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):

Zoom Events events list:

Xtag Dashboard:

Desk (Helpdesk) interface configuration backend:

Kiosk (Self Serve) interface configuration backend:

Badge Editor:

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-

Kiosk (Self Serve) interface:

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

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:

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

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