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Events: Adding QR codes to Emails to Check-in & Management of Tickets
Jessica Mocha 5/31/2024 9:20:00 AM

Introduction

QR codes make doing things that much easier for organizations like your. Use QR codes to allow donors to navigate to event registration forms, check-in your event attendees, and/or managing event tickets. CharityEngine allows users to insert a QR code into response channels such as emails which can be sent to donors to make these activities easier without having to type in a URL.



Prerequisite

Before you can add the QR codes to your event emails, you must create the event and the event form for donors to register on. If you need assistance in creating your event or form, please read the below listed articles:

Events & Volunteers : Events - Search & Manage 

Events: Creating an Out of the Box Web Form


Instructions - Checking in Attendees with QR Codes

When hosting an event, it is not only important to see who registered for an event, but also to see who actually attended the event. By identifying those who actually attended, you can send out an email after the event thanking them or attending. You will also be able to see who did no attend the event and create a targeted email form them as well to gain more information on why they didn't attend or even provide a recording of the event if possible so they still get all of the same benefits. By Checking guest in at the event, you can easily identify who did and did not attend your event To make check in easier, CharityEngine does allow quests to use a QR code to check in. In order to enable this ability, you do have to add the QR code to the auto-responder email that is sent to the registrant after they have submitted on the form.

Step 1: To do this, navigate to your form via the Online App > Web Forms > Search & Manage > identify your form > ACTIONS > Manage

Step 2: Navigate to the Email tab

Step 3: From the Email Message field, use the Pencil icon to edit/manage the email template.



Step 4: You will be navigated to manage the email message. From here you will need to add the token that will populate the QR code on the registration email. Click on Tokens in the WYSIWYG tool bar.



Step 5: Then type in QR Code in the search box.

Step 6: You will see two options, one for check in and and one for ticket management. Click on the Guest Check In QR Code URL, then click on INSERT SELECTED



Step 7: Your token will then appear in your message as shown below.


Step 8: From here, locate the Source Code option from the top menu listing.



Step 9: Next, locate the QR token that was added to your message. The user will warp the token using <img src="[[ce token name]]" />

Example:
Using this token and wrapper: <img src="[[transaction.event.registration.admin guest check in qr code url]]" />



Step 10: When the registrant submits on the form, they will then have a link at the bottom of their email that will lead them to the QR code.



Step 11: The QR code can then be scanned at the event. Once scanned, the action will take the CharityEngine User directly to the donor's registration record. 

Step 12: To check the attendee in, simply click on "No" under the Checked- In Column.



Step 13: A pop up will appear to confirm you want to check the attendee in, click on CHECK IN.



Step 14: The attendee with then show as checked in on the listing screen.




Instructions - Managing Event Tickets through QR Codes

To make navigating to the user center easier, CharityEngine does allow quests to scan a QR code and navigate directly to manage their tickets. In order to enable this ability, you do have to add the QR code to the auto-responder email that is sent to the registrant after they have submitted on the form.

Step 1: To do this, navigate to your form via the Online App > Web Forms > Search & Manage > identify your form > ACTIONS > Manage

Step 2: On the Email tab, hover over the gear icon next to the Email message and then click on the pencil to manage the email.



Step 3: You will be navigated to manage the email message. From here you will need to add the token that will populate the QR code on the registration email. Click on Tokens in the WYSIWYG tool bar.



Step 4: Then type in QR Code in the search box.

Step 5: You will see two options, one for check in and and one for ticket management.

Step 6: Click on the Ticket Management In QR Code URL, then click on INSERT SELECTED.



Step 7: Your token will then appear in your message as shown below.



Step 8: From here, locate the Source Code option from the top menu listing.



Step 9: Next, locate the QR token that was added to your message. The user will warp the token using <img src="[[ce token name]]" />

Example:
Using this token and wrapper: <img src="[[transaction.event.registration.admin guest check in qr code url]]" />



Step 10: When the registrant submits on the form, they will then have a link at the bottom of their email that will lead them to the QR code.






FAQ & Additional Reading

Q: Is there a QR Code for the event registration form?
A: Yes, you can view the QR Code on the General tab of the form and then save the image and use in a variety of different communication methods, such as social media and direct mail pieces.



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