicking on an Attendee and then opening the Settings tab where Badge and code is located. There, Organizers can add/edit/remove codes one by one. A good way to troubleshoot QR code-related issues experienced by one user in particular.

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Enabling Lead Retrieval

Setting up QR codes from the Studio is the main step. However, if Organizers forget to enable Lead Retrieval, Attendees won't have the ability to scan QR codes using the Swapcard App built-in scanning feature.

To enable Lead Retrieval, Organizers need to go to Studio → Event builder→ Groups & permissions and click on the pencil next to the Group they want to enable Lead Retrieval for:

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Then, Organizers simply need to toggle on the Lead Retrieval option:

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On the Attendees' side, QR codes can now be scanned using the bottom-right "camera" icon.

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Giving Attendees quick access to their QR code

Organizers can add an Event ticket Content Button (see: Event ticket Content Button: use case and settings) on the Event homepage and navigation bar to give Attendees quick access to their QR code. This allows Attendees to easily display their QR code on their device in order to quickly access the Event venue, access a Session, or connect with another Attendee (scanning a QR code adds the scanned Attendee to the other Attendee's contacts). With this option, Organizers are not required to have printed badges for Attendees to be able to perform the listed actions.

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