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 single-session event or recurring sessions 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

Prerequisites for managing the On-Site Experience tab

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

How to access the On-Site Experience tab

1. Sign in to Zoom Events.
2. Create a Zoom Sessions event or edit an upcoming event to access event setup.
3. In the left navigation menu, click On-Site Experience.
4. 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 individual session. 

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

Set up a manual check-in instead of using a digital method.

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. 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. This option requires integration with an on-site vendor, 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.

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’s page of 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.