How to Set Up a QR Code Check-in System for In-person Events

Say goodbye to long check-in lines and frustrated attendees. With today’s tech-first approach to events, there’s a much easier way to manage entry and set the tone from the moment people walk in.

Quick Response (QR) Codes have become one of the easiest ways to check in attendees at events. They offer a fast, reliable, and secure way to handle arrivals without the usual bottlenecks or paperwork. 

But the real question is how to use them well. That’s exactly what this guide covers. How QR code check-in works, how to correctly set it up, and what to look for to ensure your event goes as smoothly as possible while creating an awesome first impression when guests arrive.

What QR Code Check-In Means for Events?

As the name suggests, QR codes are built for quick response, and they have become one of the easiest tools to manage attendees at events. They are also used frequently in many other areas, such as marketing and payment systems, menus, travel, and retail. 

At events, QR codes make check-in much simpler for both guests and event staff. Every guest receives a unique QR code upon arrival, which they scan with their smartphone at the venue and enter the event space. When QR code check-in is tied to an event platform, it speeds things up even more as your staff can verify ticket validity quickly, update guest status in real-time, and manage a large volume of registrations without having the check-in process become a bottleneck at the desk. 

Thus, less waiting time for guests, fewer issues at the door, and less paperwork for event staff.

The QR Check-In Workflow

Setting up QR code check-in is a connected flow that starts the minute someone signs up and continues well after the doors open, especially when you start looking at attendance data later.

Here’s what it usually looks like.

Pre-Event Preparation 

Connecting registration and QR codes: Once someone registers for an event, the system will generate a unique QR Code automatically. The code can then be shared with the attendee via email (or via text message) in the confirmation email or displayed within the event app. 

Sharing QR codes with attendees: Your attendees have to easily find the QR code prior to arrival. Emails are a reliable method, as most people check their email regularly. Mobile apps also work well for quick access on the day of the event. Printed badges provide an alternative to the phone entirely. Decide which option best fits your event and let your attendees know.

On-Site Execution

Get the technology set up for testing: Run full tests with the scanners or phones to ensure all devices are running correctly. Test at each check-in point to be sure that the correct app is loaded, the battery is fully charged, and there is an active internet connection at every location.

Prep the team: Show staff exactly how scanning should go from start to finish. Then, show them common issues they may encounter and train them to resolve those.

Have a backup plan: Printed lists, manual lookups, or secondary devices are all good options to consider when the main system crashes.

Event Performance Insights

QR codes are a powerful tool for collecting important data throughout the course of your event, such as who checked in, how many people attended each session, and where the most engagement took place. 

How to Set Up QR Code Check-In for Events

1. Pick the Right Platform

QR Code check-in will only be as successful as the system it runs on. 

Choose an event management platform that does more than create a scannable code. Platforms like Dryfta tie all the elements of your event together, from registration to real-time attendance tracking, which keeps the check-in smooth when large numbers of attendees arrive at once.

A platform designed for large-scale events can likely reduce errors or delays at registration and last-minute fixes. When evaluating software options, make sure it:

• • Generates a unique QR for each attendee
  • Works easily on both mobile phones and desktop devices
  • Syncs attendance data automatically

2. Generate Personalized QR Codes

Each QR code should be unique and linked to the attendee’s registration details and serve as their individual entrance ticket on the day of the event.

There are a few simple ways to roll this out:

• • The QR code should be automatically sent out via confirmation emails, within your event app, and via push notifications.
  • Inform attendees to save the code on their phone. 
  • On event day, they scan the code and walk in, without digging through inboxes or shuffling paper tickets.

3. Organize QR Scanning Areas

How smooth your QR code check-in feels on the day comes down to where you place scanners and how you run the entry flow. If the entire process falls apart because every user is funneling into the same spot, even the most powerful system is going to be no good.

There are several simple ways to make the experience as easy as possible for your guests to get checked in:

• • Install multiple check-in stations at your entrances. This way, users don’t all crowd together in one long line.
  • Use dedicated scanners or phones with reliable QR scanning apps, rather than mixing devices at the last minute.
  • Set up different lines for general entry, VIPs, and on-the-spot registrations.

For larger events, have a staff member stationed at each scanner. They can assist your attendees, address basic questions quickly, and troubleshoot small issues right away. 

4. Train Your Staff Ahead of Time

Even with an excellent registration setup, things will still go wrong if your team has no idea how to handle hiccups at entry. The staff at the door should understand the full check-in flow. Short training sessions prior to your event will help prevent most of the confusion when registrations open.

A few things the team should feel comfortable with:

• • Using the scanners or mobile devices with confidence,  without stopping to figure things out mid-line.
  • Dealing with the most common problems quickly, such as when someone can’t find their QR code or a screen that won’t scan properly.
  • Helping attendees find the correct entry point, whether it be general admission, VIP access, or a last-minute registrations.

Best Practices for QR Code Check-In

Keep attendees informed: Simple, clear communication can make a much greater impact on your event than most people think. When instructions are clearly stated and easy for guests to follow, then attendees will know exactly what they need to do upon arrival, which will help keep lines moving quickly. 

A QR check-in system will only work if people have an idea of what to do with it; therefore, you should take some time to explain the QR check-in process to your guests prior to arrival, as well as point out where they can find their own personal QR code.

Set up a plan B: Power issues, network drops, or system bugs happen, even on well-planned events. It’s smart to create an alternative solution before it ever becomes a necessity for this reason. A manual check-in list or secondary system could be a lifesaver if something unexpected occurs. 

Encourage digital tickets: Add a note in the pre-event emails you send out explaining how to locate the QR code and encourage attendees to save it ahead of time. They can save it in the event app, save the original email, or simply screenshot it, whichever is most convenient. Paper tickets also tend to disappear into bags at the worst possible time, and nobody enjoys unfolding a crumpled printout at the door.

Advantages of QR Code Based Check-In

For Attendees

• • There’s no need to carry printouts or dig through emails. A quick scan from a phone is all it takes.
  • Keep entrances less crowded because faster check-ins reduce bottlenecks and long lines for everyone.
  • When contactless entry is a concern, QR codes make it easy to get people through without unnecessary physical contact.
  • QR scanning speeds up entry and cuts down the usual waiting at the registration booth.

For Organizers

• • See exactly when people arrive and spot busy entry periods, which makes planning staffing and layouts easier next time.
  • Verify registrations quickly and reduce the risk of unauthorized entry by linking each scan to a valid ticket.
  • Cut down on mistakes that come with manual lists by automatically logging accurate attendance data.
  • Speed up the entire event check-in flow, allowing your staff to focus on event support.
  • Keep a digital record of attendee participation for tracking purposes or as an attendance record when needed by the team.

Speed up Your Next Event  Check-in With QR Scanning

Modern event software has made QR code check-in more than a nice-to-have. It takes the stress out of both registration and arrival by letting attendees check in in seconds with a simple scan, while the team behind the scenes sees attendance updates in real time. No paper lists, no guesswork, and no bottlenecks at the door. 

Every single scan ties back to a valid registration so that there are fewer chances for error and another level of security from the very second attendees arrive at the venue. 

From arrival patterns to session participation and overall engagement, digital check-in systems collect valuable data throughout the course of your event. Whether you’re running a focused workshop or a large conference, QR check-in allows you to save time and present a professional image from the start.

Ready to simplify your onsite check-in process? Book a free demo with Dryfta and walk through the process with our team.