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Check-in Overview

Stop losing leads at the door. Every badge scan, every handshake, every "great meeting you" moment—Event Karma captures it all and gets it into Salesforce before your sales team even lands back home.

The Problem We Solve​

You know the drill: You run an amazing event. Sales has great conversations. Marketing hits their attendance numbers. And then... crickets. The leads sit in a spreadsheet. Badge scans get uploaded "next week." By the time anyone follows up, the momentum is gone.

Event Karma changes that.

Our check-in system captures attendance in real-time, syncs to Salesforce on your terms, and even lets your staff capture conversation notes that show up on the Lead/Contact record—so SDRs know exactly who to call and what to say.

What Makes This Different​

For Marketing Operations​

Pain PointHow Event Karma Helps
Badge scanners that don't talk to SalesforceDirect sync to Campaign Members
Manual data entry after eventsReal-time capture during the event
"Did they actually show up?" questionsAttendance data you can trust
Personal email attendees routing to salesGuardrails to filter before publish

For Field Marketers​

Pain PointHow Event Karma Helps
Staff fumbling with unfamiliar appsDead-simple scanner—point and scan
WiFi goes down mid-eventOffline mode keeps working
Walk-ins with no badgeRegister and check-in on the spot
"Who was that person I talked to?"Notes attached to the contact record

How It Works (The 30-Second Version)​

1. BEFORE: You add a pass link to your confirmation emails
2. DURING: Attendees show their pass, staff scans, done
3. AFTER: You review attendance and publish to Salesforce

That's it. No badge printers. No CSV uploads. No "I'll get to it Monday."

The Check-in Flow​

Before the Event​

Set up once, use forever.

  1. Link your event to a Salesforce Campaign — This is where attendance data lands
  2. Add the pass link to your emails — We give you templates for Marketo, HubSpot, and 7 other platforms
  3. Share device setup QR codes with staff — They scan, they're ready
Pro Tip

Send the pass link in both your confirmation email AND a day-before reminder. Attendees lose emails. Make it easy to find.

During the Event​

This is where the magic happens.

Your staff opens the app, points their phone camera at attendee QR codes, and... that's it. Green screen = checked in.

  • No training required — If they can use Instagram, they can use this
  • Instant feedback — Beep + haptic + green screen = satisfying confirmation
  • Capture the moment — "Add Note" lets staff record conversation highlights
Pro Tip

Brief your staff: "If someone mentions budget, timeline, or asks for a demo—tap Add Note." Those notes show up as Tasks on the Salesforce record. Your SDRs will love you.

After the Event​

The publish gate is your safety net.

Before anything touches Salesforce, you see:

  • Who checked in
  • Who passes your guardrails (business email, etc.)
  • What status they'll get

One click to publish. Or be selective—uncheck the people who shouldn't route to sales yet.

Pro Tip

Set up a guardrail for personal emails (Gmail, Yahoo, etc.). They can still check in, but won't accidentally trigger your MQL routing and waste sales time.

Features at a Glance​

QR Code Passes​

Personalized passes sent via your existing email platform. Each attendee gets a unique QR code—no duplicate scans, no confusion.

Staff Scanner (PWA & iOS App)​

The bread and butter. Point, scan, done. Works two ways:

  • Web PWA: Open pass.eventkarma.ai on any modern phone. Add to Home Screen for an app-like experience.
  • Native iOS App: Download EventKarma Check-In from the App Store for faster scanning, richer haptics, and offline reliability.

Kiosk Mode​

Self-service check-in for high-volume events. Mount a tablet, let attendees scan themselves in. Great for trade shows and large conferences.

Manual Lookup​

Attendee forgot their pass? No problem. Search by name or email, tap to check in. Everyone gets captured.

Walk-in Registration​

Someone shows up who wasn't on the list? Register them on the spot. Creates a Lead in Salesforce, adds them to the Campaign, and checks them in—all in one step.

Offline Support​

WiFi goes down (it happens). Scans queue locally and sync when you're back online. Never lose a check-in.

SDR Notes​

Staff can add notes after scanning: "Decision maker, interested in enterprise tier, wants demo next week." Shows up as a Task on the Contact record. SDRs know exactly what to say.

Publish Gate​

Review everything before it hits Salesforce. Apply guardrails. Be selective. You're in control.

Ready to set up? Here's where to go:

GuideWhat You'll Learn
Setup GuideConfigure check-in for your event (15 min)
App GuideDeep dive on Scanner, Kiosk, and Lookup modes
iOS App GuideNative iOS app features and setup
Staff TrainingPrint this for your event day team
Email IntegrationTemplates for Marketo, HubSpot, and more
Publish GuidePost-event review and Salesforce sync

Real Talk: What to Expect​

First Event​

Plan 30 minutes to set up. Most of that is copying the pass link into your email template. After that, it's 5 minutes per event.

Event Day​

Brief your staff for 2 minutes. "Here's the app. Point at QR codes. Green = good." That's the training.

After​

Give yourself 15 minutes to review the publish dashboard. First time feels unfamiliar. Second time feels fast. Third time you'll wonder how you ever did it differently.

Why Marketers Love This​

"We used to upload badge scans 3 days after events. Now sales is following up before attendees get home from the airport."

"The notes feature is a game-changer. We actually know what conversations happened."

"I can finally prove attendance numbers that match what we reported. No more 'trust me' conversations with finance."

Ready to set up your first event? Start with the Setup Guide →