QR Codes & Scanning in Eventene
Eventene uses QR codes for fast operational coordination during Events. A single participant has one QR code per Event, and that one QR code supports several scanning workflows depending on who is scanning and why.
Why QR codes
Manual name-based check-in works, but at any scale it slows down. QR scanning lets staff process attendees in a few seconds each. The same participant QR also supports Lead Generation and Points workflows — without participants needing to track separate codes.
The four scanning workflows
| Workflow | Who scans | What is scanned | What happens |
|---|---|---|---|
| Check-in / Check-out | Organizer or Event Staff | A participant's badge | The participant is marked Checked In or Checked Out for the selected Activity |
| Lead capture | Collector (sponsor or staff with that role) | A participant's badge | The participant is recorded as a lead, optionally with survey responses |
| Points scanning | Participant | An organizer-placed QR code | The participant earns the configured Points |
| Self-display | Participant | (No scan — they show their own) | The participant presents their Digital Badge for someone else to scan |
The first three workflows all rely on the participant's own QR code, which lives on their Digital Badge. Points scanning is the exception: it uses organizer-created QR codes placed around the Event for participants to find and scan.
Where QR codes appear
- On a participant's Digital Badge in the Mobile App — the most common source (Digital Badges)
- In Confirmation emails — when the organizer has enabled QR codes in Event settings, the Confirmation email type includes each Persona's QR code
- On pre-printed physical badges — organizers can export QR codes from Track for use in badge-printing services
- On organizer-placed signs / handouts — for Points scanning, organizers create separate QR codes for participants to find and scan
A participant who has lost their phone, doesn't have the Mobile App, or hasn't checked email can still be checked in by name. QR is a speed enhancement, not a requirement.
The Floating Action Button (FAB)
In the Mobile App, the Floating Action Button on the Event's main details page is the unified entry point for scanning. It presents the scanning options that match the user's role and the Event's configuration:
- An organizer or Event Staff sees the option to scan badges for Check-in / Check-out
- A Collector sees the option to Scan for Leads
- A participant in an Event with Points enabled sees the option to Scan for Points
The FAB consolidates what used to be separate, scattered scanning entry points into a single context-aware menu.
Who can scan what
| Role | Scan badges to check in | Scan for leads | Scan organizer QRs for Points | View their own QR |
|---|---|---|---|---|
| Organizer / Admin / Owner | Yes | If also designated a Collector | Yes (as a participant) | Yes |
| Event Staff | Yes | — | Yes (as a participant) | Yes |
| Collector | — | Yes | Yes (as a participant) | Yes |
| Participant | — | — | Yes | Yes |
For role definitions, see Account Roles & Permissions.
Online and offline scanning
Several scanning workflows continue to work without an internet connection:
- Check-in / Check-out works offline; status syncs when connectivity returns
- Lead capture works offline; leads sync when connectivity returns
Points scanning typically requires connectivity to award points immediately.
When multiple organizers scan offline, the system reconciles on the basis of the latest action's timestamp.
What a scan does — and doesn't do
A QR scan is an operational identifier. The system looks up what to do based on the scanner's role and the active scanning mode. A scan does not:
- Transfer money
- Change registration responses
- Alter Group membership
- Reveal personal data beyond what the scanning role is allowed to see
It only signals: "this Persona, in this Event, in this scanning context."