Checking-in Students for Events

Building the Restricted QR code 

1. Click your profile icon (top right) and Switch to Salesforce Classic.
2. Navigate to your Organization Calendar tab by clicking on the plus sign in the top navigation bar.
3. Copy the URL starting from https:// up to and including /apex/.

Example: https://targetx-eventsb.na14.visual.force.com/apex

4. Add the copied portion of the URL from the previous step into the following code:

<img alt="Image Missing" src="https://quickchart.io/qr?key=q-y4owo7q9quojmp34rgtdlotxlgycu181&text=https://<<Insert logged in URL prefix here>>/targetx_eventsb__QRcheckin?cid={!Contact.Id}" width="200" height="200" />

5. Insert the above code into the HTML Source code of your email. Remember to add the QR merge field to the Event Confirmation email and the Event Off Waitlist email.
6. To insert it into the HTML source, click Source in the builder and copy it directly into there to avoid picking up unwanted formatting that will not display the QR Code.

Adding QR Merge Field to Confirmation Email Templates 

There are two options available when configuring QR codes for event check-in. Public QR codes can be created to allow attendees to check themselves in at events. Restricted QR codes can be created to allow only staff members to check in event attendees. 

<img alt="Image Missing" src="https://quickchart.io/qr?key=q-y4owo7q9quojmp34rgtdlotxlgycu181&text=https://<<SITEURLHERE>>/targetx_eventsb__QRcheckin?cid={!Contact.Id}" width="200" height="200" />

<img alt="Image Missing" src="https://quickchart.io/qr?key=q-y4owo7q9quojmp34rgtdlotxlgycu181&text=https://<<Insert logged in URL prefix here>>/targetx_eventsb__QRcheckin?cid={!Contact.Id}" width="200" height="200" />

Adding Merge fields 

Instructions for adding merge fields to email templates using the Old Email UI:

1. Select the Events Email Template where you want to add a Merge field.
2. Click the Edit HTML Version button within the template and make your selections.
   1. Select Field Type – the object you want to pull the information from. For example, Student fields.
   2. Select Field – the actual data you want to add to the email content. For example, First Name.
   3. Copy Merge Field Value – copy this value and paste it where you want it to appear in the body of your email.

Example: Contact Fields - First Name - {!Contact.FirstName}

What Happens When the QR Code is Scanned? 

Depending on when this code is scanned, it will direct them to one of 2 pages:

• During the QR check-in window (defined below): Scanning the QR code opens a page asking how many guests are joining the student to verify that it matches the number indicated on their registration. After clicking Save, it also marks them as "Attended" for the event.
• During times outside the QR check-in window: Scanning the QR code will redirect to a page displaying the message that no events are available for check-in.

Note: Users scanning a Restricted QR code during or outside the check-in window will be asked to sign in to Salesforce before being redirected to the appropriate page. 

Permissions for scanning Restricted QR codes: On Active Users, edit their Profile and provide access to Read and Edit Contact, Contact Schedule Item, and Organization Events object permissions. They must also have access to the Visual Force Pages related to Events.  

Defining the QR Check-In Window 

QR Code check-in is active during and for a configurable window before and after the event.

• Default QR window settings: The Events Settings page has parameters to set the default number of hours the QR check-in window stays open before and after the event start and end times. Access this page by navigating to [Your Name] > Setup > Develop > Custom Settings > Manage Events Settings > Edit.

• Event-specific QR window settings: You can specify the QR check-in window for each event.

1. On the Event Details page, scroll down to the Preferences section.
2. Populate the QR Check-in Hours Before Event and QR Check-in Hours After Event fields.

Note: These values will default to the number of hours set in the Custom Settings but can be edited.

Additional QR Code Check-in Functionality (available in Events 5.0 and higher) 

In Events versions 5.0 and higher, additional QR code check-in functionality is available, including:

• Ability to check in a single attendee for all registered events within the active check-in window.
• Option for individual check-in pages for each registered guest of an attendee when the "Use Named Guests" custom setting is enabled for Events. For more information, please see Using Named Guests in Events.
• Create a Contact-specific (not event-specific) QR code to be used when an attendee checks in to multiple events during a visit. 

Create QR Tags via Conga (Events 5 and higher) 

Want to include QR codes in your output file? Well, here's how to do it:

1. Create a formula field on the Contact object:
   1. Create a new field and select Formula
   2. Provide a field label
   3. Formula Return Type is Text
   4.  In the formula, enter:
      1. Formula Template for Non-Restricted QR Code:

"https://quickchart.io/qr?key=q-y4owo7q9quojmp34rgtdlotxlgycu181&text=Insert Event Site URL Here/TargetX_Eventsb__qrcheckin ?cid="+Id

2. Then press Next and continue to Save the new field.
3. Merge the field in your template to include the QR code:

                           a.    IMAGE: Prefix needs to be included in the actual merge field: IMAGE:INSERT_MERGE_FIELD
                (do not check the option in Word "Include Prefix"; you manually need to type this in before the field name from your excel file)