To configure this feature for business admin users:

1. Ensure the following features are configured:

   • Configuring Events Management
   • Managing Event Materials
   • Process Scheduler
2. Navigate to Admin > Users & Groups > Permission Sets.
3. Select the appropriate permission set.
4. Select the Objects tab.

5. Grant the following permissions:

   Object	Object Permission	Object Types	Fields	Field Permission
   em_event_rule__v	CRED	walk_in_fields__v	qr_sign_in_enabled__v	Edit

6. Navigate to Admin > Configuration > Objects > em_event_rule__v > Layouts.

7. Add the qr_sign_in_enabled__v field to the layout assigned to the walk_in_fields__v object type.

8. Navigate to Admin > Configuration > Objects > em_event__v > Object Types.

9. Ensure the following em_event__v fields are available to all applicable em_event__v object types:

   • sign-in_url__v
   • qr_sign_in_enabled__v
   • meal_optin_for_qr_signin__v

To configure this feature for integration users:

1. Ensure Configuring Events Management is complete.
2. Navigate to Admin > Users & Groups > Permission Sets.
3. Select the appropriate permission set.
4. Select the Objects tab.

5. Grant the following permissions:

   Object	Object Permission	Object Types	Fields	Field Permission
   account__v	RE	All Applicable	n/a	n/a
   address__v	RE	All Applicable	account__v city_cda__v license__v postal_code_cda__v primary_cda state_province__v	Read
   country__v	RE	All Applicable	n/a	n/a
   em_attendee__v	RE	All Applicable	event__v account__v user__v person__v first_name__v last_name__v attendee_name__v signature__v signature_datetime__v em_attendee_status__v	Edit
   em_event__v	RE	All Applicable	country__v em_event_status__v end_time__v event_configuration__v meal_optin_for_qr_signin__v ownerid__v qr_sign_in_enabled__v start_time__v	Read
   em_event_speaker__v	RE	All Applicable	event__v account__v speaker_name__v first_name__v last_name__v signature__v signature_datetime__v em_event_speaker_status__v	Edit
   events_management_settings__v	RE	All Applicable	qr_server_url__v	Read
   message__v	RE	All Applicable	category__v language__v text__v	Read
   person__v	RE	All Applicable	n/a	n/a
   signature_page__v	RE	disclaimer__v	disclaimer_country__v language__v disclaimer_text__v signature_page__v	Read
   tsf__v	RE	All Applicable	address__v account__v territory__v	Read
   user__sys	RE	All Applicable	language__sys	Read
   vcountry__v	RE	All Applicable	alpha_2_code__v	Read

6. Navigate to the Application tab of the permission set.
7. Select the All API check box in the API section.

8. Navigate to Admin > Configuration > Event Registration and Sign-In.

   

9. Select Edit in the Vault CRM Connection Management section.
10. Enter the appropriate integration user credentials.
11. Select Is This a Sandbox? If the instance is a sandbox.
12. Select Save. A message displays informing the user if the entered credentials are valid.

To configure this feature for end users:

1. Ensure the following features are configured:

   • Configuring Events Management
   • Managing Event Materials

2. Grant the following permissions:

   Object	Object Permission	Object Types	Fields	Field Permission
   em_event_rule__v	R	walk_in_fields__v	qr_sign_in_enabled__v	Read
   em_event__v	CRED	All Applicable	sign-in_url__v qr_sign_in_enabled__v	Edit

3. Navigate to Admin > Configuration > Objects > em_event__v > Layouts.
4. Add the sign-in_url__v field to the appropriate em_event__v layouts. This is optional and enables end users to view the generated sign-in URL for their event.
5. Add preview_event_qr_code__v to the visible_buttons__v field of the appropriate em_event_layout__v records. See Defining Event Layouts for more information.

QR Sign-in is enabled for events based on applicable walk_in_fields__v type event rules:

1. Navigate to Events Management > Event Configurations and select the appropriate em_event_configuration__v record.
2. Create a new or edit an existing em_event_rule__v record with an object type of walk_in_fields__v.
3. Select Yes for the QR Sign-In Enabled? picklist.
4. Select Save.

Admin users must enable syncing with the QR Server via the Process Scheduler:

1. Navigate to the Event Registration & Sign In Process section of the Process Scheduler.
2. Select Activate.
3. Schedule the process. It is recommended to schedule the job to run hourly. You can also select Run to run the process immediately.

Viewing the Outbound Sync History

Admins can view the history of the QR Server outbound sync process as well as view any errors that occurred during the process. To view the sync history, navigate to the Outbound Sync History section of the Event Registration and Sign-In page.

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 Inbound Sync Alert Emails

Admins can define a list of email addresses to receive an email whenever an error occurs during the QR Server inbound sync process:

1. Navigate to Admin > Configuration > Event Registration and Sign-In.

   

2. Select Edit in the Inbound Sync Alert & History section.
3. Enter a comma-separated list of all email addresses of users who should receive an email.
4. Select Save.

Resolving Sync Errors

The Inbound Sync Alert & History section of the Event Registration and Sign-In page enables admins to view, resolve, and retry any inbound sync errors that occur between Vault CRM and the QR Server. To review and resolve sync errors:

1. Navigate to the Inbound Sync Alert & History section. The 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 sync error occurred
   • Error – Displays the type of error or number of errors associated with the event

   

2. Select Review Details in the Action column to view all records that failed to sync for the selected event. An explanation for why each record failed to sync displays in the Error 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, select the Download Log button to download a file containing details of all records that failed to sync for the selected event.

Business admin users can add a dedicated Print Template token to display an event’s QR sign-in code in materials created for an event. This enables end users to print and distribute their event’s QR code.

Add the {{SignInQRCode}} token to the appropriate Print Templates to insert a QR code that attendees can scan on their device to sign into the event.

Print Templates containing the {{SignInQRCode}} should only be made available to events configured to use QR codes for signing in. An error occurs if end users try to generate a Print Template containing this token from an event not configured to use QR sign-in.

The token can be marked as optional by adding the <O> parameter to the token.

{{SignInQRCode<O>}}

Resizing the QR Code

By default, the QR code generates as a 200x200 pixel square image. Content creators can customize the size of the square image by adding the <Size=SIZE> parameter.

For example, {{SignInQRCode<Size=1000>}} generates a 1000x1000 pixel image for the QR code.

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

1. Navigate to the appropriate QR enabled 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__v field of the event and up to 12 hours after the value of the end_time__v 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 or edited, a shortened version of the sign-in URL is populated in the event’s sign-in_url__v 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.

Generating Print Templates with QR Codes

When end users generate a Print Template including the {{SignInQRCode}} token, the resulting PDF contains a QR code of the event’s sign-in link.

This PDF can then be printed or distributed to attendees to easily scan the QR code with their own devices to sign into the 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 when all of the following conditions are true:

   • The meal_opt_in__v is on the em_attendee__v layout used for the default attendee object type
   • The event owner has Edit permission to the following em_attendee__v fields:
   • meal_opt_in__v
   • em_attendee_status__v

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 Reconciling Walk-in Attendees to Existing Accounts 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.