Simplify in-person event check-ins with the Dynamics 365 mobile app and QR codes

Managing live events can be incredibly stressful and difficult for staff. From planning to taking money and managing registrations, it is imperative to have a set system and process for conducting live events. Systems like Dynamics 365 Marketing make it easier by managing registrations, logistics, and payment in one place.

For a detailed look at how Dynamics 365 Marketing manages live events from start to finish, check out our blog on the topic. But what about the check-in process? If the check-in process is mismanaged, the check-in desk can get backed up or post event reporting can be negatively affected.

In this blog we’ll cover how organizations can utilize the Dynamics 365 mobile app and event registration QR codes to ensure the check-in process runs smoothly.

Generate QR codes from event registration

When a contact registers for an event in Dynamics 365 Marketing, an event registration record is automatically created and associated with their contact record in CRM. If no contact record matches the form submission, a new contact is created. Event administrators can view all existing event registrations under the Registration and attendance tab of the event record.

When an event administrator clicks into an individual event registration record, more details regarding the registration are shown including a unique registration ID and QR code. Both the registration ID and QR code are automatically generated when the registration record is created. The QR code ties directly to the unique registration ID. This can be used later when creating an event check-in record. The event registration record also shows optional details like event sessions eligible to the registrant and session registrations.

Send the QR code to the event registrant

Since the event registration record shown above is internal and not viewable by the registrant themselves, event administrators need a way to send them the QR code so they can check into the event. Marketers can utilize email marketing capabilities in Dynamics 365 Marketing to send registrants a registration confirmation email with their unique QR code embedded in the email message.

To do this, Dynamics 365 Marketing users will create an email message and insert the QR code block from the toolbox into the email design. Users will then associate the specific event tied to the email. Dynamics 365 Marketing will automatically recognize the contact that the email is being sent to and embed their unique QR code into the email.

Finally, the Dynamics 365 user will create a customer journey record that sends the email record above to event registrants. This will require creating a segment that searches for all contacts the register for the event and applying the email record. To learn more about creating Dynamic segments and Customer journeys check out our blogs on both topics.

Check in event attendees using QR Codes

Now that registrants have access to their registration QR code, Dynamics 365 Marketing users need a way to verify that they actually attend. Setting up a check-in desk that attendees visit and show their QR code before going into the event is a great way to manage this. Dynamics 365 Marketing users can use the Dynamics 365 mobile app to scan QR codes into the event check-in entity. The Dynamics 365 mobile app is available on both iOS and android devices. The layout of the app is almost identical to the web app so users will have no issue navigating throughout the system. To scan in an event check-in, users will navigate to the event record in the app and go to the registration and attendance tab. Next, they will click the ellipses next to the check-in entity and click new Check-in.

To complete the check-in, a registration ID must be added. The registration ID field includes a scan button that allows the user to take a picture of the attendees QR code. When the camera recognizes the QR code, the check-in fields will auto populate with the attendee details. From there, the Dynamics 365 Marketing user can save the check-in record.

The attendee that was just checked in will appear under event check-ins under registration and attendance.