Badge Registration with QR Codes

Attendees receive QR code badges via email before the event. At the kiosk, they scan their badge, the system matches it against an attendee Data Table, and the avatar greets them by name and completes their registration.

User Journey OverviewCopy Anchor Link

Attendee approaches kiosk
       |
       v
[Scans QR badge] ── kiosk reads badge code via QR scanner
       |
       v
[Find Record(s)] ── look up attendee in Data Table by badge code
       |
       v
[If-Else Router] ── found or not found?
       |                    |
    found              not found
       |                    |
       v                    v
[LLM Response]      [LLM Response]
"Welcome, Jane!      "Sorry, I couldn't
Your registration     find your badge.
is confirmed."        Please check in
       |               at the desk."
       v
[Quick Reply] ── "View schedule" / "Venue map" / "Ask a question"

Step 1: Prepare the Attendee Data TableCopy Anchor Link

Create a Data Table to store attendee information. Navigate to Data Tables in the dashboard and create a table with the following columns:

Columns:
- Badge Code (String) – unique code encoded in the QR badge
- Name (String) – attendee's full name
- Email (String) – contact email
- Company (String) – attendee's organization
- Ticket Type (String) – e.g., "General", "VIP", "Speaker"
- Registered (Boolean) – check-in status, initially false
- Sessions (JSON) – list of registered sessions

Import your attendee data manually or via the API. Each attendee's badge code must be unique and match the value encoded in their QR code.

Step 2: Set Up the QR Scanner SignalCopy Anchor Link

Configure the QR code scanner to send scan events into the conversation:

1. Connect the QR scanner to the kiosk via serial port (preferred) or USB
2. Define the signal name in Dashboard → Profiles → Settings → Metahuman Kiosk Profile Settings:

   • Set a custom signal name for scan events, e.g., badge-scan

     

3. Configure the Conversation Flow Start node to listen for the badge-scan signal

   • The scanned QR code value is passed with the signal and available as a conversation variable\

     

Step 3: Look Up the AttendeeCopy Anchor Link

Add a Find Record(s) node after the scan signal trigger:

• Table: Attendee Data Table
• Results: Single record
• Filter by: Badge Code column
• Condition: Equals
• Match by: Signal Value – {{message.action.signal.value}}
• Store result as: variable.attendee

Then add an If-Else Router node to handle both cases:

• Condition: Check if conv.attendee exists / is not empty
• If true: Proceed to greeting (Step 4)
• If false: Route to a friendly error message – "I couldn't find a registration with this badge. Please visit the help desk for assistance."

Step 4: Greet and RegisterCopy Anchor Link

Add an LLM Response node for the "found" branch:

• System instruction:

You are a friendly event host avatar at a conference kiosk. An attendee just scanned
their badge. Greet them warmly by their name, confirm their registration, and mention
their ticket type. If they are a VIP or Speaker, add an extra welcome message.
Keep it concise and enthusiastic – 2-3 sentences maximum.

• Additional context: Inject the conv.attendee variable so the LLM has access to the attendee's name, company, ticket type, and sessions.

Step 5: Post-Registration OptionsCopy Anchor Link

After the greeting, offer the attendee useful actions with a Quick Reply node:

"How can I help you?"
Options:
- View my schedule
- Show venue map
- I have a question

Save reply as: conv.post_registration_choice

Handle each branch:

• View my schedule – Use Cards from Table to display session cards from the attendee's Sessions JSON field, or use an LLM Response to summarize their schedule
• Show venue map – Use a Custom Action to display a venue map image or web view on the kiosk
• I have a question – Route to a general LLM Response node backed by a Knowledge Base with event FAQs

Flow TemplateCopy Anchor Link

Download the pre-built Badge Registration flow template and import it into your Conversation Flow Editor to get started quickly.

Generate a Test QR CodeCopy Anchor Link

Use this tool to generate QR codes for testing your badge registration flow. Enter an attendee badge code (matching a record in your Data Table) and generate a scannable QR code.

Print the generated QR code or display it on a phone screen to test scanning with your kiosk's QR code reader.

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