Scaniam Host Station: filling the survey for attendees who don't use their own phone

The Scaniam Host Station is a web page where your booth staff sign in with their own PIN and fill your booth survey for an attendee who does not use their own phone. Each new entry is a real response with its own gift code, credited to the staff member who entered it, and it counts toward your monthly responses. The Host Station is on every plan, runs in the browser of any phone, tablet or laptop, and keeps saved entries on the device when the signal drops.

What the Host Station is and when to use it

The Scaniam Host Station is the booth station for staff who fill the survey on an attendee's behalf. Scaniam is gamified event lead capture and booth CRM for event marketers. Most attendees scan your QR code and answer the survey on their own phone. Some do not want to, or cannot. With the Host Station, a staff member signs in on a tablet, laptop or phone, asks the attendee your booth questions and taps Save response. Scaniam saves a normal response with a gift code, credits it to that staff member and makes a lead from it.

Use the Host Station for a shared tablet at the booth, for visitors who will not take out their phone, and for typing in contacts after the event. For entry with no attendee present, staff can turn off Show gift code after saving, which the sign-in screen labels "Turn off for back-office entry". The Host Station link is for your staff only. Attendees never open it.

The rules

The Scaniam Host Station follows these rules on every plan.

Topic	Rule
Who signs in	Booth staff you add to the event. Staff need no Scaniam account.
Sign-in	On Staff Sign In, staff enter their PIN and tap Sign in. Work email (optional) can be added but is not required. Each staff member signs in with their own PIN.
One list of people	Host Station staff and Sales Station reps are one list per event. Someone added in either window can sign in to both stations, while each station is on.
Several staff	Several staff can work at the same time, each on their own device. Each entry is credited to the person who saved it.
Questions	Staff see your Booth form questions with the same conditional logic, required fields and format checks as the attendee survey. Questions set to the Registration form only are not shown.
What is skipped	The survey intro screen, the booth game, your submit button text and your thank-you message. Staff finish with Save response. No game is played, so a Host Station entry never wins a game prize.
Gift code	Every new entry gets a gift code. With Show gift code after saving on (the default), the confirmation shows the code as a number, with no barcode. Saving does not mark the gift as handed over.
Rating	The Host Station has no Hot, Warm or Cold rating, no topics and no rep notes. Those are on the Sales Station.
Not a scanner	The Host Station does not scan badges, business cards or gift codes. Staff type the answers.
Counting	Every new entry is a real response. It counts toward your monthly responses like any other. There is no test mode at the Host Station.
Hidden fields	A Hidden field filled from the Host Station page address is filled for every entry made on that page.
Event not live	The Host Station keeps working when the event is not live or is over.
Close date and cap	The Host Station follows your survey's close date and response cap. It checks them when the page opens and before each new entry.
Staying signed in	Staff stay signed in until they tap Sign out or close the tab. Sign out is on every step and on the confirmation screen.
Shared device	Nothing about the previous attendee stays on screen. Capture another starts an empty form.

What staff do at the booth

A Scaniam Host Station shift is the same steps for every attendee. You can use this list to brief your staff.

1. Open the Host Station link you sent, or the tablet where it is already open. The page shows your logo (or workspace name), the words Host Station and the event name.
2. Enter your PIN. Add your work email if you like. Leave Show gift code after saving on if attendees are at the booth. Tap Sign in.
3. The form shows "Assisted entry - filling in on the attendee's behalf" with your name. Ask each question and enter the answer. Tap Continue to go on and Back to go back.
4. On the last step, tap Save response. If an answer is missing or not valid, Scaniam shows "Please check the highlighted fields to continue." and marks the field.
5. The confirmation shows Response captured, the attendee's name and "Captured by [your name]". With Show gift code after saving on, it shows under Gift code the code with "Hand this code to the attendee to collect their gift."
6. Give the attendee the code. They collect the gift at the Gift Station or with a Sales Station rep, who types the code.
7. Tap Capture another for the next attendee.

To switch the gift code on or off during a shift, tap Show gift code after saving: On (or Off) on the confirmation screen.

When the attendee already answered

If an attendee already answered your survey at this event and Scaniam recognizes them, the Host Station does not create a second response. Scaniam updates their response with the new answers and keeps their gift code. The confirmation says Contact updated and (with Show gift code after saving on) shows their existing code. This does not count as a new response.

If that attendee already collected their gift, the answers are still saved. The confirmation says Saved and "This attendee already collected their gift.", and no gift code is shown. An attendee who registered on your registration page stays counted as registered after a Host Station entry.

When the signal drops

The Scaniam Host Station is built for booth WiFi. Signing in needs a connection. After that, an entry saved with no signal is kept on the device. Unsent entries are sent while a staff member is signed in on the Host Station form.

• Saving with no signal: Scaniam keeps the entry on the device and shows "No signal. [Name]'s entry is saved on this device and will be sent when the signal returns." With Show gift code after saving on, it adds "No gift code until then." The form clears, so staff can carry on with the next attendee.
• Sending later: a bar shows "1 entry not sent yet. Saved on this device." with Send now. Entries are sent automatically when the connection returns, while you are signed in on the Host Station form. Scaniam then shows "Sent 1 entry."
• Gift code: an entry sent later gets its gift code when it arrives, but the Host Station does not show it. To give the attendee their code, open the response in your event dashboard. The code is under Gift.
• How long: an entry not sent within 24 hours is removed from the device, and Scaniam says so.
• Whose entries: an entry is sent only while the person who saved it is signed in on that device. Other people's entries show as "[N] entries saved by [name] wait for [name] to sign in."
• Signing out: with unsent entries, Sign out asks first. Signing out deletes your unsent entries from the device. Other people's entries stay.
• The entry being typed: it is not stored until staff tap Save response. A reload or closed tab loses it. Sign out asks first ("Sign out? This entry is not saved yet.").
• Refused: if Scaniam cannot accept an entry, the bar shows "Not sent: [name]." and the reason, with Try again, Show details (what the entry holds) and Dismiss, which asks before deleting it.

If the device cannot keep entries, the Host Station says "No signal - this entry is not saved yet. Keep this page open: it sends when the connection returns." with Try now.

Where Host Station entries show up

Scaniam credits each Host Station entry to the staff member who saved it. A Host Station entry is not a rating.

• Event dashboard: open a response to see "Entered at Host Station by [name]". The gift code is under Gift.
• Leads page: every Host Station entry becomes a lead, and the same person across your events becomes one lead (see Leads). The lead shows "Entered at Host Station by [name]". In Event History, a response that was created at the Host Station carries the tag Host Staff until a Sales Station rep rates it (then Rep).
• Rep stats: Host Station staff are not counted in Sales Rep Activity or Rep Performance, which count Sales Station ratings only.
• Later rating: if a rep scans the attendee's gift code at the Sales Station and rates the lead, both names are kept: who entered it and who rated it.
• CSV export: the CSV exports have no column for the Host Station staff member. The Rep column holds only the rep who rated the lead.

What happens if...

If	Then
A staff member types a wrong email or PIN	Scaniam shows "Invalid email or PIN."
The link is wrong or the event was deleted	The page shows Station not found and "Check the link and try again."
You turn the Host Station off	A newly opened page shows Host Station not enabled. Staff already signed in cannot save. They see "Host Station is turned off for this event."
You remove a staff member	Their next save sends them to sign-in with "You're no longer on this event's staff list. Ask your admin." The entry they were typing comes back when someone signs in again on that page. Entries they saved that were not sent yet cannot be sent and are removed from the device after 24 hours.
You change a staff member's PIN	Their next save sends them to sign-in with "Your PIN was changed. Please sign in again." After signing in with the new PIN, the entry they were typing comes back and their unsent entries are sent.
The survey is full or past its close date	The page shows Survey closed and "This survey is not taking new responses." Staff cannot start a new entry. Entries still waiting on the device are not sent from this screen.
The survey has no booth questions	The page shows Survey not ready and "The survey has no questions yet. Ask your admin."
The event is not live or is over	The Host Station keeps working, so staff can enter contacts after the event.
You are over your monthly response limit	Host Station entries are still saved. Over the limit they are locked in your dashboard until you add credits or upgrade (see plans and limits).
You try the Host Station yourself	Your entry is a real response that counts and becomes a lead. To try the survey without counting, use Test Survey on the event page.
The attendee wants to play the booth game	The game is not played at the Host Station. An attendee who wants to play scans your survey QR code on their own phone.
The Host Station is switched off for your workspace	The Host Station window shows Not available on this workspace with Contact us.

How to set up the Host Station

You set up the Scaniam Host Station per event, from the event dashboard. A new event starts with the Host Station off, and the Host Station card shows Off.

1. Open your event from Events.
2. In Booth tools, click Host Station. You can also click Links & QR, then Host Station under Stations, or, when the event page shows it, click Activate next to A host.
3. Turn on Enable Host Station. The window now shows the QR code, the link and the Staff list.
4. Under Add Staff, enter the staff member's Name, a work email if you like, and a PIN. Click Add Staff. Repeat for each person. If the window does not accept a PIN, it says why.
5. Click Copy link (or Share on a phone) and text the link to your staff, or open it on the booth tablet. You can also download the QR code as a PNG or SVG (see sharing your event).
6. Give each staff member their PIN.

To edit a staff member, click the pencil icon next to their name. To remove someone, click the trash icon and confirm Remove. They are signed out and cannot sign in again. When you duplicate an event, the staff step has an Enable Host Station switch, and Scaniam copies the staff with their emails and PINs when a station is on in the copy.

Which plans include the Host Station

The Host Station is on every Scaniam plan, including Free. Plans differ by monthly responses: see pricing.

Common questions