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Zoom Events +  Xtag
  I N T E G R A T I O N

Introduction

Xtag is establishing an integration for Zoom Events to allow Zoom Events users to complete their events life-cycle for their Hybrid and In-Person events by getting an integrated solution for onsite badge printing, lead retrieval, and session check-in.

Integrating Xtag with Zoom Events is a great way to streamline the event planning process and make it easier for organizers to manage their Hybrid and In-person events. With that integration, Zoom Events will be able to compete and win more deals of that sort.

 

The integration will include the ability for Zoom Events users to get access to the Xtag platform, pull any of their events in Zoom Events into Xtag with one click of a button while any data updates will be updated in both platforms, Zoom Events and Xtag in Real-Time. That includes any new registrants, edits to existing registrants, check-in status and so forth.

 

In addition, Xtag provides a full suite of solutions to support the clients with any need they might have for their in-person or Hybrid events, which include: badges, lanyards, hardware, onsite technicians and so forth. By providing the solutions A-Z, Xtag ensures that the client’s satisfaction and that each project is set for success.

Organizer (Host) Experience Flow

The organizer (Host) is the admin user of each event. By having the integration in place, any Zoom Events Host will be able to get access to the Xtag platform by using the “Login with Zoom” page. Then, the user will see the Zoom Events events list, select the desired event and will get full access to the Xtag platform, while the event data will be pulled and any update will be reflected in real-time. 

 

The Host will be able to leverage the Xtag platform to configure the Desk (helpdesk) interface, Kiosk (Self-serve) interface and design the badges using the badge editor. There are some more advanced capabilities such as multiple badges capabilities, target audience for multiple badges and notifications on check-in that we will not cover in this document.

Login with a dedicated Zoom page (On Xtag platform):
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Zoom Events events list:
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Xtag Dashboard:
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Desk (Helpdesk) interface configuration backend:
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Kiosk (Self Serve) interface configuration backend:
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Badge Editor:
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Desk (Helpdesk) interface:

Remove Xtag App Permission From The Zoom Marketplace

Attendee Experience Flow

The attendees arrive at the venue on the day of the event, and their first touchpoint is the check-in and badge printing counters. The attendees that have registered ahead of time should have their ticket in their email/Zoom Events App. The ticket should include a QR Code for fast check-in experience.

 

At Xtag’s self-serve kiosks, the attendees will be able to check themselves in, in different ways, such as:

  • Scan their ticket QR CODE

  • Search by name/email (Event organizer to configure the check-in flow in the Xtag backend)

 

Alternatively, the attendee will be able to reach the Desk (Helpdesk) counters ,where the staff can assist with the check-in and badge printing process.

To remove the Xtag App permission from the Zoom Marketplace please follow the instructions below:

https://support.zoom.us/hc/en-us/articles/4423045745037-Installing-and-uninstalling-apps-from-Marketplace-

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Kiosk (Self Serve) interface:
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Check-In + Badge Printing Flowchart:

Sponsor Experience Flow

Lead Retrieval is an easy-to-use, but yet very robust solution for exhibitors to capture, qualify, and prioritize sales leads generated at the event in a very efficient and innovative way.

 

How does it work?

When there are attendees who find something of interest at the booth, they allow their badge QR code to be scanned by the exhibitors, using the Lead Retrieval App.

 

The scan captures information, such as a person's name, company, email address, and title, allowing exhibitors to qualify, prioritize, and follow up with leads after the event concludes.

 

Xtag's Lead Retrieval technology works on any device, iOS, and Android. Our Lead Retrieval App for iOS and Android allows exhibitors to collect and qualify leads during the event with their own smartphones or with our easy-to-use scanners that can be rented.

 

Lead Retrieval Capabilities:

  • Scan leads by QR CODE/RFID

  • Showing attendee details and saving the lead

  • Ability to add notes and segment the lead: Hot/Warm/Cold

  • Qualification forms: The user can create additional questions to answer while collecting the lead

  • Export the leads list anytime to any email

  • Ability for multiple team members to share the same access in multiple devices

  • View/edit the leads list anytime

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Solutions and Services

Xtag provides solutions to 3 important parts of an in-person event:

  • Check-in & Badge Printing

  • Lead Retrieval (For sponsors)

  • Session Check-In (QR Codes/RFID)

 

In Xtag we have 3 tiers of support to our clients:

  1. Software only - the client is using Xtag technology, without using Xtag hardware/technicians

  2. Easy-Box (DIY) - Xtag provides software+hardware that is being shipped fully configured to the client. Xtag doesn’t provide an onsite specialist. Xtag provides instructions and remote support

  3. White Glove - Xtag provides software, hardware and technician. We take care of all the aspects A-z, from shipping, setting up, training the representatives, support throughout the event, wrap up and ship back.

 

We provide our solutions globally, with warehouses in Florida, New York, Las Vegas, Buenos Aires, London, Bucharest and Tel Aviv.

 

Xtag functionalities:

Dashboard:

  • Statistics:

    • Who checked-in and when

    • How many checked-in

    • How many haven’t checked-in yet

    • How many checked-out

    • Check-in pace (graph)

    • Check-in/check-out history per attendee

  • Desktop (Admin) interface configuration

  • Kiosk interface configuration and branding

  • Badge editor + ability to upload custom fonts

  • Multiple badges support

  • Target audience for badges - conditional logics per badge

  • Agenda builder to create sessions

  • Access control per session according to conditional logics

  • Check-out to sessions

  • Notifications on check-in - for organizers and for the attendees via email/sms

 

Desktop interface:

  • Manual search by name/email/company

  • Badge preview

  • Advanced search capabilities

  • Bulk printing capabilities

  • Edit attendee details

  • Save without check-in

  • Scan mode to scan QR CODES/RFID

  • Collect signatures

  • Collect and print pictures

 

Kiosk interface:

  • Full screen branding capabilities

  • Self-serve interface to search by name/email/company

  • Search by using QR CODE/RFID

  • Edit attendee details

 

Sessions scanning interface:

  • Easy navigation between different sessions

  • Scan mode for quick and efficient session check-in flow

  • Showing the check-in stats on the screen

  • Capacity management

 

Lead Retrieval:

  • Scan lead by QR CODE/RFID

  • Showing attendee details and saving the lead

  • Ability to add notes and segment the lead: Hot/Warm/Cold

  • Qualification forms: The user can create additional questions to answer while collecting the lead

  • Export the leads list anytime to any email

  • Ability for multiple team members to share the same access in multiple devices

  • View/edit the leads list anytime

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