Clients: How to use QR Codes for Functions

Owned by James Kleinig (Unlicensed)
Last updated: Feb 12, 2019
3 min read

When firms run training seminars and client-facing events, they need to be able to easily record who has attended and who has not. QR codes offer a simple way for firms to ensure they are recording the correct person's details. 

This process allows firms to accurately and more easily register planned attendees. Unplanned attendees (walk-ins) will still need to be manually added to a function.

Set up QR Codes for Invitees

QR codes are listed by default on the standard invitee page layout.

Invitee Page Layout

  1. On the Invitee page layout the following field must be visible: Invitee Attended QR.
  2. The QR codes will automatically generate for each invitee.

Tracking Attendance with QR Codes

Before the function:

  1. Add the "Invitee Attended QR" code to the function name tags you create for attendees and scan those as people arrive at the function.
  2. Run a report for the function which lists the invitees details along with the Invitee Attended QR codes, and scan from the report as people arrive at the function. 
  3. Or, do both to be safe!

Run the QR Code Report

QR Codes don't display in a CSV or Excel export, so to run the QR Report for a function, we've built a report which is triggered by a custom button called "Attendee Check-in Report". To add this button to the function page drag the Mobile and Lighting Actions called Attendee Check-in Report to the Actions section. Users can then generate this report for their function. 

As people arrive at the function:

  1. The person or people checking-in invitees will need to be logged into the firm's org through a web browser, NOT using the SalesForce app. 
  2. They can then use their phone camera to scan the Invitee Attended QR code
  3. As soon as the camera is waved over the QR Code a message appears: 
  4. This link must be clicked, which will open the invitee record in OnePlace, and set the attendance status to "Attended".
  5. Repeat these steps for every attendee.

You can also set attendance using URLs in the SalesForce App:

  1. Navigate to the Function record
  2. Locate the invitee record for the person, click the "URL Attended" link. 
  3. This link will set the invitee status to "Attended".

QR codes for Networking during a Function 

Image result for event name tag with QR code

There's another QR code listed against an invitee record called "Invitee QR", which can be used during events by any attendee to add a contact's details to their local IOS contacts.

Firms just need to add this Invitee QR code to the name tags for a function, and attendees can quickly and easily snap people's details to capture them as a contact. 

Note that when an attendee does this nothing happens in OnePlace, there is no additional data stored. It's just an IOS quick action for saving someone's details.