Source: https://vaultcrmhelp.veeva.com/doc/Content/CRM_topics/Events/Executing/QRSignIn.htm

## Signing into an Event using a QR Code®

Event attendees and speakers 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?**

* Admin Users - Browser
* [Syncing with the QR Server](#Syncing)
* Business Admin Users - Browser
* [Enabling QR Sign-in via Event Rules](#Enabling)
* [Using the {{SignInQRCode}} Token](#Using)
* End Users - Browser, iPad
* [Displaying the QR Code® in an Event](#Displayi)
* Event Attendees - Browser, iPad
* [Using QR Codes® to Sign into an Event](#Using2)
* Users require an Events Management License

### Configuring QR Sign-in for

[![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)Business Admin Users](#)

To configure this feature for business admin users:

1. Ensure the following features are configured:

   * [Configuring Events Management](../Configuration/Config.htm)
   * [Managing Event Materials](../Materials/EventMaterial.htm)
   * [Process Scheduler](../../Integration/Process_Scheduler.htm)
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

[![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)Integration Users](#)

To configure this feature for integration users:

1. Ensure [Configuring Events Management](../Configuration/Config.htm) 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 * signature\_method\_\_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 * signature\_method\_\_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 following check boxes in the API section:

   * Access API
   * Metadata API
8. Navigate to **Admin > Configuration > Event Registration and Sign-In**.

   ![](../../../Resources/Images/Events/Executing/QRSignIn.png)
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.

[![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)End Users](#)

To configure this feature for end users:

1. Ensure the following features are configured:

   * [Configuring Events Management](../Configuration/Config.htm)
   * [Managing Event Materials](../Materials/EventMaterial.htm)
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 the **Application** tab of the permission set.
4. Select the **Access API** checkbox in the API section:
5. Navigate to **Admin > Configuration > Objects > em\_event\_\_v > Layouts**.
6. 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.
7. Add **preview\_event\_qr\_code\_\_v** to the visible\_buttons\_\_v field of the appropriate em\_event\_layout\_\_v records. See [Defining Event Layouts](../Configuration/DefiningPageLayouts.htm) for more information.

### Enabling QR Sign-in via Event Rules as

[![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)Business Admin Users](#)

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**.

### Syncing with the QR Server as

[![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)Admin Users](#)

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](../../Integration/Process_Scheduler.htm).
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**.

   ![](../../../Resources/Images/Events/Executing/QRSignIn.png)
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

   ![](../../../Resources/Images/Events/Executing/QRSignIn1.png)
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.

   ![](../../../Resources/Images/Events/Executing/QRSignIn2.png)
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 checkbox.
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.

### Using the {{SignInQRCode}} Token as

[![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)Business Admin Users](#)

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 a QR Code® 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®.

### Displaying the QR Code® in an Event as

[![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)End Users](#)

To display a QR Code® attendees can use to sign in:

1. Navigate to the appropriate QR Code® enabled event.
2. Select **Preview Event QR Code** in the All Actions menu. Organizers can optionally save or print the generated QR Code®.

   ![](../../../Resources/Images/Events/Executing/QRSignIn3.jpg)

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](../Planning/EventTemplates.htm). 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.

### Using QR Codes® to Sign into an Event as

[![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)Event Attendees](#)

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.

All message\_\_v records used by this feature must have a language\_\_v field populated with the desired translated language. If the language\_\_v field is blank, the translation defaults to English.

To sign in with a QR Code®:

1. Scan the displayed **Event QR Code**.

   ![](../../../Resources/Images/Events/Executing/QRSignIn5.png)
2. Select **Sign In** on the Welcome page.
3. Search for the attendee name in the search bar.

   ![](../../../Resources/Images/Events/Executing/QRSignIn6.png)
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.

   ![](../../../Resources/Images/Events/Executing/QRSignIn7.png)
7. Select the Signature box to display the Signature modal.
8. Sign and select **Done**.

   ![](../../../Resources/Images/Events/Executing/QRSignIn8.png)
9. Select **Accept**.

When the signature is captured, the signature\_method\_\_v field on the corresponding record populates with qr\_sign\_in\_\_v, indicating the attendee signed in using a QR Code®.

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

If [Reconciling Walk-in Attendees to Existing Accounts](../Attendees/Walk_inAttendees.htm) 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 QR Code®.
2. Select Sign In on the Welcome page.
3. Search for the name in the search bar.

   ![](../../../Resources/Images/Events/Executing/QRSignIn6.png)
4. Select Not Here? Add Yourself Now.
5. Enter the appropriate information for all Walk-in Attendee fields.

   ![](../../../Resources/Images/Events/Executing/QRSignIn9.png)
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**.

### Related Topics

[Managing Event Attendees](../Attendees/Attendees.htm)

[Managing Event Materials](../Materials/EventMaterial.htm)