How to Set Up QR Code Check-In for Events
Paper check-in lists slow everything down. A QR code check-in system lets attendees scan at the door, confirms their registration instantly, and gives you real-time attendance counts — no clipboards, no manual ticking.
Step-by-step guide
- 1Set up your attendee list or registration formUse Eventbrite, Google Forms, Airtable, or your event platform. Every registration should generate a unique confirmation or you can use a single shared check-in QR code.
- 2Create a QR code per attendee or one shared codeOption A: Generate individual QR codes per attendee (for ticketing). Option B: Create one QR code linking to your check-in form — all attendees scan the same code and enter their details.
- 3Display at the entranceFor individual codes: attendees show their phone, staff scan it. For a shared form code: display large at the entrance, attendees self-check-in.
- 4Track attendance in real timeYour form platform (Google Sheets, Airtable) shows submissions as they happen. Export the list post-event for records.
Try our free tool to get started
Open free QR code generator →Pro tips
- →For small events (<100 people), a single shared check-in form QR code is simpler and faster to set up.
- →For large events, use ticketing software (Eventbrite, Ticket Tailor) that generates unique QR tickets per attendee.
- →Have a backup — a paper list or a tablet with internet — in case of connectivity issues.
- →Print the check-in QR code at large size (A4 minimum) and mount at door height.
Static vs dynamic QR code — which should you use?
Use a dynamic QR code for your event check-in URL so you can update it if the form URL changes, or reuse the same printed signage for future events by pointing to a new form.
Get dynamic QR codes — from $9/monthCommon questions
What's the easiest QR code check-in system for a small event?
Create a Google Form with name and email fields. Link it to a QR code. Display the QR code at the entrance. Responses appear in a Google Sheet in real time.
Can I use Eventbrite tickets as QR codes for check-in?
Yes — Eventbrite generates individual QR code tickets. Use Eventbrite's check-in app or the Organizer app to scan them at the door.
How many people can check in per minute with QR codes?
A single QR code station can process 30-60 check-ins per minute for a shared form. Individual ticket scanning (one scanner) handles 20-30 per minute.
Can I reuse the same QR code for future events?
Yes — with a dynamic QR code, update the destination to a new event's check-in form. Your printed signage works for every event.
Upgrade to Dynamic QR
Edit links anytime. Track every scan. One flat price — no scan limits.