A long queue at the registration desk is the first thing delegates remember about an event. QR code check-in clears that queue: each delegate gets a unique code, your team scans it in a second, and attendance updates live. This guide covers what you need, how it works, and how to keep the door moving.
What QR code check-in is
Each delegate is issued a unique QR code, either in a web portal on their phone or printed on a badge. At the door, a staff member scans the code, the system confirms who the delegate is, and it marks them present. A paper list makes staff search for a name and tick it by hand. A QR scan does the same job in a second and records the exact time.
The payoff is not just speed. Because every arrival is recorded live, you see your attendance numbers as they build, spot no-shows, and hand accurate figures to sponsors and stakeholders the same day.
What you need
- A unique QR code for every delegate, tied to their record
- A scanning device: any modern phone or tablet with a camera works, so you rarely need dedicated hardware
- Your delegate list loaded on those devices, ideally cached so it works offline
- Enough staff and devices to match your busiest arrival window
- A backup plan for delegates who arrive without their code
How it works, step by step
- Generate a code per delegate. When you build your delegate list, each person gets a unique QR badge in their portal.
- Deliver it before the event. Delegates receive a link to their portal, so the code is already on their phone when they arrive.
- Scan at the door. A staff member opens the scanner and points the camera at the delegate's code.
- Confirm the person. The scanner shows the delegate's name and photo so staff can confirm the badge belongs to them.
- Record attendance. The system marks the delegate present with a timestamp, and your dashboard updates live.
Setting up the check-in desk
Match your number of scanning points to your busiest ten minutes, not your average. If 400 people arrive in the half hour before the opening plenary, one desk will not cope. Split the queue by delegate type or by surname range, and give each lane its own device.
Test the whole setup on the venue's actual network before doors open. Venue Wi-Fi is often the weak link, so use a tool that caches the delegate list on the device and keeps scanning when the connection drops. Keep a printed delegate list as a last-resort backup.
The data you get from check-in
Live check-in turns the door into a data source. During the event you can see how many delegates have arrived, which sessions are filling up, and who has not shown. After the event you can export attendance by delegate type, country or organisation, and give sponsors real figures instead of estimates.
Common mistakes to avoid
- Too few scanning points. One desk for a peak arrival creates the queue you were trying to remove.
- No offline fallback. If the tool needs constant Wi-Fi and the venue network fails, check-in stops.
- Printing badges too late. Leave badge printing to the morning of the event and one printer jam holds up the door.
- No way to confirm identity. A code with no name or photo lets one person check in for several.
- Ignoring walk-ins. Plan a lane for on-the-day registrations so they do not block delegates who pre-registered.
QR check-in with Orkestriq
Every delegate gets a QR badge in their portal. Open the scanner on any phone or tablet, scan the code, confirm the name and photo, and attendance lands on your live dashboard. It works offline when venue Wi-Fi drops, and you can register and check in a walk-in from the same screen.
See how it works →Frequently asked questions
Do attendees need to download an app to check in?
No. The delegate opens their web portal and shows the QR badge on their phone, or brings a printed badge. Your staff scan it with any phone or tablet. Nothing to install on either side.
What happens if the venue Wi-Fi goes down?
Good check-in tools cache the delegate list on the device so scanning keeps working offline, then sync when the connection returns. Always test your setup on the venue network before doors open.
Can several staff check people in at the same time?
Yes. Open the scanner on several phones or tablets at once and split the queue by surname or delegate type. Every scan updates the same live record.
How do we handle walk-in registrations at the door?
Add the walk-in to your delegate list on the spot, generate their badge, and check them in. With Orkestriq you can register and check in a walk-in from the same dashboard in under a minute.