Using badge scanning as a lead generation tool for your event

It eliminates manual lead capture and gives your partners a simple, efficient way to track interactions and measure ROI.

As the event organiser, you can enable and manage badge scanning directly from your event dashboard. This guide will walk you through how to set it up and make the most of it.

What you'll learn

• What badge scanning is and how it works

• How to set up badge scanning in your app

  • Using badge scanning for product profiles

• How it benefits exhibitors and sponsors

• Tips for testing and troubleshooting

• Best practices for QR codes and scan IDs

• FAQ

What is badge scanning

Badge Scanning is a feature in your white-labelled event app (iOS & Android) that allows your event participants, exhibitors, and sponsors to scan QR codes to connect and collect leads.

Each profile in your event (attendee, exhibitor, sponsor, etc.) can be assigned a Scan ID, which generates a QR code. This code can be displayed on:

• Printed badges

• The participant’s digital badge within the mobile app

Scanning these QR codes allows participants to instantly access a profile, record an interaction, and automatically saves it as a connection, depending on their permissions.

As the event organiser, you control how badge scanning works at your event. This includes:

• Who can scan

• Who can be scanned

• Whether all users can scan, or only specific participant types (e.g. exhibitors, sponsors)

Common use cases

• Exhibitors & sponsors scanning attendees to collect qualified leads at their stand

• Attendees scanning other attendees to connect and network

• Limiting badge scanning so only certain groups (e.g. exhibitors) can scan, and others can only be scanned

You are in full control. More details are outlined in the next section: How to Set Up Badge Scanning.

What happens when someone scans a badge

Once badge scanning is enabled and permissions are set, users can:

• Scan a QR code on a printed badge or in-app digital badge

• View the scanned profile immediately in the app

• The system automatically saves the interaction as a connection

• Track all scans under the “More” section in the app:

  • QR / Badge Scanner

  • My Scan List

  • My Scanned By List

  • My QR Code

Why it matters

For You (the Organiser):

Badge scanning gives your exhibitors and sponsors a simple, high-value way to generate leads and measure engagement—while also enabling networking for attendees.

For Exhibitors & Sponsors:

It replaces manual lead capture (e.g. business cards or spreadsheets) with a digital, trackable solution built into the event app.

For Attendees:

It streamlines networking and contact exchange. Participants can scan badges to connect and view profile details on the spot.

👉 For more guidance on how this looks from the participant side: How to Scan Badges and Export Them

How to set up badge scanning for your event

Setting up badge scanning involves three key steps, all of which you can do from your event dashboard. Badge scanning is activated at the event level through the Grip Dashboard in your event dashboard.

Step 1: Enable Badge Scanning 

This step must be completed by your Grip Delivery Manager if badge scanning is included in your service package.

1. Access App Settings (For Grip Delivery Manager)

   • In the Grip Dashboard, go to App Settings > App Configuration & Special Actions.
   • Under Admin Event Configuration, toggle on Badge Scanning.
2. Enable Partial Badge Scanning
   • To enable Partial Badge Scanning, go to App Settings > App Management > Feature Control.
   • Toggle Partial Badge Scanning on.
     This option is typically used with events that utilize Experient badges, as their scan IDs are dynamic.

Step 2: Add Unique Scan IDs to Participant Profiles

Once Badge Scanning is enabled for the event, you’ll need to assign a unique Scan ID to each participant’s profile in the Scan ID field. This allows the system to generate a corresponding QR code for each event participant.

Each participant needs a unique Scan ID assigned to their profile. This ID powers both:

• The digital QR badge in the app

• The printed badge worn at the event

Step 3: Set scan permissions between participant data types

You control who can scan whom by setting permissions for participant types (e.g. Exhibitor, event participants, Sponsor).

To set scan permissions:

1. Go to Event Details > Event Data Types > Settings > Type Permissions

2. Use the permission matrix to define:

   • Which participant types can scan

   • Which participant types can be scanned

Example: You may allow Exhibitors to scan Attendees, but not other Exhibitors.

Product Scanning (Optional)

You can also use badge scanning to promote physical products on-site:

1. Assign each product a unique Scan ID

2. Generate a QR code using that value

3. Place the QR code on signage or booths

When scanned, event participants are taken to the product profile and saved as a connection.

Testing and troubleshooting

Before your event begins, test badge scanning with test users to make sure everything works smoothly.

Here’s what to check:

1. Badge is Valid

• Is the person registered and visible in the dashboard?

• Is the printed QR code clear and scannable?

• Does the Scan ID in the QR code match their profile?

2. Permissions are Correct

• Can the scanner’s participant type scan the target profile type?

3. QR Code Matches Scan ID

• Use a phone camera or QR reader to check what the QR code returns

• The value should exactly match the participant’s Scan ID

Why badge scanning matters for exhibitors & sponsors

Badge scanning is one of the most valuable tools your partners can use during your event. Here’s why:

• Instant Lead Capture: Scanning a badge automatically saves that person as a lead

• Real-Time Tracking: Leads show up in the exhibitor’s or sponsor’s Team dashboard on the web event platform.

• Exportable Data: Leads can be exported after the event, including:

  • Name, company, job title

  • Source of the lead (e.g. badge scan, connection)

  • Contact details (if shared by the participant)

Learn more: Grip Teams Export Guide

QR code & barcode guidelines

Make sure your badge provider follows these standards when generating codes.

✅ Supported Barcode Formats

• 1D: EAN-13, UPC-A, Code-128

• 2D: QR Code, Data Matrix, PDF-417, AZTEC

• 1D barcodes: EAN-13, EAN-8, UPC-A, UPC-E, Code-39, Code-93, Code-128, ITF.
• 2D barcodes: QRCode, Data Matrix, PDF-417, AZTEC.

🔠 Character Limits

Make sure to adhere to the following character limits for barcodes:

• 1D barcodes: Up to 85 characters

• 2D barcodes: Up to 128 characters

⚠️ Scan ID Formatting Tips

• Avoid accented characters (e.g.,è, ë, ö, í, ú)

• Some symbols like /, %,  -, ., $, +are supported

• Always test your badge samples before printing in bulk

FAQs

Q: Can I rename the Badge Scanning section on the mobile app?

• A: Not currently. The label is fixed across all apps for consistency.

Q: What happens if the Scan ID doesn't match?

• A: Ensure the Scan ID in the app matches the printed QR code exactly. Scans will fail if they don’t align.

Q: Can ScanIDs contain special characters?

• A: Certain special characters can be used, depending on the barcode type. For example, the Code-39 format allows for -, ., $, /, +, %, and spaces. However, characters with accents (like è, ë, ö, í, ú) are not supported in ScanIDs. Be sure to test any ScanIDs you're unsure about before the event.
  

Q: Are Scan IDs case-sensitive?

• A: No. “EVENT123” and “event123” will be read the same.

Q: Can I track how many times an event participant's badge has been scanned?

• A: Yes, attendees can track who has scanned them via the My Scanned By List in the mobile app.

Q: Is Badge Scanning available for both iOS and Android devices?

• A: Yes, Badge Scanning is available and works seamlessly on both iOS and Android devices.

Q: Why do I still see 'My QR Code' in the mobile app even though Badge Scanning hasn't been enabled for this event?

• A: If a Scan ID has been added to a participant's profile in the Scan ID field, the 'My QR Code' section will still appear in the mobile app, even if Badge Scanning has not been officially enabled for the event. 

Q: Why do some participants still see a QR code if scanning is off?

• A: If a Scan ID is assigned to their profile, the QR code appears by default, regardless of scanning status.

Q: Are badge scan IDs, registration IDs, and email scans case-sensitive? If I have two identical ones but one is capitalized, will they be treated as separate?

• A: No, badge scan IDs, registration IDs, and email scans are case-insensitive. This means that if two IDs are the same but differ only in capitalization, they will be treated as identical and not recognized as separate scans or profiles.

Q: Can Grip be used for Access Control onsite at an event?

• A: No, session check-in functionality is not designed or suitable for onsite Access Control. Key reasons include:

1. 1. Onsite registrants would expect access within seconds of printing their badge, but since Grip does not handle badge printing, it would be impractical for Grip to update records quickly enough for venue entry.
   2. The reporting tools in Grip for session check-ins are not intended for access control management.

   3. If there’s poor or no Wi-Fi onsite, Grip’s badge scanning stores data locally and syncs when the internet is restored. This means there’s a risk of unauthorized entry using fake badges if real-time scanning isn’t possible.