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Using Dynamic Fields as Identifiers for Registrations in the Trainer Module

Use custom fields to match pre-registered participants and complete missing data during form submission

This feature is useful when you pre-upload participant registrations for a training before it takes place, but not all required information is collected at that stage.

In many cases, you may only have partial data (e.g. name and email) during registration. Additional details can then be collected later when participants scan a QR code and complete a form during or after the training.

To ensure that the newly submitted information is correctly linked to the existing participant record, Virtualbadge.io uses an identifier field. This field allows the system to match the pre-uploaded participant with their form submission and update the missing information accordingly.

If you’d like to learn more about how registrations work in general, click here.

Default Identifier (Name & Email)

By default, Virtualbadge.io uses name and email as the identifier to check whether a participant is already registered.

This means:

  • When a participant submits the form via QR code

  • Their name and email are matched with an existing record

  • Any additional data they provide is added to their existing entry

Using a Custom Identifier Field

In some cases, trainers or administrators may prefer to use a different identifier, such as:

  • Personal ID

  • Employee ID

  • Membership number

  • Any custom dynamic field

Virtualbadge.io allows you to define a custom dynamic field as the identifier, instead of relying on name and email.

This is especially useful when:

  • Names may be duplicated

  • Email addresses are not reliable or are not collected

  • A unique internal ID is preferred

Important Note:

Before participants use the QR code or form link, they must already be uploaded to the system using the selected identifier field.

This ensures that when they submit the form, the system can correctly match and update their existing record.

How to Enable Custom Identifier Fields

Step 1: Enable the feature

  1. Go to Settings → Trainer Module

  2. Locate Registration Identification Field

  3. Click on Manage

  4. Then, activate the identification field as required.

This will activate the feature for all new trainings.

Step 2: Configure the identifier for a training

  1. Navigate to your training

  2. In the Training Details section, scroll to Predefined Recipient Information & Recipient Identification

  3. Click Define information

  4. In the right-hand column, locate Identification field

  5. Enable or disable the option as needed

  6. Select the dynamic field you want to use as the identifier

How It Works in Practice

  1. Upload your participant registration list (with the chosen identifier field)

  2. Conduct the training

  3. Participants scan the QR code and access the form

  4. They enter their identifying information and complete the missing fields

  5. The system matches their submission to the existing record

  6. The participant’s data is automatically updated in the recipient table