Posted on February 10, 2025
How often have you had to wait in line at an event for countless hours before being let in? How many times have you organized an event, and all your eye could see was a long line of angsty, frustrated, and impatient attendees tired from waiting to be checked in?
While check-ins for events are generally known to be ticketed, QR code check-ins are slowly becoming the norm at events, and the reason is evident. Using QR codes for check-in is one of the most cost-efficient and time-effective methods for getting attendees into your events quicker, faster, and more securely.
In this article, we’ll explore why you should be using the QR code check-in system and how to choose the perfect system for setting this up.
What is QR Code Check-In?
The simplest explanation is that a QR code is a type of matrix barcode that can store and encode information its creator selects, like names, URLs, and other identifying data in a 2-dimensional format.
Typically comprises black squares arranged in a grid on a white background, which can be scanned and read by a device such as a mobile phone or a QR scanner.
Using QR codes for your check-in system can be tricky, but it saves time and is incredibly efficient. First, you’d need to get an event platform that lets you create QR codes to grant access based on attendees’ names, tags, and other designated values.
With the right event platform, attendees should be able to receive their unique QR code for event registration through their emails, a mobile app, or push notifications, which they could scan at the event entrance to gain entry.
Another reason QR codes are an excellent alternative for check-in is their versatility for large events like conferences, expos, concerts, and festivals, where efficiency and security are a top priority for the check-in process.
So, instead of fumbling for a printed ticket or waiting in line to spell out their name, attendees simply pull up their phones, scan their QR code at a kiosk, and walk right in.
Key Benefits of QR Code Check-In for Events
Now, when it comes to managing event check-ins, nothing beats a system that is fast, reliable and leaves your attendees less irritated.
QR code check-ins tick all the right boxes, ensuring your event entry process is completely stress-free. Still in doubt? Here are some of the key benefits QR code check-ins could do for your event:
- Speed and Efficiency: Absolutely nobody likes standing in line, least of all at an event they’re excited to attend. QR code check-ins have been shown to effectively slash wait times by letting attendees scan and go in mere seconds. So, instead of staff manually searching for names or attendees fumbling for tickets, a quick scan at the entrance ensures everyone gets in faster—keeping the flow smooth and stress levels low.
- Contactless and Hygienic: The world is at a point where minimizing physical contact has now become a priority, and QR codes offer a safe, touch-free solution. This way, attendees don’t need to exchange paper tickets or touch shared devices—they simply scan their QR code for event registration from their phone, making it perfect for post-pandemic events.
- Accurate Data Collection: Tracking attendance manually often leaves room for errors, but QR code check-in systems handle it impeccably. Each scan automatically logs real-time data, integrating directly with your event software. While you’re monitoring turnout, tracking VIP entries, or syncing leads to your CRM, QR codes ensure every detail is captured without a hitch.
- Scalability: Regardless of the size of the event – a cozy 50-person workshop or a 10,000-person expo, QR codes are the perfect tool for scaling up according to the event’s needs. You can set up as many scanning points as you need, making it an effective option for intimate gatherings as it is for large-scale events. The perfect QR code check-in system grows with your needs.
- Improved Attendee Experience: Everybody knows that first impressions matter, and your event experience begins in the check-in process. By swapping out long lines and tedious entry processes for a fast and efficient system, QR codes help set the tone for your event. Attendees walk in feeling welcomed, valued, and ready to engage—a slight touch that makes a big difference.
How to Implement QR Code Check-In for Your Event
Step 1: Choose the Right Software
Your chosen QR code check-in system is only as good as the platform running it. A solid event management platform, like InEvent, does more than just generate QR codes—it integrates registration, tracks attendance in real-time, and gives you complete control over the check-in process. A platform that does all this ensures that check-ins are fast but also error-free and scalable.
A helpful tip when selecting your software is to make sure it:
✅ Generates unique QR codes for each attendee.
✅ Works on both mobile and desktop devices.
✅ Syncs check-in data automatically, so you’re not stuck updating spreadsheets manually.
Step 2: Generate Unique QR Codes
Once your software is in place, it’s time to generate QR codes for your attendees. Each code should be unique and tied to an attendee’s registration details—consider it their digital key to your event.
There are many ways that this could work. Here are a few ways:
📩 QR codes are automatically sent to attendees via email, mobile app, or push notifications.
📲 Attendees save their codes to their phones (or print them out, though digital is always better).
🚀 On event day, all they have to do is scan and enter—no searching for confirmation emails or printed tickets.
A genuinely excellent way to utilize QR codes is to customize them with ticket types, VIP access, or session-specific permissions to make check-ins even faster.
Step 3: Set Up Scanning Stations
The key to an efficient check-in system using QR codes is how and where you scan them.
There are several ways to achieve this, but here are a few of our favorites:
🔹 Place multiple check-in kiosks at entry points to avoid bottlenecks.
🔹 Use dedicated scanners or mobile devices with QR code reader apps.
🔹 Have separate lanes for general admission, VIPs, and last-minute registrations.
Pro-tip: If you’re hosting a large event, consider staffing each scanning station with a team member who can assist first-time users or troubleshoot any issues on the spot.
Step 4: Train Staff
Even the best technology needs the right people behind it. Your selected staff should know how the check-in process works from start to finish. A quick pre-event training session can save hours of confusion on event day.
Here are a few things they’d need to be trained on:
📌 How to operate scanners or mobile check-in devices.
📌 Troubleshooting common attendee issues (e.g., lost QR codes, unreadable screens).
📌 Directing attendees efficiently to different lines.
Best Practices for QR Code Check-In
Even with the best tools and a perfect setup, a few simple practices can take your QR code check-in process from good to exceptional. The following tips ensure everything runs smoothly and your attendees have a stress-free experience right from the start.
- Promote Digital Tickets: Encourage attendees to save their QR codes digitally. It could be on their phone, in a mobile app, or via a screenshot. Doing this reduces the chances of someone misplacing their ticket. Plus, nobody wants to dig through bags or pockets for a crumpled paper ticket. Try shooting everyone a simple reminder in your pre-event emails to save everyone time.
- Test Before the Event: This is a non-negotiable step. Run test scans of the QR codes well in advance of your event to catch any glitches before attendees arrive.
Here are a few things to test:
✅ Can your scanners or kiosks read QR codes from different devices (e.g., iPhones, Androids, printed versions)?
✅ Are attendee details being logged correctly in your system?
✅ Do all entry points function as expected? - Offer a Backup Option: Glitches, electricity malfunctions, system bugs – even the best systems can have an off day. Backup options might not get used, but having them ready means you’ll never be caught off guard. Always have a manual check-in system as a backup to avoid delays if something unexpected happens.
This could be as simple as:
🔹 A printed attendee list for quick reference.
🔹 A fallback method to verify registration details (e.g., searching by email).
- Communicate with Attendees: The more straightforward your messaging, the more confident your attendees will feel—and the faster your lines will move. Attendees can’t use a QR code check-in system if they don’t know how it works.
In your pre-event communication, include:
📧 Step-by-step instructions on how to access their QR code.
💡 Tips like “Save your QR code to your phone for easy access.”
🚪 What to expect at check-in (e.g., “Simply scan your code at the kiosk and walk right in!”).
How InEvent Can Help You?
Nothing sets the tone for a wonderful event like a check-in experience that makes a great first impression.
The InEvent QR code check-in solution is specifically designed for event professionals who want to prioritize efficiency.
Still in doubt? Here are a few things that make us stand out:
- ✅ Custom QR Codes – You can automatically generate unique QR codes for each attendee, personalized with varying ticket types, access levels, or VIP status.
- 📊 Real-Time Data Tracking – Every scan is instantly logged, giving you live insights into who’s arrived, when, and where. Keep track of your attendance trends and make on-the-spot decisions.
- 🔗 CRM Integration – Sync easily with your event registration, mobile app, CRM, and analytics tools, keeping everything connected in one platform.
- 🚀 Fast, Reliable, and Scalable – Are you managing a 100-person networking event or a 10,000-attendee conference? We ensure check-ins happen in seconds, not minutes—without long lines or tech issues slowing things down.
Conclusion
The check-in process is the first interaction your attendees have with your event. A long wait, confusion, or outdated processes can leave a sour taste before the event begins. But it doesn’t have to be that way.
With QR code check-ins, you’d be creating an entry experience that’s efficient and welcoming. All your attendees would need to do is walk up, scan their phones, and be provided entry once it checks out. Here’s what makes it worth it:
The best events happen on stage, but every moment, from the first hello to the last goodbye, sets the tone from the very start.
So why wait? Make the shift to a system that saves time, reduces stress, and creates a unique experience for every guest. The right tools can turn check-ins into something you—and your attendees—won’t even have to think about.
Try out our QR code check-in solution today, and let’s show you the InEvent experience.
About the Author / Adedoyin
