Signing into an Event using a QR Code

Event attendees can sign into an event using a QR code scanned on their own devices, making the sign-in process quick and easy.

QR Codes can be embedded in Print Templates and distributed at sign-in stations to enable attendees to quickly and simultaneously sign into the event on their own devices.

Who Can Use this Feature?

  • Platforms – Browser, iPad
  • Licensing – Available to users with Events Management
  • Users – Admin Users, Business Admin Users, End Users

Configuring QR Sign-in

Admin and Business Admin Users

To configure this feature for admin and business admin users:

  1. Grant admins access to the EM_QR_Sign_In_Admin_vod Visualforce page:
  2. Grant admins visibility to the QR Sign In Administration tab.

  3. Grant the event admins the following permissions:

    Object

    OLS

    Record Types

    Fields

    FLS

    EM_Event_Rule_vod

    CRUD

    Walk_In_Fields_vod
    • QR_Sign_in_Enabled_vod
    • Walk_In_Fields_vod

    Edit

    EM_Event_vod

    R

    n/a

    QR_Sign_in_Enabled_vod

    Read

  4. Enable the following Administrative Permissions for admins:

    • Modify All Data

    • Modify Metadata Through Metadata API Functions

End Users

To configure this feature for end users:

  1. Grant end users the following permissions:

    Object

    OLS

    Record Types

    Fields

    FLS

    EM_Event_Rule_vod

    R

    n/a

    QR_Sign_in_Enabled_vod

    Read

    EM_Event_vod

    CRUD

    n/a

    QR_Sign_in_Enabled_vod

    Read
    Sign-In_URL_vod Edit
  2. Add the Sign-In_URL_vod field to the appropriate EM_Event_vod page layouts. This step is optional.
  3. Place the QR_Sign_In_Enabled_vod field on the page layout assigned to the Walk_In_Fields_vod record type on the EM_Event_Rule_vod object.
  4. Navigate to the appropriate Event Configuration.
  5. Create a new Event Rule or edit an existing Event Rule with a record type of Walk_In_Fields_vod.
  6. Select Yes for the QR Sign-In Enabled? field.
  7. Select Save.
  8. Add the Preview_Event_QR_Code_vod button to all appropriate Event Layouts.

Managing the QR Server Connection

QR codes for events are generated using Veeva’s Events QR Server, which requires administrator credentials.

To connect to the Veeva Events QR Server:

  1. Navigate to the QR Sign In Administration tab.
  2. Select Edit in the Veeva CRM Connection Management section.
  3. Enter the appropriate administrator credentials.
  4. Select Is This a Sandbox? If the org is a sandbox.
  5. Select Save.

A message displays informing the user if the entered credentials are valid.

QR Codes generate with the following format:

https://signin.veevacrm.com/?e=[EVENT ID]&o=[ORG ID]&k=[KEY]

Attendees cannot gain accidental access to other events by altering this URL.

Syncing with the QR Server

Events created with QR Sign-in enabled must be synced to the QR Server before attendees can use the QR code to sign into the event:

  1. Navigate to the Process Scheduler.
  2. Navigate to the QR Sign-in Process.
  3. Schedule the process or run the process immediately by selecting Run. It is recommended to schedule the job to run daily.

Viewing the QR Sign in Process History

Admins can view the history of the QR Server sync process as well as view any errors that occurred during the process. To view the sync history, navigate to the QR Sign in Process History section in the QR Sign In Administration tab.

This section displays the ten most recent runs of the sync process in a table with the following columns:

  • Action – If a run had errors, a Download log link displays in this column
  • Start Timestamp
  • End Timestamp
  • Status
  • Success – The number of successfully uploaded events to the QR server
  • Error – The number of errors that occurred during the process
  • Message

Receiving Sync Alert Emails

Admins can use the QR Sign In Sync Alert History section of the QR Sign In Administration tab to define email addresses to receive an email whenever an error occurs during the QR Server sync with CRM:

  1. Navigate to the QR Sign In Sync Alert History section.
  2. Select Edit in the Action column.
  3. Enter a comma-delimited list of all email addresses and users who should receive an email.
  4. Select Save.

Resolving Sync Errors

The QR Sign In Sync Alert History section of the QR Sign In Administration tab enables admins to view, resolve, and retry any sync errors that occur between Veeva CRM and the QR Server.

  1. Navigate to QR Sign In Sync Alert History. The Sync Alert table displays the following information:

    • Action – Displays the Review details link
    • Error ID – The ID of the row in the table
    • Event Name
    • Event Country
    • Event ID
    • Date – When the event was synced with the QR Server
    • Error – Displays the type of error or number of errors associated with the event
  2. Select Review details in the Action column.
  3. Note and address the reason for any rows in the modal with a status of FAILED.
  4. Select the appropriate rows with a status of FAILED using the check box.
  5. Select Retry.

Optionally, admins can select the Download Log button to download all sign in alerts for the selected event over the last 30 days.

Displaying the QR Code in an Event

To display a QR code attendees can use to sign in:

  1. Navigate to the appropriate event.
  2. Select Preview Event QR Code in the More Actions menu.

Organizers can optionally save or print the generated QR code.

Generated QR codes are valid for scanning up to 12 hours before the value of the Start_Time_vod field of the event and up to 12 hours after the value of the End_Time_vod field of the event. During the time when the QR code is valid, any changes to the event immediately sync to the QR Server.

Copying an Event’s Sign-in URL

Event owners can copy and distribute their QR-enabled event’s sign-in URL. This enables event owners to easily share the URL with attendees of their event, since attendees can receive the copied URL via the chat of a virtual event or any other communication channel, and use the URL to sign into the event directly from their device.

It is not recommended to include the Sign-In_URL_vod field when configuring Event Templates for Child Events. If this is a shared field between parent and child event, it the parent's Sign In URL copies to child events.

When a QR-enabled event is created, a shortened version of the sign-in URL is populated in the event’s Sign-In_URL_vod field. If the URL does not immediately display, refresh the page.

This field can be copied and distributed as needed to provide attendees with a URL to sign into the event.

Since selecting the Preview QR Code button updates the URL embedded in the QR code, the Sign-In_URL_vod field also automatically updates if the event is QR-enabled and the field is blank.

Using QR Codes to Sign into an Event

After scanning a QR code, attendees are guided through the sign-in process on their own devices.

The sign-in process automatically translates to the language of the attendee’s browser. If this language is not one of Veeva’s Supported Languages, the process displays in the language of the event owner.

To sign in with a QR code:

  1. Scan the displayed Event QR Code.
  2. Select Sign In on the Welcome page.

  3. Search for the attendee name in the search bar.

  4. Select the appropriate account.

  5. Select the appropriate Meal Opt-in option. This step only displays if the Meal_Opt_in_vod field is on the appropriate Event_Attendee_vod page layout and is not marked as read-only.

  6. Verify the information is correct.

  7. Select the Signature box to display the Signature modal.

  8. Sign and select Done.

  9. Select Accept.

Using QR Codes to Sign into an Event as a Walk-in Attendee

If Walk-in Attendees are enabled, attendees of an event that were not invited can sign into the event using the displayed QR code.

To sign-in as a Walk-in Attendee:

  1. Scan the displayed Event QR Code.
  2. Select Sign In on the Welcome page.
  3. Search for the name in the search bar.
  4. Select Not Here? Add Yourself Now.
  5. Enter the appropriate information for all Walk-in Attendee fields.
  6. Select Next.
  7. Verify the information is correct.
  8. Select the Signature box to display the Signature modal.
  9. Sign and select Done.
  10. Select Accept.