How to Build an Event Check-In System With QR Codes (Zero Code)

The Problem With Traditional Event Check-In

If you've ever run an event, you know the bottleneck: the registration desk. A line of attendees, a volunteer with a printed list, a highlighter. It's slow, error-prone, and stressful for everyone involved.

QR codes solve this. Here's how to build a complete check-in system for your next event — no coding, no expensive event software.

What You'll Need

• A registration form (Google Forms, Typeform, or QRplex form builder)
• A QR code generator (free at [qrplex.app](https://qrplex.app))
• A smartphone or tablet for scanning at the door
• Optional: a label printer for badges

That's it. Let's walk through each step.

Step 1: Set Up Your Registration Form

Before anyone gets a QR code, they need to register. Build a simple form collecting:

• Full name
• Email address
• Ticket type (if applicable)
• Any session preferences

If you're using QRplex, the form builder is built-in and mobile-optimized. If you're using Google Forms, any response can be exported to a spreadsheet.

Pro tip: Add a confirmation message that tells registrants to check their email — that's where their QR code will arrive.

Step 2: Generate Unique QR Codes Per Attendee

Each attendee needs a unique QR code. The code should encode something that identifies them — their email address, a registration ID, or a confirmation number.

For small events (under 50 people):

Generate individual QR codes manually at qrplex.app. Download each as a PNG and include in a personalized confirmation email.

For larger events:

Use a spreadsheet with a QR generation formula, or use QRplex's batch generation feature (upload a CSV, get a ZIP of QR codes). Each row becomes one code.

Step 3: Send Codes to Attendees

Include the QR code in the confirmation email. A good template:

"Your registration is confirmed! Show this QR code at the door for fast check-in. No need to print — just have it ready on your phone."

Guests can screenshot it, save it to their wallet app, or print it — all work equally well.

Step 4: Set Up the Door Scanning Station

On the day of the event, you need a way to scan codes and mark attendance. Options:

Option A: Spreadsheet + camera app

Scan codes that decode to email addresses. Your volunteer searches the spreadsheet and highlights the row.

Option B: QRplex attendance dashboard (coming soon in the full platform)

Scan → attendance is marked in real-time → you see live count on any device.

Option C: Generic QR scanner + note-taking app

Works fine for small events. Scan, read the decoded email, cross off the list.

Step 5: Badge Printing (Optional)

If you're printing name badges, a great workflow is:

1. Generate QR codes via batch (CSV → ZIP of PNGs)

2. Use mail merge in Word or Google Docs to create badge sheets

3. Print on Avery 5395 name badge labels

4. Each badge has name + QR code

Attendees keep their badge, and you have a scannable record for the entire event.

Handling Walk-Ins

Not everyone pre-registers. Keep a tablet at the registration desk with the QRplex form open. Walk-ins complete the form on the spot, and you generate a QR code for them immediately.

For truly seamless walk-in handling, print a generic "check-in here" QR code that opens the registration form. Post it outside the venue so people can register while they wait in line.

Real-Time Attendance Tracking

The biggest advantage of a QR-based system over a paper list is visibility. With a digital system, you can see at a glance:

• How many people have checked in
• Who's checked in vs. who hasn't arrived
• What time the peak check-in surge was
• Which sessions had the highest attendance (if you have session-specific QR codes)

This data is invaluable for future event planning.

Common Questions

What if someone's phone dies?

Ask for their name and cross-reference the printed backup list. Always have one.

What if the QR code doesn't scan?

Brightness issues, screen protectors, or low-resolution screenshots can cause scan failures. Train your volunteers to increase screen brightness and try again from further away.

What about privacy?

QR codes in this system encode only a registration ID or email — not sensitive personal data. Only event staff with dashboard access can see attendee information.

Get Started

Generate your first event QR code free — no account needed. For batch generation, form builder, and attendance tracking, join the QRplex waitlist.