Managing the multi-session On-site experience tab

Hosts can set up hybrid events to allow both remote and on-site attendees to participate in the event. They can set up sessions to be viewed virtually, in-person, or both. Hosts can provide maps to help on-site attendees navigate around the event venue and manage a check-in process for attendees. In the On-site experience tab, hosts can manage the check-in process, QR codes, and event maps for their events.

Learn more about creating a multiple-session event.

This article covers:

• How to access the On-Site Experience tab
• How to manage the Check-In tab
  • Manage the event check-in section
  • Manage event badge options
• How to manage the QR Codes tab
  • Manage the event QR code
  • Manage session QR codes
• How to manage the Event Maps tab
  • Add a map
  • Manage map settings
  • Add a location pin
  • Manage maps in the Event Maps tab

Prerequisites for managing the multiple-session On-site experience tab

• Pro, Business, Enterprise, or Education account
• Zoom Events Unlimited license or Zoom Events Pay Per Attendee license

Note: For access to the latest Zoom Events and Webinar features, we strongly recommend hosts to update to the latest version of the Zoom desktop client/mobile application.

How to access the On-Site Experience tab

1. Create an event or access an upcoming event.
2. In the left navigation menu, click Event experience then On-site experience.
3. Click the following tabs to manage event settings:
   • Check-In
   • QR Codes
   • Event Maps

How to manage the Check-In tab

Manage the event check-in section

Note: All check-in methods may be used simultaneously and are not mutually exclusive. You can use all or none of these methods as you see fit. Some methods (like in-person badge scanning) require integration with third-party vendors.

Scan QR Code

Zoom Events has generated a unique QR code for you to print out or display at your event that attendees can scan to check in using their phones or tablets. Registrants can use this QR code to check in, launch the Zoom Companion app, and join the event lobby or individual sessions. 

1. Access the Check-In tab.
2. In the Scan QR code card, use the following options:
   • Print QR code: Print out a physical copy of the QR code.
   • Download QR code: Download the QR code and post it on a digital screen at your venue.

Manual check-in

Use a manual check-in instead of a digital method. No setup is required.

1. Access the Check-In tab.
2. In the Manual check-in card, click View registrant details. 
   You will be directed to the Manage Registrants page to view and manage your registrants.

Scan ticket

Manage how attendees will scan their tickets to check-in. Attendees scan their tickets with event staff or at a kiosk to check-in. This option requires integration with an on-site vendor, Xtag.

1. Access the Check-In tab.
2. In the Scan ticket card, click Set it up with Xtag. 
   You will be directed to the Xtag page on Zoom App Marketplace to add this integration.

Tablet check-in

Manage how attendees or event staff enter the attendee's information into a tablet to confirm registration and check-in.

Note: This option requires integration with an on-site vendor (like Xtag).

1. Access the Check-In tab.
2. In the Tablet check-in card, click Set it up with Xtag. 
   You will be directed to the Xtag page on Zoom App Marketplace to add this integration.

Manage event badge options

Digital eBadge

Zoom Events will provide a basic digital eBadge if you don't want to print badges at your event. Attendees can view it on their Zoom Companion app.

1. Access the Check-In tab.
2. In the Digital eBadge card, click Preview sample.
   A panel will appear, displaying a sample of the digital eBadge provided by Zoom Events. Attendees can view it on their Companion App.

Note: Hosts can customize e-badges to match their event branding. Hosts can match e-badge color and font to overall event branding.

Customize physical badge

You can also configure custom printed badges, which require integration with an on-site vendor, Xtag.

1. Access the Check-In tab.
2. In the Physical badge card, click Set it up with Xtag. 
   You will be directed to the Xtag page on Zoom App Marketplace to add this integration.

How to manage the QR Codes tab

Manage the event QR code

Registrants can use this QR code to check in and to launch the Zoom Companion app. Manage the QR code at the event level.

1. Access the QR Codes tab.
2. In the Event QR Code card, use the following options:
   
   • Print QR Code: Print out a physical copy of the QR code.
   • Download QR Code: Download the QR code and post it on a digital screen at your venue.

Manage session QR codes

Session QR codes provide a quick launch into the session on the Zoom Companion app. Manage the QR codes at the session level.

1. Access the QR Codes tab.
2. In the Session QR Codes section, use the search bar to search for a session.
3. (Optional) Under the search bar, use Select All to select all sessions. Use Clear All to remove all selections.
4. To the left of each session that you want to manage, select the checkbox. 
5. After selecting the session(s) that you want, choose from the following options:
   • Print QR Code: Print out a physical copy of the QR codes.
   • Download QR Code: Download the QR codes and post them on a digital screen at your venue.

How to manage the Event maps tab

You can create event maps that your attendees can view during your event and find key interest points, such as session locations, exhibitors, and more.

Add a map

1. Access the Event maps tab.
2. Click Add map.
3. Upload a file of the event map.
   Note: The file format is JPG/JPEG/PNG only, and the maximum image size is 10MB.
   You will be directed to the Edit Event Map page.

Manage map settings

1. After adding a map, on the left panel, click Edit map settings . 
   A panel will appear.
2. In the panel, edit the following information:
   • Map name: Enter or edit a map name.
   • Replace map image: Upload a new map image.
     Note: The file format is JPG/JPEG/PNG only, and the maximum image size is 10MB.
3. Click Save.

Add a location pin

Use location pins to label an area of the uploaded map.

1. After adding a map, on the left panel, click + Add location pin.
2. Drop a pin on the desired area of the map. You can change the location anytime by dragging it across the map.
   Once a pin is dropped, a panel will appear where you can edit the name of the pin and description. It is recommended to label the pin with the actual room name.
3. In the panel, complete the following information:
   • Pin Name: Enter a pin name.
   • Description: Enter a description about the pin.
   • Add Sessions to This Pin: Associate sessions with the pin to help attendees know where sessions are happening.
     1. Sort your sessions in the following ways:
        
        • Alphabetical
        • Recently Created
        • Search sessions by a keyword.
     2. (Optional) Select the Select all ___ session checkbox to select all sessions.
     3. To the left of the session(s), select the checkbox(es) to add them to the location pin. 
        To remove a selected session, deselect the session checkbox or click the X to the right of the session name.
4. Click Save.
   The location pin will appear on the map and in the left panel.

Manage location pins

After you create location pins, you can manage them with additional actions.

1. Add location pins.
2. On the left panel, under Location Pins, hover your mouse over a pin and use the following actions:
   • Click the pencil icon to edit a pin's information.
   • Click the trash icon to delete a pin.
     If a confirmation window appears, click Delete.
   • Click the down arrow to collapse the session information. Click the forward arrow to expand the session information.
   • To the left of the pin, click and drag the 6 dots to reorder the pins.

Manage maps in the Event Maps tab

After you add event maps, you can manage them with additional actions.

1. Access the Event Maps tab.
2. To the right of the map you want to manage, click the following actions:
   • Edit : Edit the map settings or location pins.
   • Delete : Remove the map from your event. If a confirmation window appears, click Delete.
     Note: Once you delete a map, this action cannot be undone.
3. Hover your mouse over a map, then click Primary Map . If a confirmation window appears, click Confirm.
   The primary map will be the default map attendees will see when they launch the event map on the Zoom Companion app.
4. To the left of an event map, click and drag the 6 dots to reorder the maps.
   Note: Attendees will see maps in the same list order that is displayed on the Event Maps tab. You can re-arrange maps in the order of your preference.