How to Use Badge Scanning - Lead Generation Tool for Your Event

Badge Scanning is a powerful feature that allows participants to easily connect with each other by scanning the QR Code of another participant through the mobile app. It’s also an effective lead generation tool for exhibitors and sponsors.

Table of Contents

• What is Badge Scanning?
• How to Configure Badge Scanning for Your Event

  • Step 1: Enable Badge Scanning (For Grip Delivery Manager)

  • Step 2: Add Unique Scan IDs to Participant Profiles
  • Step 3: Set Data Type Permissions
• How Badge Scanning Enhances Your Event
  • Barcode Limitations
  • Using Client-Provided QR Codes

• How Badge Scanning Works for Event Participants
• Using Badge Scanning for Product Profiles
• Successful Events that Used Badge Scanning
• FAQs

What is Badge Scanning?

Badge Scanning allows event participants to scan the QR Code of another participant using the event's mobile app, instantly creating a connection. After scanning, participants can:

• View the connection's profile and information
• Track who they’ve scanned and who has scanned them

All of this information is accessible within the mobile app under the "More" section, which includes:

• QR / Badge Scanner
• My Scan List
• My Scanned By List
• My QR Code

How to Configure Badge Scanning for Your Event

Follow these steps to enable and configure Badge Scanning for your event on the Grip platform.

Step 1: Enable Badge Scanning (For Grip Delivery Manager)

Badge scanning is activated at the event level through the Grip Dashboard. Here’s how to set it up:

Steps to Enable Badge Scanning:

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.

Step 3: Set Data Type Permissions

Before Badge Scanning can be fully functional, you need to configure which data types are permitted to scan the badges of other data types. To do this:

1. Go to Event Details > Event Data Types > Settings > Type Permissions.
2. Select which Data Type can scan the badges of other data types.

Once the Scan IDs have been assigned and permissions set, be sure to test the Badge Scanning feature on the mobile app to ensure everything is functioning properly.

How Badge Scanning Enhances Your Event

Badge Scanning is an excellent Lead Generation Tool for exhibitors and sponsors. It allows them to easily collect and track leads. Exhibitors with access to the My Team feature can view all leads on a Lead Overview Page. Leads are generated through:

• Badge Scanning
• Connections
• Company/Product Page Views
• Meetings

Exhibitors can export leads at the end of the event and see details like:

• Name, Job Title, Company Name (if provided)
• Lead Source (e.g., badge scan, connection)
• Contacts Details (if provided)

For more details, visit Grip Teams Exports.

Barcode Limitations

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

• 1D barcodes: Maximum 85 characters.
• 2D barcodes: Maximum 128 characters.

Using Client-Provided QR Codes

If the client is using their own QR Codes, ensure the following:

1. Confirm that the QR provider supports one of the following barcode types:
   • 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.
2. Ensure that the Scan ID entered in Grip matches the value encoded in the QR Code. 

How Badge Scanning Works for Event Participants

Badge Scanning makes it easy for event participants to connect. If a participant meets someone they want to connect with, they can simply scan their badge using the mobile app, creating an instant connection and allowing them to view the person's profile in the app.

Using Badge Scanning for Product Profiles

Badge Scanning isn’t limited to event participants—it can also be used for Product Profiles. Here’s how it works:

1. Assign a unique Scan ID to each product in the Grip platform.
2. Use a QR Code generator to create QR Codes for each product.
3. Print and attach the QR Codes to physical products at the event.

When event participants scan a product’s QR Code, they can access the product’s profile and additional information. This action turns the event participants into a lead for the exhibitor, enabling more effective lead tracking.

Highly Successful Events that Used Badge Scanning

FOCUS 

FOCUS was an in-person event that used Badge Scanning to generate both connections and exhibitor leads. Out of the 3,304 total connections at the event, 1,814 (54%) came from Badge Scanning.

Texworld Apparel Home Sourcing

Texworld Apparel Home Sourcing, a hybrid event, used Badge Scanning for product showcases. Attendees could scan QR Codes on physical fabric samples to get more information. By the end of the event, there were 33,443 product scans.

FAQs

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

• A: Currently, the Badge Scanning section is hard-coded for all Grip events, so it cannot be customized. However, our product team is planning to address this in a future update.

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

• A: If the Scan ID entered in Grip doesn’t match the value encoded in the QR Code, the scan will fail. Ensure that the Scan ID and QR Code value are identical.

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: 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: 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, Grip’s 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.