QR Code Check-In: Automate Attendance for Events, Hotels & More
Create a free QR code check-in system that lets attendees scan to register, guests self-check-in to hotels, and teams track attendance — no app downloads, no waiting lines.
Pattern
Eyes
Understanding check-in
What Is QR Code Check-In?
QR code check-in is a contactless registration system where attendees, guests, or employees scan a QR code to check in instantly. Post-COVID, attendees expect contactless options. QR code check-in eliminates waiting lines, reduces paper, and automates attendance tracking — whether you're running a conference, hotel, office, or concert.
A QR code check-in system works in three steps: you create a digital form with the fields you need, generate a QR code linked to that form, and display or share the QR code with attendees. When someone scans the code with their phone camera, the form opens in their mobile browser — no app download required. Submissions are logged in real time to a dashboard you control. Businesses across hospitality, events, and corporate offices are adopting QR code check-in to reduce operational costs and improve the arrival experience.
Instant Check-In
Attendees scan and check in within seconds. No paper forms, no waiting in line, no manual data entry.
Contactless & Hygienic
Zero-touch process. No shared pens, clipboards, or tablets. Attendees use their own phones for a completely contactless experience.
Real-Time Dashboard
See who’s checked in as it happens. Monitor attendance counts, spot issues immediately, and track capacity in real time.
No App Required
Works with any phone’s built-in camera. No downloads, no accounts, no barriers for attendees or guests.
Need recurring daily attendance instead of one-time check-in? Visit our QR code attendance tracking page for schools, classrooms, and workplace shift tracking.
For event organizers
QR Code Check-In for Events
Events are the #1 use case for QR code check-in. Whether you're hosting a webinar, conference, networking event, or concert, QR codes automate event registration and attendance tracking — processing 1,000+ attendees in minutes instead of hours. A QR code event check-in system replaces paper sign-in sheets, eliminates manual data entry, and gives organizers real-time visibility into who has arrived.
How it works: Before the event, you create a check-in form with fields for name, email, and any custom data you need. Generate a QR code linked to that form, then print it on signage at your venue entrance or email it to attendees in advance. On event day, attendees scan the QR code with their phone camera, fill in the form in seconds, and your dashboard updates in real time.
Process 1,000+ in Minutes
Replace paper sign-in sheets that take hours. Attendees self-serve by scanning, checking in within seconds.
No Waiting Lines
Attendees scan from their phone and check in instantly. No queues, no bottlenecks at the entrance.
Automatic Data Collection
Capture names, emails, companies, and session preferences. All digital, all backed up, all exportable.
Real-Time Visibility
Dashboard shows live check-in count as the event happens. See exactly how many attendees are present.
Post-Event Follow-Up
Email attendees after the event with recordings, surveys, or next event invites. QR forms capture emails automatically.
Capacity Tracking
Track which sessions attendees attend. Monitor room capacity in real time for conferences with multiple tracks.
Works for all event types: conferences, webinars, networking events, concerts, festivals, workshops, and trade shows. QR code check-in solutions for events.
For hospitality
QR Code Check-In for Hotels & Hospitality
Hotels, resorts, vacation rentals, and hostels are using QR code check-in to streamline guest arrivals and reduce front-desk workload. Guests receive a QR code via email before arrival, scan it on their phone, and bypass the front desk entirely.
The contactless check-in QR code workflow starts before the guest arrives: your property management system sends a pre-arrival email containing a unique QR code. Guests scan the code, confirm their booking details, upload identification, and receive room access instructions — all from their phone. This self-service approach improves guest satisfaction scores, reduces front-desk bottlenecks during peak check-in hours, and frees staff to focus on concierge services and upselling.
Guest Self-Service
Guests scan QR code, confirm details, upload ID, and receive room key instructions. Check-in takes under 1 minute instead of 10.
Front-Desk Relief
Staff freed from repetitive check-ins for concierge, problem-solving, and upselling. A 200-room hotel saves 2+ hours daily.
Document Collection
Collect ID scans, credit card details, emergency contacts, and preferences digitally. No paper forms to file or lose.
Business Benefits
- Contactless arrival: guests expect frictionless, post-COVID experiences
- Faster arrivals: no waiting in front-desk lines (improves guest satisfaction scores)
- Automated data collection: ID, occupancy info, preferences — all digital
- Compliance: encrypted ID uploads for GDPR and CCPA requirements
Compliance & Security
Guest data is encrypted at rest and in transit. Configurable data retention policies meet GDPR and CCPA requirements. Audit trails available for regulatory compliance.
For workplaces
QR Code Check-In for Offices & Coworking
As coworking spaces and hybrid offices grow, QR code check-in is becoming the standard for visitor management, employee attendance, and desk booking — automating front-desk workflows without additional hardware.
In hybrid work environments, a QR code check-in system doubles as a space utilization tracker. You can see which desks and meeting rooms are occupied in real time, helping facility managers optimize floor plans and reduce wasted space. For safety compliance, QR check-in creates a digital visitor log that satisfies fire safety and occupancy regulations — no paper sign-in books to maintain or audit.
Visitor Check-In
Guests scan QR at reception, enter name, company, and host name. Host is notified instantly. No manual sign-in sheets.
Employee Attendance
Staff scan QR at arrival and attendance is logged automatically. No manual timesheets, no disputes, no buddy punching.
Desk & Room Booking
Employees scan QR on desk reservation system to confirm booking. Tracks occupancy patterns for space planning.
Ready to set up your QR code check-in system? Create your check-in QR code free or keep reading for a step-by-step tutorial that works for events, hotels, and offices.
Want more than check-in? Build an interactive QR code scavenger hunt to gamify the attendee experience and boost event participation.
Step-by-step guide
How to Create a QR Code Check-In System
Creating a QR code check-in system is easier than you might think. Here's the fastest method using QRKIT (free), then alternatives if you prefer Google Forms or other tools.
Step 1
Create Your Form
Go to QRKIT and select ‘Form QR Code’ to start building your check-in form. Choose a template — Event Check-In, Hotel Check-In, Office Check-In — or start blank. Add fields like name (required), email, company, and any custom fields your check-in system needs.
Step 2
Customize Your Form
Upload your logo, choose brand colors, and write a confirmation message (‘Thank you for checking in!’). Add conditional logic if needed — for example, show a dietary field only for dinner events. Free plan allows basic customization; Pro unlocks full branding.
Step 3
Generate Your QR Code
Click ‘Generate QR Code.’ QRKIT creates both static and dynamic QR codes. Choose dynamic for events and hotels — dynamic QR codes let you edit the linked form, update fields, or swap destinations without reprinting. This is critical for multi-day events.
Step 4
Test Your QR Code
Print a test QR code. Scan from 2–3 phones (Android and iPhone). Test on both WiFi and mobile data. Verify the form loads in under 3 seconds, all fields display correctly, and the confirmation message appears after submission.
Step 5
Deploy Your QR Code
Share via email invitations, print large signage at venue entrances (minimum 2cm × 2cm), display on screens, or send via SMS. Always include clear instructions: ‘Scan Here to Check In.’ For large events, place QR codes at multiple entry points to prevent bottlenecks.
Pro Tip: Choose a dynamic QR code for check-in. Dynamic codes let you update the linked form without reprinting — critical if you need to change fields mid-event. Dynamic QR codes for check-in.
Alternative method: Create a Google Form, copy the form link, and use a QR code generator to convert it. Free, but no real-time dashboard or custom branding. Best for tiny events or internal teams. For a full guide, see our Google Form QR code tutorial.
Tool comparison
Free vs Paid: QR Code Check-In Tools Compared
Swipe to see all columns →
| Feature | QRKIT Free | QRKIT Pro | Google Forms | Eventbrite | Chekin |
|---|---|---|---|---|---|
| Cost | Free | $9.99/mo | Free | 2.2% + $0.79/txn | Paid |
| Setup Time | 2 min | 2 min | 5 min | 15 min | 30 min |
| Custom Form Fields | Yes (10+) | Unlimited | Yes (10) | Limited | Limited |
| Real-Time Dashboard | Yes | Yes | No | No | Yes |
| Custom Branding | No | Yes (logo, colors) | No | Limited | Yes |
| Data Retention | 30 days | Unlimited | Unlimited | Event-based | Unlimited |
| Integrations (Zapier, CRM) | No | Yes | Limited | Yes | Yes |
| Mobile-Friendly Form | Yes | Yes | Yes | Yes | Yes |
| Best For | Small events | Growing events | Ultra-simple | Ticketed events | Hotels only |
For most users, QRKIT's free tier is the best value: zero cost, 2-minute setup, real-time tracking, and the option to upgrade later. Google Forms is a backup for ultra-simple needs. Eventbrite is best for ticketed events with full ticketing integration. Chekin specializes in hotel check-in only.
Choosing the right tool
Features to Look For in a QR Check-In System
Not all QR code check-in tools are equal. When evaluating a QR code check-in system for your event, hotel, or office, prioritize these features to ensure a smooth experience for both organizers and attendees.
Real-Time Dashboard
See who’s checked in as it happens. A live dashboard lets you monitor attendance counts, spot no-shows, and track capacity in real time.
Custom Form Fields
Collect exactly the data you need: name, email, company, dietary preferences, session choices. Look for drag-and-drop form builders with conditional logic.
Mobile Optimization
Your check-in form must load fast and display perfectly on any phone screen. Test for responsive design, large tap targets, and minimal scrolling.
Fast Load Times
Forms should load in under 3 seconds on mobile data. Slow forms cause abandonment — especially at busy event entrances with hundreds of people scanning.
Data Export & Integrations
Export check-in data as CSV for analysis. Look for integrations with tools like Zapier, Google Sheets, or your CRM to automate post-event workflows.
Security & Compliance
Encrypted data storage, configurable retention policies, and GDPR/CCPA compliance are non-negotiable. Ensure the tool supports data deletion on request.
Bonus feature: offline fallback. The best QR code check-in systems cache the form locally so attendees can still check in even if WiFi drops temporarily. Submissions sync automatically once connectivity returns.
Implementation tips
Best Practices for QR Code Check-In
01
Test on Multiple Phones
Scan your QR code on 3+ devices (Android, iPhone) before going live. Test on WiFi and mobile data to catch network issues early.
02
Print Large, High-Contrast
Minimum 2cm × 2cm. Black QR on white background. Test scanning from 1 meter away. Larger is better for event entrances.
03
Display Clear Instructions
Print a sign above the QR: ‘Scan Here to Check In’ with a camera icon. Include backup: ‘Can’t scan? Visit [URL].’
04
Plan for WiFi Outages
Keep a backup attendee list on a tablet or paper. Event WiFi often fails with 500+ concurrent users. Always have a manual fallback.
05
Communicate in Advance
Email attendees 24–48 hours before with the QR code and instructions. Reduces confusion on check-in day and ensures phones are ready.
06
Monitor in Real Time
Assign a staff member to watch the dashboard during check-in. Spot issues immediately — if check-in rate drops, troubleshoot fast.
The secret to smooth check-in is preparation and backup plans. Test your QR code, print large signage, communicate clearly, and have a manual fallback. Most issues are avoidable with planning.
Data & insights
QR Code Check-In Analytics & Reporting
Your QR code check-in system collects valuable data. Here's what you can do with it — and how to handle it responsibly. For example, an event organizer running a 500-person conference can use check-in analytics to measure actual attendance versus registrations, identify peak arrival times (to staff entrances accordingly), and segment attendees by company or role for targeted post-event follow-up campaigns.
Basic Info
Name, email, check-in timestamp, and any required fields you add to your form.
Custom Fields
Company, job title, session choice, dietary restrictions — whatever you configure on your form.
Metadata
Device type, check-in duration, form submission order, and referrer data (how they found the QR code).
Analytics
Check-in rate percentage, peak check-in times, form abandonment rate, and average check-in duration.
How to Use Check-In Data
- Attendance tracking: compare registrations versus actual check-ins to identify no-shows
- Follow-up campaigns: email attendees post-event with recordings, surveys, or next event invites
- Segmentation: segment attendees by company, job title, or interest for targeted outreach
- Event insights: understand which sessions were most popular and peak arrival times
- ROI measurement: track attendance by marketing channel if referrer data is captured
Privacy & Compliance
- GDPR: Encrypted storage, configurable retention policies, data deletion on request
- CCPA: Data transparency, secure storage, deletion request support
- QRKIT default: 30-day retention, all data encrypted, Pro allows custom retention and unlimited storage
QR Code Check-In — Frequently Asked Questions
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QR Code — Free
Streamline check-in for your event, hotel, or office. No credit card, no technical skills, no app downloads required.