Scaniam setup: run your first event from sign-up to a live QR code

To run your first event on Scaniam, you sign up, name your workspace and add your branding, then create an event from a template, a blank survey or a past event. Every new event starts Not live, so you can try it with Test Survey first, then click Go live and print the QR code. Scaniam never closes an event on its own, and no plan limits the number of events.

What it is and when to use it

This page covers everything you do in Scaniam before the first attendee scans your QR code. Scaniam is gamified event lead capture and booth CRM for event marketers. A booth on Scaniam runs on one event: a survey, an optional booth game with prizes, a QR code and link, and the stations your staff use.

The setup has six parts, in this order:

1. Sign up and set up your workspace, with your logo, colors and font.
2. Look around the Sample Event, if you want to see a finished event first.
3. Create your event from a template, a blank start or a past event.
4. Test the survey with Test Survey.
5. Go live.
6. Print the QR code and turn on the stations your team needs.

Use this page for your first show and for every show after it. For a second show, duplicating the last event is usually faster than starting again. The survey itself is covered on the survey builder page, and the game on the booth games page.

The rules

Scaniam setup follows these rules on every plan.

Topic	Rule
Account	Sign up with your name, work email and a password of at least 8 characters, or with Google. A company name and phone number are required in step 2. You can start right away, with no email to confirm.
Workspace	Each Scaniam account has one workspace with one brand. There is no workspace switcher, and there is no in-app way to invite a second admin. Booth staff need no account: reps and Host Station staff sign in with their own PIN, and a Gift Station volunteer only needs the gift link.
Branding	Workspace name, logo, a second logo for dark backgrounds, brand color, secondary color, button style (Pill, Rounded or Square) and font. Logos are SVG, PNG or JPEG, up to 2 MB.
Where branding shows	On the attendee pages and stations of every event in the workspace. Changing it in Settings updates every event. Your admin dashboard keeps Scaniam's own look.
Colors from your website	Scaniam suggests brand colors from your website. It does not fetch your logo: you upload it.
Sample Event	Every new workspace gets one Sample Event with a survey, a Spin the Wheel game, two sales reps and 20 invented responses. It starts Not live. Its invented responses do not count toward your plan.
Number of events	No plan limits the number of events.
New events	Every new event starts Not live, including a duplicate. Only the event name is required.
Web address	Each event gets its own link and QR code. The link never changes, even when you rename the event.
Who can submit	Only a live event takes new responses and game plays from attendees. Host Station staff and your own test runs also work on a Not live event.
Stations	The Sales Station, Gift Station and Host Station keep working when the event is not live, so gifts can be handed out after the event.
Event status	Live, Not live, Over (last day passed, not taking responses) or Over - still open (last day passed, still taking responses). The last day is the end date, or the start date when there is no end date. An event with no dates is never Over.
Closing	Scaniam never closes an event on its own. It stays open until you pause it, or until the survey reaches its Close survey on date or Response cap.
Test responses	Never count toward your plan, numbers, charts, exports, leads, contests or reports, and never use up prize stock or voucher codes.
Deleting	Your own events cannot be deleted, only archived. Only the Sample Event can be deleted.

What happens if...

If	Then
You create an event with Start blank	The event has no questions, and the next-step card asks you to Build survey. If you go live before adding questions, attendees see "Survey Not Ready".
You pick a game when you create the event	For most games, Scaniam adds example prizes (T-Shirt, Sticker Pack and a Try Again slice, with no quantity limits) and opens Game Setup. Change them to the prizes you really have before you go live. A quiz game starts switched off until you add its questions.
An attendee opens a Not live event	They see Survey closed and "This survey is not open right now." Someone who already took part on that phone still sees their gift code.
You pause a live event	Scaniam asks "Pause event?" first. New attendees see that the survey is closed. People who already took part keep their code.
The event's last day passes and it is still live	The status turns Over - still open and attendees can still submit and play. Click the status and Close event to stop new responses.
You go live on an event whose dates have passed	Scaniam asks "Go live?" and reminds you the dates have passed. Change the dates with the pencil next to the event name.
You archive a live event	Scaniam asks first and pauses the event as it archives it (Pause and archive). Restoring it later from the Archived filter does not put it live again.
A test link is left open too long	The test link expires. The page then says "Test link expired - this response counts as real." Click Test Survey again for a new test link.
Someone opens your survey from a test link without being signed in as you	Their response is real and counts. A test only counts as a test in a browser where you are signed in to your workspace.
A test response was really an attendee	Click Restore as real in the test notice. The response becomes a real, counted response. A prize it won is kept only if it is still in stock. Some test responses cannot be restored; Scaniam tells you which.
Your logo does not upload during setup	Scaniam still creates your workspace and says "Your logo didn't upload. You can add it in Settings."
You close the Sample Event banner	You can still delete the Sample Event from Event Settings, then Delete Sample Event.

How to set it up

The steps below take you from a new account to a live QR code. Labels are exactly as the app shows them.

1. Create your account

1. On Create Your Account, enter Your Name, Work Email, Password and Confirm Password, then click Continue. Or click Continue with Google.
2. On About Your Company, enter Company Name and Phone Number, then click Get Started Free.

2. Set up your workspace

1. On Set Up Your Workspace, check Company / Workspace Name (filled in from sign-up) and click Continue.
2. Under Brand color, type your website and click Extract, then pick a suggested color. Or pick one under or pick manually.
3. Under Logo, upload your logo.
4. Optional: click More branding options for Secondary color, Button style and Typography.
5. Click Create Workspace, or Skip for now to keep what you picked so far.
6. On You're all set!, click Create your first event, or Explore a sample event to see the Sample Event first.

You can change everything later in Settings, then Save changes. There you can also add a logo On dark backgrounds (optional) and upload your own font (WOFF2, WOFF, TTF or OTF, up to 2 MB).

3. Create the event

1. Go to Events and click Create event.
2. Under "How do you want to start?", pick a template under From a template, click Start blank, or click Duplicate a past event (see the next section).
3. Under Event details, enter the Event Name. Start Date, End Date, City, Venue / Address and Description are optional. Click Continue.
4. Under Add a game?, pick a game, or No game for a gift code only. Click Create event.

4. Follow the next-step card

Until booth prep is done or the first real response arrives, the event page shows one card with the next thing to do:

1. Add your questions: shown when the survey is empty. Click Build survey.
2. Go live: test first. Click Test Survey at the top of the event page, fill the survey in the new tab and check the result. Then click Go live.
3. Download and print QR code: click Download QR, or Already printed it - skip ahead. See sharing your event for print formats.
4. Anyone else working the booth?: click Activate next to Sales reps for the Sales Station or A host for the Host Station, or Get link next to Gift volunteer. Click Done, or It's just me at the booth.

The card then goes away, and the event page shows your results. Test responses never retire the card.

Pause or reopen an event. Click the status next to the event name, or the status pill in the Events list. Going live asks nothing. Pausing asks "Pause event?". An event that is Over asks "Reopen event?" (or "Go live?" if it was never live), and one that is Over - still open asks "Close event?".

Clear your tests. The event page shows "N test responses (not counted anywhere)." Click Clear test data and confirm to delete them.

Duplicating an event

Scaniam duplicates an event from three places: Duplicate on the event in the Events list, the copy icon in the events table on your dashboard, or Create event, then Duplicate a past event. That list shows every event, including archived ones and the Sample Event.

The duplicate steps are Event details (named "Copy of [name]", with the old dates), Review game setup, and Sales reps when the old event had staff or a station on. Then click Create event.

Copied	Starts fresh	Not copied
Survey questions, intro screen and survey settings (except the close date)	A new link, QR code and short links	Responses, leads and test data
The game, prizes and quantities (you can edit them in Review game setup)	Every prize quantity starts full. Prizes given at the old event are not carried over.	The close date
The Sales Station capture form (topics and next steps)	Gift links	The registration page (copy it with Copy from another event in the page editor)
Sales Station and Host Station on or off. The staff, with their names, emails and PINs, are copied only when the Sales Station or Host Station is on in the copy.	Not live	Voucher codes

The copy keeps the old event's dates. Change them under Event details, or a copy of a past event shows Over. More on prizes on a copy is on the prizes and stock page.

Which plans

Every Scaniam plan, including Free, includes every step on this page and any number of events. Plans differ by monthly responses: see pricing.

Common questions