{"id":1809,"date":"2023-07-27T12:59:33","date_gmt":"2023-07-27T12:59:33","guid":{"rendered":"https:\/\/wildapricot.wpengine.com\/?p=1809"},"modified":"2025-08-18T15:17:24","modified_gmt":"2025-08-18T19:17:24","slug":"qr-code-check-in","status":"publish","type":"post","link":"https:\/\/www.wildapricot.com\/blog\/qr-code-check-in","title":{"rendered":"How to Use QR Codes to Speed Up Event Check-In"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">Even if you\u2019ve spent months <\/span><a href=\"https:\/\/www.wildapricot.com\/blog\/event-planning-checklist\"><span style=\"font-weight: 400;\">planning your event<\/span><\/a><span style=\"font-weight: 400;\">, what happens day-of can leave a lasting impression. Your guest experience can hinge on one big moment: Event check-in.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">When planning your event, you probably hope it will look something like this:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Attendees turn up to your sold-out event and form a neat line<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Your volunteers and staff check everyone in almost instantly<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The attendees move into the venue<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The event starts on time<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">But, most organizations find that it happens a bit more like this:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Attendees turn up early to get the best spots, and crowd around the entrances<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Your volunteers and staff struggle to find each attendee name on their list<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">There\u2019s confusion about tickets being used more than once<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Your attendees start to get frustrated at the wait<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">There isn\u2019t time to confirm if every paper ticket is for the right event<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Your event starts behind schedule<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Volunteers are overwhelmed, staff are stressed, and attendees are restless<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Luckily, that\u2019s the old way of doing things.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">With online registration and digital ticketing being the norm now more than ever, there are great options in place to speed up event check in and make it more reliable. <\/span><a href=\"https:\/\/gethelp.wildapricot.com\/en\/articles\/1690-using-qr-codes-to-check-in-registrants\"><span style=\"font-weight: 400;\">Like using QR codes for event check in<\/span><\/a><span style=\"font-weight: 400;\">!<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Imagine: it takes less than 2 seconds to check in attendees by scanning a QR code. Plus, being able to check the list of attendees already in your <\/span><a href=\"https:\/\/www.wildapricot.com\/blog\/event-management-software\"><span style=\"font-weight: 400;\">event software<\/span><\/a><span style=\"font-weight: 400;\"> makes getting your event started on time a breeze.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In this blog post, we\u2019ll talk about the benefits of using QR codes for event check-in, how to create them, FAQs and more!<\/span><\/p>\n<p><a href=\"https:\/\/register.wildapricot.com\/\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-4045 size-full\" src=\"https:\/\/www.wildapricot.com\/wp-content\/uploads\/2023\/04\/WildApricot-CTA-Project_Skinny-CTA-1.png\" sizes=\"auto, (max-width: 1230px) 100vw, 1230px\" srcset=\"https:\/\/www.wildapricot.com\/wp-content\/uploads\/2023\/04\/WildApricot-CTA-Project_Skinny-CTA-1.png 1230w, https:\/\/www.wildapricot.com\/wp-content\/uploads\/2023\/04\/WildApricot-CTA-Project_Skinny-CTA-1-300x61.png 300w, https:\/\/www.wildapricot.com\/wp-content\/uploads\/2023\/04\/WildApricot-CTA-Project_Skinny-CTA-1-1024x208.png 1024w, https:\/\/www.wildapricot.com\/wp-content\/uploads\/2023\/04\/WildApricot-CTA-Project_Skinny-CTA-1-768x156.png 768w\" alt=\"Click through to claim your 60-day trial of WildApricot to create effective QR codes that will speed up event check-in.\" width=\"1230\" height=\"250\" \/><\/a><\/p>\n<h2><strong>What Are QR codes?<\/strong><\/h2>\n<p><span style=\"font-weight: 400;\">QR codes are a type of barcode\u2014you may have seen them used on paper or electronic tickets, including airline boarding passes. Each QR code is unique, so when the code is scanned it accesses personalized information on the related ticket, including which event the registration is for, the date and time, the name of the associated registrant, and whether the ticket has been paid for.<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-3634 float-start img-fluid\" src=\"https:\/\/www.wildapricot.com\/wp-content\/uploads\/2019\/10\/qr-code-image.png\" alt=\"qr code image\" width=\"120\" height=\"120\" \/><\/p>\n<h2><\/h2>\n<h2><b>What You Can Do With QR Code Check-In<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">Using event software with a QR code generator makes running your event much easier. Your event registrants will get a digital copy of their ticket right away to their inbox! And the staff organizing your event will have a backup of all the attendee information too!<\/span><\/p>\n<p><span style=\"font-weight: 400;\">By using QR codes for your event check-in, you\u2019ll be able to:\u00a0<\/span><\/p>\n<ul>\n<li><span style=\"font-weight: 400;\">Automatically issue each registrant with a unique QR code via a registration email.<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Give registrants the option to print their event ticket QR code or show it on their mobile device.<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Scan QR codes and automatically check in the registrant.<\/span><\/li>\n<li><span style=\"font-weight: 400;\">See information relating to that registration, including the date they registered and whether they have any guests.<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Get notifications about any issues with registration, including if the QR code has already been used to check in or if it\u2019s for a different event.<\/span><\/li>\n<\/ul>\n<h2><b>6 Ways QR Codes Speed Up Event Check-In<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">You\u2019ve put a ton of planning into your event\u2014you want event day to go off without a hitch! Here are 6 ways QR codes help you achieve a seamless event check in:<\/span><\/p>\n<ol>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">No need to manually search for names in a list.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Move the queue faster, meaning fewer frustrated event attendees.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Keep track of who is already checked in.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">No training needed\u2014just open the app and scan the QR code.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">No laptops or printouts needed\u2014just use a smartphone!<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Quicker check-in means less rushing and fewer errors<\/span><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400;\">Check out these 6 benefits in our infographic below:<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-3635\" src=\"https:\/\/www.wildapricot.com\/wp-content\/uploads\/2019\/10\/qr-code-check-in-benefits-2.png\" sizes=\"auto, (max-width: 500px) 100vw, 500px\" srcset=\"https:\/\/www.wildapricot.com\/wp-content\/uploads\/2019\/10\/qr-code-check-in-benefits-2.png 500w, https:\/\/www.wildapricot.com\/wp-content\/uploads\/2019\/10\/qr-code-check-in-benefits-2-167x300.png 167w\" alt=\"qr code check in benefits infographic\" width=\"500\" height=\"899\" \/><\/p>\n<h2><b>How to Check In Event Registrants Using QR Codes<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">Quicker, smoother event check-ins sounds like a dream\u2014but how do you <\/span><i><span style=\"font-weight: 400;\">actually<\/span><\/i><span style=\"font-weight: 400;\"> use QR codes when event day arrives? We\u2019ll walk you through a simple way you can use these features with WildApricot. What you\u2019ll need to get started is the <\/span><a href=\"https:\/\/gethelp.wildapricot.com\/en\/articles\/47-wild-apricot-for-admins-app-android\"><span style=\"font-weight: 400;\">WildApricot For Admins app<\/span><\/a><span style=\"font-weight: 400;\">. Here&#8217;s a quick overview of our mobile app for both admins and members and its features:<\/span><\/p>\n<p><iframe loading=\"lazy\" title=\"YouTube video player\" src=\"https:\/\/www.youtube.com\/embed\/3Q1pm7a1NDc?si=tfvi4tjB3OEdC_8p\" width=\"560\" height=\"315\" frameborder=\"0\" allowfullscreen=\"allowfullscreen\"><\/iframe><\/p>\n<p><a href=\"https:\/\/register.wildapricot.com\/\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-4045 size-full\" src=\"https:\/\/www.wildapricot.com\/wp-content\/uploads\/2023\/04\/WildApricot-CTA-Project_Skinny-CTA-1.png\" sizes=\"auto, (max-width: 1230px) 100vw, 1230px\" srcset=\"https:\/\/www.wildapricot.com\/wp-content\/uploads\/2023\/04\/WildApricot-CTA-Project_Skinny-CTA-1.png 1230w, https:\/\/www.wildapricot.com\/wp-content\/uploads\/2023\/04\/WildApricot-CTA-Project_Skinny-CTA-1-300x61.png 300w, https:\/\/www.wildapricot.com\/wp-content\/uploads\/2023\/04\/WildApricot-CTA-Project_Skinny-CTA-1-1024x208.png 1024w, https:\/\/www.wildapricot.com\/wp-content\/uploads\/2023\/04\/WildApricot-CTA-Project_Skinny-CTA-1-768x156.png 768w\" alt=\"Click through to claim your 60-day trial of WildApricot to create effective QR codes that will speed up event check-in.\" width=\"1230\" height=\"250\" \/><\/a><\/p>\n<p>&nbsp;<\/p>\n<h3><b>QR Code quick-start guide:<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Here\u2019s what you can expect when using WildApricot to create QR codes for your event:<\/span><\/p>\n<ul>\n<li><span style=\"font-weight: 400;\">QR codes will automatically be generated and included in event confirmation emails.<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Registrants can open their confirmation email on their mobile device.<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Volunteers can open up the event on the WildApricot for Admins app and click <\/span><b>Check In With QR Code.<\/b><\/li>\n<li><span style=\"font-weight: 400;\">Using a mobile device, a volunteer can scan a registrant\u2019s QR code (on their smartphone or printed ticket) and check them in.<\/span><\/li>\n<li><span style=\"font-weight: 400;\">And that\u2019s it! You\u2019re ready to check in your next registrant.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">So, how much time can you save by checking in registrants using QR codes? If you\u2019re scanning QR codes, it can take less than 2 seconds to check in each attendee.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Want a further breakdown of each of these steps? Read on!<\/span><\/p>\n<p><img decoding=\"async\" title=\"qr code check in mobile gif\" src=\"https:\/\/www.wildapricot.com\/wp-content\/uploads\/2019\/10\/ezgif-com-crop.gif\" alt=\"QR code check in mobile gif\" \/><\/p>\n<h3><span style=\"font-weight: 400;\">1. Send QR codes in event confirmation emails.<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">As a best practice, registrants should expect a confirmation email when they\u2019ve successfully signed up for your event! In this case, that confirmation email will include their digital ticket (which they can print) PLUS a QR code to make check-in easy.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Come event day, your volunteers can check event confirmation emails by following these steps:<\/span><\/p>\n<ul>\n<li><span style=\"font-weight: 400;\">Click on <\/span><b>Events<\/b><span style=\"font-weight: 400;\"> in the main menu of the WildApricot for Admins app.<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Then, click <\/span><b>Event Emails<\/b><span style=\"font-weight: 400;\">. You can then view the <\/span><b>Event Registration Confirmed<\/b><span style=\"font-weight: 400;\"> link.<\/span><\/li>\n<li><span style=\"font-weight: 400;\">In the email, the QR code will be shown as the macro {QR_Code}. When someone receives that email, it will include a unique QR code as an image.<\/span><\/li>\n<li><span style=\"font-weight: 400;\">If you have modified your registration confirmation email template, you can add a QR code by adding {QR_Code} in <\/span><b>Edit<\/b><span style=\"font-weight: 400;\"> mode, and clicking <\/span><b>Save<\/b><span style=\"font-weight: 400;\">.<\/span><\/li>\n<\/ul>\n<h3><span style=\"font-weight: 400;\">2. Registrants open confirmation email on their mobile device when they\u2019re ready to check in.<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">When they receive their confirmation email, registrants will find their QR code on their ticket. They might choose to scan their ticket digitally from their device, or print it out ahead of time and scan it that way.<\/span><\/p>\n<p><img decoding=\"async\" title=\"QR code email - app scroll resized\" src=\"https:\/\/www.wildapricot.com\/wp-content\/uploads\/2019\/10\/qr-code-email-app-scroll-resized.gif\" alt=\"QR code email - app scroll resized\" \/><\/p>\n<h3><span style=\"font-weight: 400;\">3. Volunteers check in guests using QR codes.<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">To prepare for event day, have your volunteers download the <strong>WildApricot for Admin app<\/strong>. From there, checking in guests with QR codes takes a few simple steps:<\/span><\/p>\n<ul>\n<li><a href=\"https:\/\/apps.apple.com\/ca\/app\/wild-apricot-for-admins\/id903048437\"><span style=\"font-weight: 400;\">Download the app for iOS here<\/span><\/a><span style=\"font-weight: 400;\">, or<\/span><\/li>\n<li><a href=\"https:\/\/play.google.com\/store\/apps\/details?id=com.wildapricot.mobilebackend&amp;hl=en_CA\"><span style=\"font-weight: 400;\">Download the app for Android here.<\/span><\/a><\/li>\n<li><span style=\"font-weight: 400;\">Click the <\/span><b>Events<\/b><span style=\"font-weight: 400;\"> icon.<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Then select <\/span><b>Upcoming Events<\/b><span style=\"font-weight: 400;\"> and select the relevant event from the list.\u00a0<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Scroll down to click <\/span><b>Check In With QR Code<\/b><span style=\"font-weight: 400;\">.<\/span><\/li>\n<li><span style=\"font-weight: 400;\">Give the app permission to access your camera. (This will only happen the first time you use the app!) This lets you scan the QR codes from your mobile device.<\/span><\/li>\n<\/ul>\n<p><img decoding=\"async\" title=\"qr code mobile app 4\" src=\"https:\/\/www.wildapricot.com\/wp-content\/uploads\/2019\/10\/qr-code-mobile-app-4.png\" alt=\"qr code mobile app check in button\" \/><\/p>\n<h3><span style=\"font-weight: 400;\">4. Scan registrant\u2019s QR code with the mobile device camera.\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">The beauty of a QR code (and the event software that comes with it) is that it will automatically check if the registration is valid. If the guest hasn\u2019t already been checked in, then a message will pop up showing that the scan is successful! Ta-da! Then they are all set to attend the event.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">You can even get more information about the registrant. Simply tap on their name and you\u2019ll see their profile expand! Does their registration include guests? You\u2019ll see additional QR codes along with their ticket, and you can easily check in those guests too!<\/span><\/p>\n<p><img decoding=\"async\" title=\"qr code mobile app 9\" src=\"https:\/\/www.wildapricot.com\/wp-content\/uploads\/2019\/10\/qr-code-mobile-app-9.png\" alt=\"qr code mobile app scanning phone 2\" \/><\/p>\n<h3><b>5. Check in the next event registrant.<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Keep your event lineups moving steadily. All you have to do is click the <\/span><b>Scan Another Code<\/b><span style=\"font-weight: 400;\"> and keep checking in your next guests by scanning their QR codes. <\/span><\/p>\n<h3><b>Bonus: How to check in unpaid registrations.<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Have an unexpected or last-minute event registrant? If an attendee hasn\u2019t paid for their event ticket yet, you\u2019ll see a message pop up when you try to scan their code, letting you know there\u2019s one more step before they\u2019re successfully checked in.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">To check in a registrant with an unpaid registration:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Tap the circle to the left of the registrant\u2019s name<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Choose from the options: <\/span><b>Check In With Payment <\/b><span style=\"font-weight: 400;\">or <\/span><b>Check In Without Payment.<\/b><\/li>\n<\/ul>\n<h2><b>Tips and Best Practices For Scanning QR Codes<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">Ever have that moment when you\u2019re fumbling to scan a QR code? While the process usually takes a few seconds, sometimes issues happen! These can momentarily slow down the process!<\/span><\/p>\n<p><span style=\"font-weight: 400;\">But don\u2019t get frustrated. Follow these tips for scanning QR codes that aren\u2019t working:<\/span><\/p>\n<h3><b>On mobile:<\/b><\/h3>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Ask the attendee to turn up the brightness on their device<\/span><\/li>\n<\/ul>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Ask the attendee to zoom in on the QR code<\/span><\/li>\n<\/ul>\n<h3><b>On paper:<\/b><\/h3>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Try flattening the paper out if there are any creases<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Hold the paper directly under the phone you\u2019re using to scan, rather than at an angle<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Move a little so there\u2019s more light hitting the paper<\/span><\/li>\n<\/ul>\n<h2><b>Frequently Asked Questions<\/b><\/h2>\n<h3><b>What will happen if someone tries to use a QR code from another event?<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">If the registration is for a different event, then the registrant will not be checked in, and a message will appear identifying the event.<\/span><\/p>\n<h3><b>What happens if someone has already checked in with that QR code?<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">If the QR code has already been used to check in a registrant, then it won\u2019t allow check in again if it\u2019s scanned again. A message will appear letting you know that this registrant has already checked in.<\/span><\/p>\n<p><a href=\"https:\/\/register.wildapricot.com\/\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-4047 size-full\" src=\"https:\/\/www.wildapricot.com\/wp-content\/uploads\/2023\/04\/WildApricot-CTA-Project_Large-CTA-1.png\" sizes=\"auto, (max-width: 1220px) 100vw, 1220px\" srcset=\"https:\/\/www.wildapricot.com\/wp-content\/uploads\/2023\/04\/WildApricot-CTA-Project_Large-CTA-1.png 1220w, https:\/\/www.wildapricot.com\/wp-content\/uploads\/2023\/04\/WildApricot-CTA-Project_Large-CTA-1-300x116.png 300w, https:\/\/www.wildapricot.com\/wp-content\/uploads\/2023\/04\/WildApricot-CTA-Project_Large-CTA-1-1024x394.png 1024w, https:\/\/www.wildapricot.com\/wp-content\/uploads\/2023\/04\/WildApricot-CTA-Project_Large-CTA-1-768x296.png 768w\" alt=\"Click through to claim your 60-day trial of WildApricot and boost event engagement with QR codes.\" width=\"1220\" height=\"470\" \/><\/a><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Even if you\u2019ve spent months planning your event, what happens day-of can leave a lasting impression. Your guest experience can hinge on one big moment: Event check-in.\u00a0 When planning your event, you probably hope it will look something like this: Attendees turn up to your sold-out event and form a neat line Your volunteers and&#8230; <a class=\"read-more\" href=\"https:\/\/www.wildapricot.com\/blog\/qr-code-check-in\" aria-label=\"Continue reading How to Use QR Codes to Speed Up Event Check-In\">Read More<\/a><\/p>\n","protected":false},"author":8,"featured_media":3810,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"content-type":"","footnotes":""},"categories":[8],"tags":[],"class_list":["post-1809","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-events"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.5 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>How to Use QR Codes to Speed Up Event 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