Efficient Event Attendee Management: Use QR Codes for Smoother Check-In and Overview

Fredrik Hansson

October 24, 2024

In today’s digital landscape, QR codes have become an essential tool for streamlining event management and creating a seamless experience for both organizers and attendees. By using QR codes, not only can you easily track your participants, but you can also save time and reduce stress at check-in. Let’s dive into how you can maximize the benefits of QR codes for your events.

How to Automatically Generate QR Codes for Each Attendee

With modern event platforms like Invajo, you can easily generate unique QR codes for each attendee. These are automatically sent along with the booking confirmation and are ready to be used for check-in. When the attendee arrives, they simply scan their QR code, and all the necessary information—such as their name, booked event, and any special requests—will instantly be available to you.

Invajo Classic:

To create a QR code, go to your event settings under "Booking Information" and check the box for "Include a QR code for each attendee." Now all bookings will automatically generate a QR code, freeing up your time so you can focus on other aspects of the event.

Invajo Beyond:

If you're using Invajo Beyond, go into the event and edit either the booking confirmation email or create a separate email template. Add the {{ qr_code }} tag where you want the QR code to appear in the email. Each attendee receiving this email will now automatically get their unique QR code.

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Fast and secure Check-In app

Instead of requiring participants to download an app, Invajo has made it even easier. You just need to visit checkin.invajo.com on your handheld device and log in with your regular credentials. Your mobile device will instantly turn into a hand scanner, allowing you to scan attendees in no time.

Scan Attendees Without an App:

Go to checkin.invajo.com in your browser.
Log in with your regular account credentials.
Scan the attendees' QR codes directly from your mobile device for fast check-in.
With real-time updates, you’ll have a clear overview of who is present, which groups they belong to, and which activities they’ve registered for.

Plan and Schedule QR Code Distribution for Optimal Timing

A popular feature is the ability to schedule when QR codes are sent out. This allows you to control exactly when your participants receive their QR code, which is especially useful if you want to increase security by restricting access until closer to the event.

Tip for Invajo Classic:
If you want to send out the QR codes just before the event, deactivate the QR function when you first create the event. When the time is right, go to the event’s editing page, activate the QR function, and save the changes. The participants will then automatically receive their QR code at the correct time.

Analyze Attendee Data in Real Time

All check-in data syncs in real time, making it easy for project managers to monitor attendee presence and make quick adjustments if needed. After the event, you can analyze the statistics to get a clear picture of attendance, no-shows, and engagement. With the data collected via QR codes, you can easily optimize future events and create an even better experience for your attendees.

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