QR Event Check-In: Fast, Secure, and Simple
QR codes make event check-in fast, accurate, and scalable—no expensive scanners or custom apps required. This guide covers how to use QR tickets for events, how they compare to guest lists, and how to avoid common pitfalls.
Overview: QR Tickets vs. Guest Lists
QR tickets encode a unique code or URL for each attendee. At the door, staff scan the code using a standard camera app or QR reader. This is faster and less error-prone than searching a guest list, especially for large events.
| Role | Action |
|---|---|
| Attendee | Shows QR ticket (phone or print) |
| Staff | Scans code, checks validity |
| Ops Lead | Monitors flow, resolves issues |
Generating QR Codes: Static vs. Dynamic
Static QR: Each ticket has a unique, pre-generated code (e.g., a random string or ID). No internet required at the door. Good for small/medium events.
Dynamic QR: Each code links to a live URL (e.g., https://yourdomain.com/checkin/abc123). Allows real-time validation and anti-duplication, but requires connectivity and a backend.
Anti-Duplication Tips
- For static codes, print a unique code on each ticket and check off used codes manually or with a spreadsheet.
- For dynamic codes, mark tickets as used in your backend after first scan.
- Use short, random codes (8+ chars) to prevent guessing.
- Train staff to spot screenshots or photocopies.
Check-In Flow with a Consumer Camera App
- Attendee presents QR (on phone or printout).
- Staff uses a phone camera or QR app to scan.
- App displays the code or URL; staff checks against list or backend.
- Mark as checked-in (manually or in app).
Signage Templates
- "Scan your QR ticket here" (with arrow or icon)
- "Need help? See staff at the desk"
- "Lost your code? Provide your name and ID"
Ops Checklist
- Test all codes before event day (print and digital)
- Charge all devices and have backups
- Train staff on scanning and fallback process
- Prepare a manual guest list as backup
- Set up clear signage at entry points
Privacy Note
QR Kit generates all codes client-side—no attendee data is uploaded or stored. For dynamic check-in, use a secure backend and avoid embedding personal info in the QR itself.
Launch Day Checklist
- Arrive early and test scanning at the door
- Distribute devices and backup chargers
- Brief staff on check-in flow and troubleshooting
- Set up signage and entry lanes
- Have a backup guest list ready
- Monitor flow and adjust as needed
- Record any issues for post-event review