Global event ticketing is set to grow from USD 85.35 billion in 2025 to USD 102.79 billion by 2030, propelled by an increasing shift toward smart, digital solutions that incorporate QR codes, NFC, and RFID. As technology advances and consumer preferences lean digital, the industry is seeing rapid adoption of contactless check-in methods offering faster entry, real-time analytics, and overall better experience for attendees.
Building on this momentum, QR code-based check-in systems are quickly becoming the go-to choice for organizers seeking a more efficient, purely digital approach. By utilizing QR or NFC technology, events can reduce reliance on paper passes, cut down on queue times, and gain valuable insights into attendee behavior.
How QR Code Technology Works
QR codes, short for Quick Response codes, are a type of 2D barcode designed to store and quickly transmit data when scanned. Unlike traditional barcodes that only hold a limited amount of data in a horizontal line, QR codes use both horizontal and vertical data patterns, allowing them to store more complex information like URLs, text, or encrypted ticket details.
These codes can be scanned using any smartphone camera or dedicated scanner, which instantly decodes the information. This quick, contactless process makes QR codes ideal for a variety of applications, including event check-ins, where speed, security, and convenience are critical.
What Is a QR Code Check-In System?
A QR code check-in system uses scannable, machine-readable codes to confirm a person’s entry into an event, building, or designated area, completely replacing the need for physical passes or paper-based verification. Each attendee receives a unique QR code (often delivered via email, an event app, or a digital wallet), which is then scanned at the entrance using a smartphone or dedicated scanner. This triggers an instant database lookup, confirming the individual’s identity and recording their arrival in real time.
How It Works
- Unique Code Generation: An organizer or business owner creates distinct QR codes, typically linked to each guest’s or participant’s details (name, ticket type, seat assignment, etc.).
- Distribution: The QR code is shared digitally, via email confirmation, text message, mobile app, or wallet pass, so there’s no need to print anything.
- Scanning at Check-In: Attendees simply display the code on their phone, or from a wearable device if it’s NFC-based, and staff scan it at an entrance point.
- Instant Validation: Once scanned, the system automatically confirms the attendee’s identity, logs their arrival, and updates the attendee database. Additional steps like showing seat numbers or providing event materials can be automated too.
Common Industries & Use Cases
As the use of QR code check-ins continues to expand, various industries have adopted this technology to manage visitor entry more efficiently and handle operations with greater ease. Below are some notable examples:
- Live Events & Conferences: From music festivals to business expos, organizers adopt QR code check-ins to handle large crowds more effectively
- Travel & Tourism: Tours and attractions increasingly incorporate QR codes to expedite ticket scanning for entry, reduce staff workload, and offer real-time visitor counts.
- Hospitality: Hotels sometimes replace physical room keys or membership cards with scannable digital passes, allowing guests quick check-in at the front desk or entry to exclusive areas.
- Sports & Fitness: Gyms and sports arenas use QR-based passes for faster access control, verifying memberships and event tickets on the spot without needing manual paper checks.
- Museums & Cultural Venues: These institutions use QR codes for ticketing to shorten lines, minimize paper waste, and even enrich the visitor experience, such as interactive audio tours triggered by scans at specific exhibits.
These examples highlight just a few of the many industries benefiting from QR code check-ins. This technology continues to evolve and find new applications, offering opportunities across countless other sectors.
What Are The Benefits Of Using a QR Code Check-In System
QR code check-in systems provide a range of benefits for event organizers by improving operational efficiency, security, and the attendee experience. They are a core component of modern event ticketing software and event management platforms.
Here’s a breakdown of how they optimize key event metrics:
Faster Check-In Times
Traditional methods involving paper tickets or manual name lookups can create long queues and delays. In contrast, QR code scanning is nearly instant, reducing wait times significantly. A typical scan takes only a few seconds, allowing thousands of attendees to move through entry points quickly during peak arrival periods. For large events, this streamlined process helps maintain crowd control and keeps the flow of attendees smooth and organized.
Cost Efficiency
Switching to a digital check-in system reduces or eliminates expenses associated with printed tickets, including materials, printing, and shipping. Additionally, the automation of attendee verification reduces the need for large check-in staff teams, cutting labor costs without compromising entry efficiency. Over time, these savings contribute to a more cost-effective event operation, particularly at large venues with multiple entry points.
Real-Time Data and Insights
Each QR code scan is logged instantly, providing event organizers with real-time visibility into attendee arrivals and movements. With live dashboards, organizers can monitor check-in rates, identify peak entry periods, and track attendee flow across various access points. This data allows for quick adjustments to staffing or traffic management and serves as a valuable resource for post-event analysis.
Security
QR code systems enhance security by generating unique codes tied to individual attendee records. These codes are difficult to forge, and the system validates each scan against a central database in real time. Duplicate or invalid codes are flagged instantly, preventing unauthorized entry. This level of security reduces the risk of ticket fraud and ensures that only verified attendees can access the event.
Contactless Entry Experience
A QR code check-in system supports a fully contactless process, which is increasingly preferred in modern events. Attendees simply display their QR code on a mobile device or printed pass for a quick scan by staff. This reduces physical contact, speeds up entry, and creates a smooth, hassle-free experience. Attendees appreciate the convenience of using their own devices, enhancing their overall satisfaction with the event.
Sustainability and Environmental Impact
By removing printed tickets and paper-based check-ins, QR code systems contribute to environmentally sustainable event practices. Reducing paper waste aligns with sustainability initiatives and reflects positively on the event’s environmental efforts.
Attendees are also more likely to appreciate the convenience of digital passes, which reduces the environmental footprint while supporting a modern, eco-friendly approach to event management.
How to Setup a QR Code Check-in System For Events With PassKit
PassKit allows you to create event passes with unique QR codes, distribute them to attendees, and manage check-ins on the day of your event. For scanning, you can use the PassKit PassReader app or connect with tools like CodeREADr and Zapier to handle check-ins.
Lets go through the process:
1. Sign Up for PassKit’s 45-Day Free Trial
First, sign up with PassKit for a free 45-day trial. You’ll gain full access to features like creating digital passes, generating QR codes, and setting up check-in processes for your events. This gives you ample time to try out all the tools and see how they fit your needs.
After the trial, you can switch to PassKit’s pay-as-you-go pricing, where you only pay based on the number of passes issued, perfect for scaling to any event size.
2. Create a Digital Event Pass
Log in to your PassKit account and navigate to the dashboard. Click on the Create New button to begin. From the available options, select Event Pass to design a pass specifically for your event.
Next, add the core event details:
- Event Name: Enter the name of the event
- Venue: Include the event’s location
- Event Date & Time: Specify when the event starts and ends.
- Ticket Type: Label the pass (e.g., General Admission, VIP, or Press Access).
Once the details are added, move on to customizing the pass design to match your event’s branding. Start by uploading your event logo for easy identification. Then, choose a background color that aligns with your event’s theme.
After finalizing the design, you can enable the QR code option to display a unique QR code on each event pass. Once the passes are distributed, PassKit generates a personalized QR code for each attendee.
On the day of the event, staff will use these QR codes to verify attendee details. By scanning the code, staff can instantly confirm check-ins, log entries, and update the attendance database in real-time
For organizers seeking additional flexibility, NFC integration provides another method for attendee check-in.
NFC Integration
NFC (near-field communication) technology allows attendees to check in by tapping NFC-enabled devices or wearables on a compatible scanner. This method eliminates the need for QR code scanning, providing an additional check-in option for events.
Our platform integrates both QR and NFC technologies, connecting each method to a single attendee profile. This enables event organizers to deploy both options simultaneously, ensuring compatibility across multiple entry points and tracking systems.
3. Import Attendees and Distribute Passes
After creating your event passes, the next step is to import your attendee list and distribute the passes. Using the PassKit dashboard, you can upload a CSV file containing attendee details, such as names, emails, and ticket types. PassKit will automatically generate unique passes for each attendee.
The pass will be ready for scanning at check-in on the day of the event, where event staff can verify the QR code and log the attendee’s entry.
4. Set Up Check-In Integrations
The PassKit PassReader app allows event staff to scan QR codes on attendee passes, logging check-ins in real-time without needing other tools.
If your event needs more advanced features, you can integrate PassKit with other tools. One option is CodeREADr, a scanning app that lets staff use smartphones or tablets to scan passes. The system instantly checks and logs each QR code, which can be helpful for events with multiple entry points or special scanning workflows.
Another option is Zapier, a tool that connects PassKit to other apps like CRMs, email marketing systems, and registration platforms.
Zapier can automate tasks like sending passes after attendee registration, updating attendee records when they check in, and sending follow-up emails after the event.
5. Monitor and Track Attendance
The PassKit dashboard allows you to monitor digital pass activity, including the number of passes issued, installed, and uninstalled. This helps you track the overall engagement and usage of your event passes.
During the event, staff can use the PassKit PassReader app to scan QR codes at entry points. The app logs each event check-in, providing real-time visibility into attendee entry. Event organizers can use this information to manage attendee flow and monitor entry activity as the event progresses.
Post-Event Analysis & ROI Tracking
QR code check-in systems serve not only as efficient entry tools but also as powerful data collection instruments that provide organizers with actionable insights for improving future events. Real-time data captured during the check-in process enables in-depth analysis, automated attendee engagement, and reporting to stakeholders, all of which improve event performance and ROI.
Data Acquisition for Event Analysis
Every scan logs crucial data that can be used to measure various event performance indicators. This data offers a clear picture of attendance trends and operational effectiveness, allowing event organizers to make informed decisions.
Key Metrics Captured:
- Total Attendance: Track actual attendance figures to evaluate turnout against pre-registrations.
- Entry Point Traffic: Analyze which entrances experienced the highest volumes to optimize future crowd flow and resource allocation.
- Peak Arrival Times: Identify when attendees arrive in bulk to manage staffing levels and improve entry efficiency.
- Session-Specific Attendance (if integrated): Record attendance at sessions or activities by using session-specific QR codes.
- Attendee Segments (if linked to registration): Understand behavior and demographics, such as VIP vs. general admission attendees, to tailor future marketing and event strategies.
By aggregating and analyzing these data points, organizers can assess which elements of the event were successful and pinpoint areas that require improvement.
Automating Post-Event Follow-Ups
Modern platforms like PassKit provide automation features that optimize post-event communication. Integration with digital wallets (e.g., Apple Wallet, Google Wallet) improve engagement by allowing direct notifications to attendees’ mobile devices.
Automated follow-up strategies include:
- Feedback Surveys: Automatically send tailored surveys to gather valuable attendee feedback on their experience.
- Thank-You Messages: Express appreciation, reinforcing positive attendee impressions and brand loyalty.
- Future Event Promotions: Notify attendees about upcoming events with early registration discounts or VIP offers.
- Sponsor Messaging: Deliver targeted follow-ups on behalf of event sponsors, providing additional value and strengthening sponsor relationships.
These automated processes save organizers time, maintain attendee engagement, and build stronger long-term connections.
Reporting for Sponsors and Stakeholders
Event sponsors require clear metrics to evaluate their ROI, and QR code check-in systems provide comprehensive data for these reports. This transparency strengthens future sponsorship opportunities and helps justify sponsorship fees.
Examples of Sponsor Metrics:
- Session Attendance: Track how many attendees participated in sponsored sessions or activations.
- Dwell Time: Measure how long attendees engaged with specific sponsor booths or experiences.
- Audience Demographics: Analyze which attendee segments interacted most with sponsor activities to refine targeting strategies.
- Post-Event Engagement: Include follow-up metrics, such as survey response rates or engagement with sponsor-provided content, in final reports.
Data-backed reports demonstrate the tangible value sponsors gain from their participation and provide leverage for securing future sponsorships.
Incorporating Data into Future Event Planning
The insights gathered from QR code check-ins can drive ongoing improvements to event strategy and operations. By identifying trends and bottlenecks, organizers can refine logistics, programming, and marketing to better meet attendee needs.
Practical Applications of Event Data:
- Entry Point Optimization: Adjust layouts and staffing to reduce bottlenecks based on traffic flow data.
- Program Scheduling: Align session times with peak attendance periods to maximize engagement.
- Targeted Marketing: Utilize attendee demographic data to tailor promotional campaigns and increase conversions for future events.
This feedback loop ensures that each event iteration builds on past successes and lessons, leading to increasingly effective and data-driven event strategies.
Frequently Asked Questions About QR Code Check-in
Lets take a look at the most common questions about qr check in:
Do Attendees Need a Specific App To Scan Their QR code?
In most cases, event attendees are required to download a dedicated app to scan their QR codes for entry. This adds extra steps, such as installing the app, creating an account, and dealing with possible compatibility issues, which can be inconvenient.
With PassKit, QR codes are added directly to Apple Wallet or Google Wallet, which are pre-installed on most smartphones. Attendees can add their event pass to their digital wallet with a single tap, removing the need for additional apps. This reduces the steps needed for entry, allowing for faster and more efficient check-ins.
Are QR Code Check-ins Secure?
Yes, QR check-ins are secure when implemented correctly. Unique QR codes are generated for each attendee, ensuring that only authorized individuals can access the event. When paired with platforms like PassKit, these codes are encrypted and securely stored in Apple Wallet and Google Wallet, reducing the risk of duplication or tampering. Additionally, real-time verification can be used to prevent QR codes from being reused.
What Are The Technical Limitations Of Using Google Forms as a QR code check-in system?
While Google Forms allows for basic data collection triggered by QR code signs, its technical architecture as a survey tool, not an event management platform, imposes limitations as a true check-in system. Key constraints include a lack of real-time validation at scan points – Google Forms records data after a QR code scan but offers no immediate access confirmation or control. Consequently, it lacks integrated access management, with no inherent ability to prevent reuse of own QR codes or enforce entry permissions.
