Staff Training Guide

Print this. Laminate it. Tape it to your registration table. This is everything your event team needs to know about check-in—no login required, no training videos, just the essentials for a smooth event day.

The 2-Minute Briefing

Here's what to tell your staff before doors open:

"Open the Event Karma app on your phone. Point your camera at attendees' QR codes. When you see green and hear the beep, they're checked in. If someone doesn't have their QR code, use Lookup to find them by name or email. If they're not on the list at all, use Register Walk-in. Any questions?"

That's the whole training. Everything else is backup.

Device Setup (5 minutes)

Option A: Scan the Setup QR

Your event lead has QR codes. Scan one, select your mode, you're ready.

Option B: Manual Setup

Open pass.eventkarma.ai in Safari (iOS) or Chrome (Android)
Tap Browse Events → Select your event
Choose your mode:
- Scanner — For staff walking around with phones
- Kiosk — For self-service tablet stations
- Lookup — For searching by name/email

Add to Home Screen (Important!)

This makes the app work better:

iPhone: Tap the Share button (square with arrow) → "Add to Home Screen"
Android: Tap the three-dot menu → "Add to Home Screen"

Do a Test Scan

Before the event starts, scan a test pass to make sure camera permissions work and you're connected.

During the Event

Scanning Attendees

Step	What to Do
1	Ask attendee to show their pass (on phone or printed)
2	Point your camera at their QR code
3	Hold steady for about 1 second
4	Wait for the green screen + beep
5	Say "You're all set!" and move to the next person

What the Colors Mean

Screen Color	What It Means	What to Do
Green + Name	Successfully checked in	Great! Next person.
Green + "Already checked in"	They scanned before	Still fine—say "Looks like you're already in!"
Red + Error	Something went wrong	Try again, or use Lookup

The "Already Checked In" Is Normal

Some attendees will scan twice (forgot, different entrance, just checking). It doesn't create duplicates. Just smile and let them through.

When Someone Doesn't Have Their QR Code

It happens—lost email, dead phone, forgot to screenshot. Here's what to do:

Use Manual Lookup

Tap Lookup in the app navigation
Type their email address (most reliable) or name
Tap the correct person when they appear
Tap Confirm Check-in
Done!

Tips for Finding People

Email is fastest — ask "What email did you register with?"
Name search is fuzzy — "Jon" will find "John"
Try their company — if you know it

Walk-ins (Someone Not on the List)

Great news: someone showed up who wasn't pre-registered! Capture them:

Go to Lookup
Tap Register Walk-in at the bottom
Fill in:
- First name
- Last name
- Email (ask them!)
- Company
Check the consent box
Tap Register & Check In

They're now registered AND checked in. A new Lead is created in Salesforce automatically.

The Add Note Feature (Helps Sales!)

After you scan someone, you'll see Add Note for SDR. Use this to capture important conversation highlights:

When to Add a Note

They mentioned budget or timeline
They asked about pricing or demos
They're a decision maker
They had a specific question about features
Anything sales should know for follow-up

Example Notes

"Interested in enterprise plan, wants demo next week"
"Decision maker for marketing team, budget approved Q1"
"Existing customer looking to expand"
"Had questions about API integration"

Brief Your Whole Team

Tell everyone: "If someone mentions money, timing, or asks for a demo—tap Add Note." Those 10 seconds now save 10 minutes of detective work later.

Offline Mode (WiFi Dies)

Event WiFi is famously unreliable. Good news: the app works offline.

Keep scanning — everything queues locally
Counter shows "Queued: X"
When WiFi returns, scans auto-sync
You can also tap Sync Now to push manually

No Data Lost

Seriously—keep scanning. When you're back online, everything uploads. We built this for real event conditions.

Kiosk Mode Tips

If you're staffing near a self-service kiosk:

Be ready to help — some attendees won't know where their QR code is
Have a backup device — with Lookup ready for manual check-ins
Watch the tablet — make sure it stays on the Kiosk screen
Good lighting matters — the camera needs light to read QR codes

Troubleshooting (Quick Fixes)

Problem	Fix
Camera won't start	Check browser permissions. Try closing and reopening the app.
Scan not working	Clean your camera lens. Improve lighting. Hold steady.
"Token expired" error	The attendee's pass link is old. Use Lookup instead.
Wrong event showing	Go to Setup and select the correct event.
Yellow "Offline" banner	WiFi is down. Keep scanning—it'll sync later.
Can't find someone	Try Register Walk-in—they might not have pre-registered.

Quick Reference Card

Cut this out and keep it handy:

┌─────────────────────────────────────────┐
│     EVENT KARMA - QUICK REFERENCE       │
├─────────────────────────────────────────┤
│                                         │
│  SCANNING:                              │
│  Point camera at QR → Green = Done      │
│                                         │
│  NO QR CODE?                            │
│  Lookup → Search email/name → Check in  │
│                                         │
│  NOT ON LIST?                           │
│  Lookup → Register Walk-in              │
│                                         │
│  OFFLINE?                               │
│  Keep scanning. Will sync later.        │
│                                         │
│  GOOD CONVERSATION?                     │
│  Tap "Add Note" after scanning          │
│                                         │
├─────────────────────────────────────────┤
│  SUPPORT: support@datakarma.ai          │
└─────────────────────────────────────────┘

Event Lead Checklist

For whoever is running check-in:

30 Minutes Before

All staff have app installed and tested
QR codes printed/displayed for device setup
Backup devices charged
WiFi password shared (if needed)
Everyone knows where Lookup is

When Doors Open

First scans are working
Stats are updating (not queued)
Staff know to use "Add Note" for hot leads

During Event

Periodic check that scans aren't queuing
Handle walk-in backlog if it builds up
Cover breaks so no station is empty

After Event

Make sure all queued scans are synced
Let the team know they did great
Event lead reviews Publish dashboard within 24 hours

Questions Your Staff Might Get

Question	Answer
"Where's my QR code?"	"Check your email for 'Event Pass' from us, or I can look you up by name."
"I registered but can't find the email"	"No problem, I'll find you in the system. What email did you use?"
"Can I register right now?"	"Yes! I'll just need your name, email, and company."
"My QR code isn't scanning"	"Let me try again... if not, I'll look you up manually. Same result!"
"Am I checked in?"	"Yes! You saw the green screen? You're all set."

You've got this. The system is designed to be simple. If something weird happens, use Lookup as backup—it always works. And remember: getting people into the event quickly and capturing their info is the goal. Don't let tech hiccups slow that down.

Good luck! 🎉

The 2-Minute Briefing​

Device Setup (5 minutes)​

Option A: Scan the Setup QR​

Option B: Manual Setup​

Add to Home Screen (Important!)​

Do a Test Scan​

During the Event​

Scanning Attendees​

What the Colors Mean​

When Someone Doesn't Have Their QR Code​

Use Manual Lookup​

Tips for Finding People​

Walk-ins (Someone Not on the List)​

The Add Note Feature (Helps Sales!)​

When to Add a Note​

Example Notes​

Offline Mode (WiFi Dies)​

If You See the Yellow "Offline" Banner:​

No Data Lost​

Kiosk Mode Tips​

Troubleshooting (Quick Fixes)​

Quick Reference Card​

Event Lead Checklist​

30 Minutes Before​

When Doors Open​

During Event​

After Event​

Questions Your Staff Might Get​