Room check-in and which engagement

Every room of a venue has one check-in QR code, valid all day. Print it once, stick it on the door or the tables, and never change it: whoever scans it can post to what is running in that room right now — the keynote’s Q&A at 10:00, the event’s photo wall all day.

An engagement belongs to one of four things. Choose it under For when you set it up:

• A session — for one talk: its Q&A, its photos. It can open and close with the session by itself, and its presenter can pick the questions.
• A room — for what happens in that room between talks, or in a room that never has talks: a breakout room, the lobby, the bar.
• A show — the event: one wall for the whole event, whichever room guests are in.
• The whole workspace — one wall for everything, all day, every day.

A scan does not lead to just one engagement. Notes, questions, photos and videos each go to the nearest engagement that takes them right now, looking in this order:

1. the engagement of the session in that room now — live, or about to start: from the moment its presenters can join backstage;
2. the room’s own engagement;
3. the event’s — the engagement of the show the room’s sessions belong to, also between talks;
4. the workspace’s engagement.

An engagement that is closed, or has that kind switched off, is skipped. A paused one still takes posts: they appear on the screens once it opens again.

Say the keynote has an engagement for questions, open while the keynote is live, and the event has one wall for notes and photos, open all day.

• During the keynote guests see three tabs: questions go to the keynote’s Q&A, notes and photos to the event’s wall.
• Between talks they see notes and photos only.
• When nothing is open the phone shows the room’s name and when it opens next, for example “Opens at 14:00”.

The phone checks every 30 seconds and whenever the guest comes back to it, so the tabs change by themselves. A post always goes where that kind goes at the moment it is sent.

Every kind works the same way. If a session’s engagement collects photos too, photos go to that session while it runs; a session with only Q&A leaves the photos to the event’s wall.

Each room card on the venue page has Where posts go during a session, with one choice for notes, questions, photos and videos:

• The session (the default) — to the session’s engagement when it collects that kind, otherwise to the room’s or the event’s.
• The room — always to the room’s own engagement, otherwise the event’s, even while a session runs. Use it when, say, every photo in the hall belongs on the hall’s wall, whatever the talk.

Photos that go to a session still reach the lobby: a combined wall that includes the session engagements next to the event’s shows them all.

One hello per room. Guests say hello once — their name, a selfie, their consent — and keep posting all day, whichever engagement their posts go to. If an engagement shows a different consent text, they are asked to agree to that text only.

Two things are called a room, and they do different jobs:

• A room of a venue is a place: it has screens, sessions happen in it, and it has the check-in code on this page.
• An engagement’s rooms — the Rooms card in the engagement’s editor — are labels inside that one engagement, so a wall can show only the posts from one place. Each has its own link and QR code. See Rooms in an engagement.

They meet in one place: when a room’s check-in code sends a post to an engagement for the whole event or workspace that has a room with the same name, the posts are marked with that room — so the hall’s wall can still show only its own.