# Sociana + QR & barcode scanning

Sociana scans personal QR codes with the organiser's phone camera to record entry, dinner, return bus and other activities against rules for time windows and groups. Guests can also self check in. Scanning uses the phone camera; Sociana does not supply badge printers, kiosks or dedicated scanners.

Live

[Book a demo](https://sociana.in/contact/)

## What it does inside Sociana

One identity carries the entry pass, exhibitor scan, reward redemption, activity QR and contact card as distinct contexts. Activities have sub-activities and rules for time windows, group eligibility, ticket requirement, repeat limits and step order. Each attempt records the scanner, time and outcome, and points can be awarded on completion or reversed. A manual add is the fallback when a code will not scan.

## What the organiser configures

- Activities and sub-activities (entry, dinner, return bus)
- Rules for time windows, groups and repeats
- Who may scan, and which phones
- Self check-in on or off
- Points on completion and reversal rules

## Data that flows, and where it is stored

| Data                                                     | From                               | To                     | Stored                                                            |
| -------------------------------------------------------- | ---------------------------------- | ---------------------- | ----------------------------------------------------------------- |
| QR payload (a member identifier)                         | Guest screen or printed invitation | Organiser phone camera | Resolved against Sociana; the camera image is not kept by Sociana |
| Scan record: who, which activity, scanner, time, outcome | Scanner phone                      | Sociana database       | Sociana database (hosting region on request); export available    |

### Data protection (DPDP)

The organiser is the Data Fiduciary and Sociana acts as processor. Ask us for the hosting region and retention period that apply to your occasion; the sub-processor list is on the Sub-processors and integrations page. We do not state a region or retention period on this page.

### Security notes

- Scan logs show who was where and when; limit access to the log.
- QR codes are identifiers and should not be posted publicly.

## Set-up checklist

1. List the activities and decide the rules before importing guests.
2. Give scanners a staff role and rehearse with a sample QR.
3. Test scanning in the real light and on the real entry queue.
4. Prepare a manual-add fallback and a printed list.
5. Review the scan log at close and export it.

## Limits, stated plainly

- No on-site badge printing or kiosk hardware.
- Camera scanning of damaged or screen-glare QR can fail; manual add is the fallback.
- Sociana scans QR codes, not 1D barcodes.
- Offline scanning behaviour is to be confirmed per occasion.

### Not offered yet

- Badge printing
- Kiosk hardware

## At a glance

Provider

QR & barcode scanning

Status

Live

Set up by

The Sociana delivery team, with your accounts

## Used in a real event

[Case study**HCCB Partners Meet 2026**](https://sociana.in/case-studies/hccb-partners-meet-2026/)

## Features that use it

- [QR attendance & activities](https://sociana.in/features/qr-attendance-and-activities/)

## Related occasions

- [Conferences & summits](https://sociana.in/event-types/conferences/)
- [Exhibitions & trade shows](https://sociana.in/event-types/exhibitions/)
- [Supplier, dealer & partner meets](https://sociana.in/event-types/dealer-and-partner-meets/)

## Case studies

- [HCCB Partners Meet 2026](https://sociana.in/case-studies/hccb-partners-meet-2026/)

[All integrations](https://sociana.in/integrations/) · [Sub-processors and integrations](https://sociana.in/trust/sub-processors-and-integrations/)

## Questions people ask

Do you print badges?

No. Sociana issues the QR entry pass and records scans. Sociana does not print badges or supply kiosk hardware; bring a partner for those.

Can we scan barcodes from other systems?

Sociana scans its own QR codes, not third-party barcodes, so use CSV import to bring those guests in.

What if the QR does not scan?

Organisers can add a person manually, and the attempt is logged. Always keep a printed list as a backup.

## Need this connected for your event?

Tell us which tools your team already uses. We will show you where the data lands and who sees it.

[Book a demo](https://sociana.in/contact/)[Talk on WhatsApp (opens WhatsApp in a new tab)](https://wa.me/919145897433?text=Hi%20Sociana%2C%20I'm%20looking%20at%20Sociana%20%2B%20QR%20%26%20barcode%20scanning%20%28%2Fintegrations%2Fqr-and-barcode-scanning%2F%29%20and%20would%20like%20to%20know%20more. "WhatsApp · replies Mon–Sat, 10:00–19:00 IST")

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Canonical: https://sociana.in/integrations/qr-and-barcode-scanning/
Publisher: Sociana by Alien Brains Private Limited (https://sociana.in/)