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Badge Scanner App Tutorial

VIDEO TRANSCRIPT | Recorded: 2025-10-31 | Verify against current system state

Abstract

Comprehensive tutorial on the badge scanner application (Symposia Checking) for conference session check-ins. Covers file structure setup, attendee file configuration, scanner hardware requirements, focus management critical issues, duplicate scan handling, and data backup procedures. Emphasizes two-person operation requirement and common pitfalls.

Key Procedures

  • Copy badge scanner folder from IT share to C:\badge_scanner
  • Verify attendee_scan.txt and attendee_file.txt exist in folder
  • Configure attendee_file.txt with session title (row 1) and max occupancy (row 2)
  • Clear previous scan data from attendee_scan.txt (single empty row)
  • Launch symposia_checkin.exe
  • CRITICAL: Uncheck "Validate Contact" checkbox before scanning
  • Connect USB scanner (USB-A, may need adapter for USB-C)
  • Verify scanner focus in text box before scanning
  • Monitor checked-in count and seats-left counter
  • After session: copy attendee_scan.txt with session name
  • Backup scan files to OneDrive or shared drive
  • Reset files for next session

Notable Statements

  • 0:00:25 "If you don't have these files in the folder, symposia checking exe will not work. It will crash"
  • 0:01:40 "You have to have an attendee file for each session"
  • 0:02:03 "The second row is going to be the max occupancy of that room"
  • 0:04:51 "By defaults, this checkbox is checked, validate contact. When that's clicked, it's doing all that pre-reg... checks"
  • 0:05:03 "We're going to remove it"
  • 0:05:11 "Every time you come in here, you have to uncheck it"
  • 0:05:53 "It is not USB-C. It is USB, the normal, the old version"
  • 0:06:16 "These scanners have to be preconfigured to scan a number out of a QR code and then to push through a tab"
  • 0:07:26 "Unfortunately, there is no validation for duplicate scans"
  • 0:07:33 "I could scan Dwayne 10 times. He counts the six people in the file"
  • 0:08:40 "You really need two people working this process at any given time"
  • 0:09:07 "They will have to raise an alarm if something goes wrong and tell the scanner to stop"
  • 0:09:31 "You accidentally click your mouse and it goes back here and now you're not focused"
  • 0:10:03 "It's checked the checkbox validate contact ID. So you've got to uncheck it every time you open it back up"
  • 0:11:04 "You do not want to start scanning again for a different session without moving this information out"
  • 0:11:47 "It's extremely important that these files get stored somewhere secure"
  • 0:13:21 "The QR code only contains the person ID. It does not contain any other information"
  • 0:13:25 "That person ID is not encrypted because it's not something that's considered GDPR"

Systems & Configurations

Systems Mentioned

  • Symposia Checking (badge scanner application)
  • Badge Scanner hardware (USB-A)
  • OneDrive (backup storage)
  • Shared network drive

Specific Configurations

Item Value/Setting Timestamp Notes
Source folder IT share > apps > badge scanner 0:00:16 Or "symposia scanner"
Recommended local path C:\badge_scanner 0:00:25 Easy to remember
Required files attendee_scan.txt, attendee_file.txt 0:00:43 Must exist or app crashes
Attendee file row 1 Session title (e.g., 231.001) 0:01:40 Display verification
Attendee file row 2 Max occupancy number 0:02:03 Room capacity limit
Scanner output format Number + Tab 0:06:22 Pre-configured
USB type USB-A (not USB-C) 0:05:30 Adapter may be needed
Badge QR content Person ID only 0:13:21 Not encrypted

Credentials/Access Mentioned

  • IT share access for badge scanner folder
  • OneDrive or shared drive for backup storage

Vendor Contacts Mentioned

  • Maritz (event coordination partner implied)

Errors & Troubleshooting

  • Issue: App crashes on launch
  • Cause: Missing attendee_file.txt or attendee_scan.txt
  • Resolution: Ensure both files exist in folder

  • Timestamp: 0:00:55

  • Issue: "Not in list" error on scan

  • Cause: Validate Contact checkbox still checked
  • Resolution: Uncheck "Validate Contact" checkbox

  • Timestamp: 0:05:09

  • Issue: Scans not registering

  • Cause: Focus lost from text box or application
  • Resolution: Click back in scan text box, verify focus

  • Timestamp: 0:09:34

  • Issue: Duplicate scans counted

  • Cause: No duplicate validation in app
  • Resolution: Close app, edit attendee_scan.txt to remove duplicates, reopen

  • Timestamp: 0:07:26

  • Issue: Extra people counted

  • Cause: Extra blank rows in attendee_scan.txt
  • Resolution: Ensure only one row (empty) in file
  • Timestamp: 0:02:74

Transcript Gaps & Quality Notes

  • Detailed operational tutorial (14 minutes)
  • Screen sharing not captured but thoroughly described
  • Mentions documentation will be written separately
  • Scanner configuration (tab vs return) is separate topic
  • Two-person team recommended: monitor + scanner