A Step-by-Step Guide to Using QR Codes for Event Check-Ins

What if checking attendees into an event took less than two seconds? No long lines, no manual ticket checks, and no risk of delays. Just a quick scan of a QR Code leads to instant verification and better attendee management.

It might sound ambitious, but this scenario is already becoming the new normal for event organizers. QR Codes speed up check-ins, eliminate queues, reduce administrative headaches, mitigate frauds, manage invitations, and provide quick access to information.

Here’s how you use QR Code check-ins to improve your event experience. 

Continue reading to learn why a QR Code check-in system is hassle-free, more effective, and can even help boost revenue. 

Table of contents

1. How to create QR Code for contactless check-in
2. Implementing QR Code check-ins: Step-by-step guide
3. Benefits Benefits of using event check-in QR Codes
4. Other industries that benefit from QR Code check-ins
5. Choose Uniqode for your QR Code check-in needs
6. Frequently asked questions

How to create a QR Code for check-in

Creating a QR Code for check-in is easy and quick on Uniqode’s QR Code generator. There are three different kinds of QR Codes you can leverage for check-ins:

1. Website QR Code
2. Forms QR Code
3. Google Form QR Code

Let’s take a closer look at each type and know how to set them up.

Website QR Code

If you already have a website-based check-in system and want to embed the same into a QR Code, you can do so in six easy steps:

Make a QR Code for your website in 6 easy steps. 

You can also customize the website QR Code and match it with your brand design. Why?

Because your audience is more likely to scan a branded QR Code that looks familiar, and it also helps you improve brand recall.

Forms QR Code

If you don’t have a website that enables check-in, use Uniqode’s QR Code form. 

You can create one in a few steps (Less than 5 minutes).

With 53% of form conversions happening on mobile devices, a QR Code form is an obvious choice. 

You can choose from over 20 ready-to-use form templates or create a customized online QR Code check-in form on Uniqode’s dashboard. 

Google Forms QR Code

For those using Google Forms in the check-in process, integrating them with QR Codes facilitates guest check-in within minutes.

Here’s how to create a Google Form QR Code in 7 easy steps.

Google Forms’ ease of collecting data, backed by a QR Code generator, can help you significantly improve the guest experience and boost revenue.

Implementing QR Code check-ins: Step-by-step guide

Once you’ve created your QR Codes, the next crucial step is to ensure your check-in system is ready for smooth execution. This guide outlines how to implement QR Codes check-in for your event:

1. Set up check-in kiosks or counters

• Designate areas at your event entrance for check-in
• Ensure these stations are marked with instructions for attendees on how to use the QR Code system

2. Prepare QR Code 

• Print contactless check-in QR Codes​ in high-quality formats
• Equip each station with a screen prominently displaying the QR Code. You can also print the codes and display them on posters
• Attendees use their phone cameras or a QR Code reader app to scan the code.
• Scanning redirects them to the appropriate check-in page, whether a form or a website.

3. Redirect to check-in options

Once scanned, the QR Code will guide attendees to one of two options:

a. Check-in website:  Attendees can access detailed event information on the website, including schedules and key highlights. You can also add an integrated form on the same page, allowing them to fill it out and complete their check-in process quickly.

💡Pro tip: If you’re a small business without a website, use Uniqode’s mobile-optimized Linkpage maker to create a custom, on-brand page in minutes.

Share it via QR Code and update details in real-time—your QR Code will automatically reflect any changes. You can make one from scratch or use one of our existing templates.

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b. Online check-in form: The QR Code can guide attendees directly to an online form, where they can easily input their details for quick and hassle-free check-in.  

4. Monitor check-in progress

• Use Uniqode’s dashboard (or your custom system) to monitor attendee check-ins.
• The platform will provide real-time data, including the number of completed check-ins and pending entries.
• Staff can access attendee information instantly, reducing the chance of duplicate entries, frauds, or errors.

5. Provide on-site support

• Station staff near the kiosks to assist attendees unfamiliar with QR Codes or troubleshoot any technical issues.
• Ensure backup devices or printed forms are available for network or device failures.

💡Pro tip: Place QR Codes at exit points to guide attendees to surveys or Google Reviews.

This helps:

• ✅ Collect valuable feedback directly from attendees while the event is fresh in their minds.
• ✅ Increase Google Reviews to boost your event’s reputation and credibility.
• ✅ Identify areas for improvement to deliver a better experience at future events.
• ✅ Encourage engagement with a simple, fast, and convenient feedback method.

Create QR Code

Benefits of using event check-in QR Codes

Wait times can make or break guest experience in most businesses. When it comes to check-ins, QR Codes can expedite the process and enhance it in many ways: 

1. Improve customer check-in experience

QR Codes simplify event check-ins requiring form submissions, payments, or other actions, enhancing the customer experience.

Instead of asking attendees to manually enter a URL—which can lead to typos and delays—a quick scan takes them directly to the correct page. Guests can effortlessly fill out forms, make payments, or complete pre-check requirements.

Additionally, QR Codes don’t require any special apps or extra equipment. Guests can instantly scan and access resources using their mobile device’s camera.

This means shorter lines, faster check-ins, and happier attendees ready to enjoy your event.

2. Safe, secure, and contactless operations

During the pandemic, contactless solutions became essential and have remained a priority.

By 2021, businesses and events embraced QR Codes to reduce shared touchpoints such as pens, paper forms, and kiosks. Since then, QR Code creation has surged 4x between 2021 and 2024.

Guests can check in using only their phones, enhancing safety and peace of mind. This builds trust with attendees who prioritize hygiene and safety.

3. Lead generation and effective marketing

QR Codes aren’t just for check-ins—they create opportunities to gather feedback and generate leads.

When attendees scan a QR Code, they can be directed to forms that collect valuable data, helping organizers retarget customers and promote future events. It’s a great way to improve retention; one in four people interacting with follow-up efforts such as these will return to a website later.

QR Codes also allow businesses to track guest behavior, monitor participation, and collect feedback through post-event surveys. You can then use this data to send thank-you emails, special offers, and follow-ups, turning attendees into loyal customers.

Please note: The QR Code retargeting feature is only available in the BUSINESS++ plan. To know more, check out Uniqode’s complete list of QR Code generator pricing and features. 

4. Reduce operational costs

Switching to QR Code event check-ins can significantly reduce costs.

Traditional methods often require extra staff, equipment, or printed materials. With self-service QR Code stations or by allowing guests to check in through their phones, staffing needs decrease during peak times.

For example, kiosks with QR Codes eliminate the need for dedicated receptionists and just have a few staff members for technical troubleshooting. This allows your existing team to focus on higher-value tasks instead of managing manual registrations or paper forms.

5. Smoother guest-tracking for security

QR Codes tracking helps log every scan, letting you know who checks in and when.

This helps maintain a secure and organized environment, whether you’re managing a corporate office or a large-scale event.

With instant check-in data, security teams can quickly verify access permissions, track attendance, or respond to emergencies. Additionally, digital records provide a reliable safety and compliance reporting audit trail.

Other industries that benefit from QR Code check-ins

Healthcare

QR Code check-ins make processes at clinics and hospitals much more manageable for patients. 

Instead of waiting in long lines, patients can quickly scan a code to register for their appointments. This helps clinics keep better records, speeds up the check-in process, and reduces wait times, leading to a smoother experience for everyone.

Hospitality

Hotels, resorts, and vacation rentals use QR Codes to simplify guest check-ins. Rather than waiting at the front desk, guests can scan the check-in QR Code and get access to essential details such as room information and hotel services. 

They can also learn about special offers or promotions to enhance their stay.

Read how Uniqode helped Marriott Aruba achieve over 150,000 scans and save on print costs.

Corporate offices

Businesses rely on QR Code check-ins to efficiently handle visitor and employee check-ins, improving security and time management.

A single scan registers visitors and logs employee attendance, reducing bottlenecks at entry points. This digital tracking system also supports accurate attendance records and access control, ensuring a secure environment.

Education

Schools and universities use check-in QR Codes to make attendance tracking easy. Students can scan a code to check in for classes or events, saving time for both students and teachers. 

The data is automatically stored, helping schools keep accurate attendance records without manual work.

Airlines 

QR Codes have become essential in enhancing the passenger experience by offering a contactless and efficient boarding process.

Travelers scan their boarding passes at security and gate checkpoints, speeding up airport procedures. QR Code check-ins can provide real-time updates on gate changes, delays, and flight information, ensuring a smoother, stress-free travel experience.

Choose Uniqode for your QR Code check-in needs

Checking in at events shouldn’t be a headache. QR Codes make it effortless—guests simply scan and enter, bypassing long lines and tedious manual check-ins.

With Uniqode’s QR Code generator, you can easily create, manage, and track your QR Code for check-in. Access a wide range of customizations, integration, and top-notch security features.  

Big brands who tried us had this to say:

“Uniqode’s solution has made our lives a lot easier. Creating QR Codes is quick, and being able to track their performance has proven to be essential for our business.”

Marcelo Yanez, Product Manager, Nestle 

If you’d like to give Uniqode a shot, create a QR Code using our QR Code maker.

You can also click below to sign up for a free 14-day trial or request a demo.

Frequently asked questions 

1. How to use QR Codes to check in?

Attendees scan the check-in QR Code with their mobile device camera, which redirects them to a check-in page. After filling out their details, they receive instant confirmation that their check-in is complete.

2. How to generate a QR Code for check-in?

Using Uniqode, you can generate different types of QR Codes based on your needs—such as for a website, form, or Google Form. Upload your data, customize the design, and have your QR Code ready to be printed or displayed at your event.

3. What are the main security benefits of using QR Codes for event check-in?

Each QR Code check-in scan creates a traceable digital entry, helping to prevent unauthorized access. Organizers can monitor real-time check-in data, improving security measures, safety protocols, and compliance with audit requirements.

4. How can QR Codes be integrated with existing event management systems?

QR Codes can be synced with various event management platforms, including Google Forms, CRM tools, and custom-built systems. Real-time data updates reduce manual entry, providing organizers with accurate, up-to-date attendee information.

5. How can QR Codes improve the overall attendee experience?

Attendees avoid long wait times by scanning a code that grants direct access to event forms, tickets, or other details. Faster check-ins result in shorter lines, streamlined operations, fewer frauds, and a more engaging event experience.

• Author Details

Author Details

Natasha Puri

Natasha is a content marketer who intertwines product with high quality content. Presently, she writes about dynamic QR Codes and their features, as a tool that drives businesses revenue. When she’s not tracking QR Codes and how they can help businesses market their products, she’s busy tracking her two little boys.

puri.natasha@gmail.com