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Room Host - Session Attendee Check-In Guide

This is our new Session Attendee Check in Process.
Please read this before the conference and test it on your phone before your first shift.

Room Host - Session Attendee Check-In Guide

Important: Please Read this Guide and make sure to test the process on your phone before your first shift starts.

Things to keep in mind

  • During the 15 minutes before the session: (When you introduce yourself to the Zoom tech and instructor) Inform the presenter of the new check in process.
  • Position yourself at the front door at the beginning and end of the session to scan their badge.
  • If you cannot scan everyone when they enter the room, discretely go up to their seat and ask them to hold out their badge so you can scan their QR code.
  • At the end of the session, announce “If I didn’t scan your badge, please see me before you leave so I can mark your attendance” and stand near the exit to scan badges.

What you need

  • Your iPhone or Android phone
  • This guide (there will be a printed copy provided onsite)
  • TIPS:
    • Use the built-in Camera app — not a third-party QR scanner app. The Camera app is what shows the URL banner that you will press.
    • Every scan opens a fresh form. (Instructions below)

Scanning Badge Instructions

  • Open the built-in Camera app on your phone
  • Point it at the QR code on the attendee’s badge
    • Hold steady for 1–2 seconds
    • A URL banner appears on the screen
  • Tap the URL banner
    • A new page loads showing all room names as large buttons
  • Tap the appropriate room name
    • The Google Form opens with the Attendee ID already filled in
    • Select the current session from the Session dropdown
    • Tap Submit
      • You’ll see “Your response has been recorded”
  • Return to your camera app
  • Scan the next badge

Troubleshooting

No banner appears after scanning

  • The badge may be moving — ask the attendee to hold still and try again
  • Make sure you’re using the built-in Camera app or Google Lens, not a third-party app
  • Try moving slightly closer or further from the badge

Room picker page loads but Attendee ID is blank

  • The QR code did not scan fully — close the browser tab and scan again

Can’t find the correct session in the dropdown

  • Contact conference staff immediately

Phone won’t scan no matter what

  • Take note of the Attendee ID printed below the QR code on the attendee’s badge
  • Find the dedicated form for your room below
  • Manually enter the Attendee ID, select your session, then submit the form

IMPORTANT: If you have any technical issues, write down Attendee IDs on paper. Conference staff can enter them manually after the session. Never turn an attendee away.