QR Code Attendance for Seminar

QR Code Attendance is a new feature in the LP LMS that lets learners mark their own attendance at in-person seminar sessions by scanning a QR code on arrival.

Each session automatically generates a unique, time-limited QR code. Facilitators display it on a screen or print it for the room. Learners scan it with their phone, log in if they need to, and their attendance is recorded instantly, no paper, no manual tick-sheets, no chasing up after the event.

In short

Learner arrives → scans QR code → logs in → attendance marked. Done.

What It Does

• Generates a unique QR code per seminar session, available on the session attendance page
• Lets facilitators display the code full-screen or download it to print
• Automatically records attendance the moment a learner scans and logs in
• Invalidates codes after a configurable expiry window, so late arrivals can’t mark attendance long after the session ends
• Gives Site Managers global control: Enable or disable the feature and set expiry times.

For Site Managers

Enabling QR Code Attendance

QR Code Attendance is disabled by default. A Site Manager must turn it on before it is available anywhere on the platform.

To enable the feature:

1. Go to Site Administration > Seminars > Global Settings.
2. Scroll to the QR Code Attendance Section
3. Toggle Enable QR Code Attendance to On.
4. Save your changes.

Note: Once enabled, the feature becomes available for all seminar sessions, both new and existing.

Configuring QR Code Settings

Three options control how QR codes behave across the platform. These settings are found in the same Global Settings page.

Setting	Description
Allow Early Check-in	When enabled, learners can mark their attendance by scanning the QR Code before the event start time, within the configured “minutes before” window. When disabled, attendance can only be marked once the event has started, and the “minutes before” option is hidden when setting up an event.
Minutes before event	Number of minutes before the event start time that the QR code becomes valid for scanning. (This settings can be configured at the Event level.)
Minutes after event	Number of minutes after the event end time that the QR code remains valid for scanning. (This settings can be configured at the Event level.)

For Site Managers & Trainers

Finding a Session’s QR Code

Each seminar session automatically gets a unique, time-limited QR code once the feature is enabled. You can find by accessing the Session Attendance page and clicking on QR Code.

Displaying the QR Code to Attendees

At the start of a session, show the QR code so learners can scan it on arrival.

Options for displaying the code:

• Display the QR code that is displayed on the QR Code tab within the attendance settings page
• Print: Download and print the QR code to post it at the entrance or on tables by clicking on the option labelled ‘Download QR Code image’
• Copy and share this link: This can be emailed to attendees. Once they click on the link they will be prompted to login to the site and their attendance will be taken.

Note: Learners who are not already logged in to the LMS will be taken to the login page when they scan the code. Once logged in, their attendance is recorded automatically.

Regenerating a QR Code

If a code has been compromised or you need a fresh one, you can regenerate it manually from the session details page. The previous code is immediately invalidated.

Viewing Attendance Records

Attendance is updated in real time as learners scan. Each record includes:

• The learner’s name and attendance status (Fully Attended)
• A timestamp of when they checked in

Note: The system prevents duplicate entries: Aa learner scanning the same code twice will not create a second attendance record.

For Learners

Marking Your Attendance

When you arrive at a training session, look for the QR code displayed in the room (on a screen, projector, or printed sheet).

How to check in:

• Open the camera app on your smartphone or tablet.
• Point your camera at the QR code.
• Tap the link that appears on your screen.
• If you’re not already logged in to the LMS, you will be taken to the login page. Sign in with your usual credentials.
• Once logged in, you will see a confirmation message: “Your attendance for [Session Name] has been recorded successfully.”

Note: You only need to scan once. Scanning the same code a second time will not create a duplicate record.

Troubleshooting

QR code is expired or invalid

If you see the message “This QR code is no longer valid. Please contact your facilitator.” it means either:

• The code has passed its expiry time, or
• The code has been regenerated and a new one is in use

Speak to your Site Managers, facilitator or trainer, who can manually mark your attendance.

Attendance not showing as Attended

If your status hasn’t updated after scanning, try refreshing the session page in the LMS. If it still shows incorrectly, contact your Site Manager or facilitator so they can update your record manually.