Gravity Forms Check-In Process and Entry ID Population Issue

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Hello

I am reaching out to request assistance with a specific scenario related to using Gravity Forms for an event registration and check-in process. We are organizing an event with around 8000 attendees, and we are facing challenges with retrieving the correct entry ID and implementing a seamless check-in workflow.

Overview of the Scenario:

We are using Gravity Forms for our event called “The Send,” and we have implemented the following flow:

Ticket Registration Process (Form ID 8: Get Tickets):

  • We use Form ID 8 for ticket registration, where users can register themselves as the main participant and add up to 5 additional participants. Each participant (main and additional) is assigned a unique QR code.
  • I have added unique IDs for each participant, and we are integrating with Salesforce and Mailchimp for ticketing and communication.
  • We plan to also use Zapier if needed to streamline the process.

Check-In Process (Form ID 17: Check-In):

  • We have set up a Check-In Form (Form ID 17) to allow staff to scan each participant’s QR code at the venue, which should automatically populate the Check-In form with the corresponding participant’s details from the registration (Form ID 8).
  • After scanning the QR code, I want the participant’s status to be marked as “Checked In” in both Gravity Forms and Salesforce.

Current Implementation:

  1. URL Parameter Passing: I am using the ?entry_id={entry_id} parameter to pass the entry ID from the Get Tickets form to the Check-In form.
    Example URL:

    https://thesend.am/en/check-in/?entry_id=350

    The goal is to have the Check-In form auto-populate based on the entry ID passed in the URL.

  2. Form Population: I have used dynamic population to retrieve and display the corresponding form fields based on the entry ID.

Issues I’m Facing:

  1. Wrong Entry ID Being Pulled: When I visit the Check-In form with a specific entry_id in the query string, it sometimes pulls the empty entry.

  2. Efficient Check-In Workflow: Given the large number of attendees, we need a fast and efficient check-in process where staff can scan a participant’s QR code and mark them as “Checked In” with a single click.

  3. Integration with Salesforce: I need the “Checked In” status to be updated in both Gravity Forms and Salesforce. Could you provide advice on how best to map the status and keep both systems in sync?

Expected Outcome:

  • The Check-In form (Form ID 17) should dynamically populate the correct entry from the Get Tickets form (Form ID 8) based on the entry_id passed in the URL.
  • Each participant (main and additional) should have an independent check-in process, even if they are part of the same registration.
  • The check-in status should update in both Gravity Forms and Salesforce automatically.

Plugins and Tools in Use:

  • Gravity Forms (Form ID 8: Get Tickets, Form ID 17: Check-In)
  • Salesforce Integration
  • Gravity Perks
  • Zapier (available if needed)

Could someone please advise on the best way to address the issues above and streamline the process? I would also appreciate any recommendations or best practices to ensure the check-in process is seamless and scalable for an event of this size.

Thank you in advance for your assistance, and I look forward to your guidance.

2

Hi Shahabedin,

We’re going to need to review your configuration and dig into this some more to advise of the best solution. I see that you’ve already opened a ticket with us, so we’ll provide further assistance there.