How to add QR Codes to documents and utilize them for events

Tripleseat now allows users to include a QR Code on their event documents. By scanning that code, an onsite employee at your business can add last-minute charges to the event cost in Tripleseat. Once finalized, the guest can scan the same QR code to pay the outstanding balance through the Guest Portal. This workflow saves you time by eliminating the need to reconcile a POS receipt with the Tripleseat event after the fact. So how can you set up QR codes on your docs and use them? This article will explain. 

Please note that in order to leverage the QR Code feature, your Tripleseat location needs an active credit card processing integration. To set that up, a Customer Admin for your site can go to Settings > Online Payments and follow the instructions. (This article, How to integrate Tripleseat with an online payment processor, explains that as well.)

How to enable the QR Code on your documents
The first step is to add QR Codes to your desired documents. For this, go to Settings > Documents. You will see a check box to the right of the Contract & Event Order Template that says "Enable QR Code."

Check off "Enable QR Code" and a series of checkboxes will appear to the right of each layout within the document set. This will allow you to enable the QR Code for only the layouts you want. Once done, click "Save." The save button will then update to say "Modify," which, when clicked, will allow you to change the selections made previously.

Please note that the QR code will not appear when editing the templates or the layouts; they only appear on the live view and PDF versions of documents in the bottom right corner per event.

How to use QR codes once enabled
The most common use case for QR codes would be closing out a bar tab at the end of an event. A staff member would scan the QR Code with their smartphone or mobile device camera, which will direct them to a screen that presents two options: Venue and Guest. (*The Guest option will be disabled until the venue steps are completed.)

From here, click ‘Venue’ to start adding charges. This will prompt you to enter your name and a 4-digit pin. The pin is the last four digits of the unique Event ID number. This can be found just above the QR Code on the documents, or at the end of the URL when viewing the event details page. Once entered, this will bring you to another page where you can enter new items, assign them a category and cost, and enter a quantity (For example, $500 Beverage for a bar tab). Once the additions are completed, click ‘confirm’. Lastly, click ‘Send to Portal’ to have this update on the event level and on the guest's end.

Next, the guest will scan the same code and select the "Guest" option. They will be taken to their portal to view the new charges and either authorize a payment method or event process the final payment for the event. They are also able to view their documents, discussions, and past payments here. If they do not process payment themselves, your team can re-scan the code and process payment using the authorized method.

VENUE WORKFLOW	GUEST WORKFLOW

How charges added via the QR code look on the event in Tripleseat
The QR Code will show in the bottom right corner of the layouts where it has been added in both the live and PDF versions of the documents. Items added using the QR Code will appear in the Log tab with the name of the User that added them and as a picklist field in the Contact & Event Order titled ‘additional QR Code Charges’. Here it will reflect as ‘Additional + Category’; for example, if you have added beverages, it will read as ‘Additional Beverage’ with the quantity and cost entered alongside it.