QR Code Check-in Guide

Learn how to use QR codes for fast, reliable event and session check-in. Supports staff scanning, self-service, and session-level tracking.

10 min readStep-by-Step

Attendee Check-in Guide

For event attendees: how to check in using your QR badge, self-service kiosks, or session QR codes.

3 min read

Admin Check-in Guide

For event organizers: setup, staff operations, attendee management, analytics, and security.

10 min read

How It Works

1. Attendee registers for your event and receives a confirmation email with a QR code badge.

2. At the venue, staff scan attendee QR badges OR attendees self-check-in by scanning a venue QR code.

3. At session rooms, attendees scan session QR codes to record per-session attendance.

4. On the dashboard, you see real-time check-in stats, session attendance, and trends.

Check-in Methods

Method 1: Staff Scans Attendee QR Badge

Event staff use the dashboard or mobile device to scan attendee QR codes at entry points.

  1. 1Navigate to Dashboard > Events > Your Event > Check-In
  2. 2Click 'Scan QR Code' to open the scanner
  3. 3Point camera at the attendee's QR badge (from their confirmation email)
  4. 4System instantly shows attendee name, ticket type, and check-in status
  5. 5Attendee is marked as checked in with timestamp

Method 2: Self-Service Check-in (Attendee Scans Venue QR)

Attendees scan a venue QR code at the entrance, enter their email, and confirm attendance.

  1. 1Print the venue QR code from Dashboard > Events > Check-In > Print Venue QR
  2. 2Place QR posters at venue entrance doors
  3. 3Attendees scan the QR code with their phone camera
  4. 4They enter the email used during registration
  5. 5System verifies registration and marks them checked in

Method 3: Session-Level Check-in

Track attendance at individual sessions/talks within your event.

  1. 1Each session has its own QR code (auto-generated)
  2. 2Print session QR codes from Dashboard > Sessions > QR Codes
  3. 3Place QR code at each session room entrance
  4. 4Attendees scan when entering a session
  5. 5Analytics dashboard shows per-session attendance

Registration Confirmation Email

Automatic QR Badge Email

When an attendee completes registration, they automatically receive a confirmation email containing:

  • Attendee name and registration number
  • Event name and ticket type
  • QR code badge image (scannable at the venue)
  • Link to view the event page

Managing Attendees

1

View All Attendees

Go to Dashboard > Events > Your Event > Attendees to see all registered attendees with their check-in status.

2

Search & Filter

Use the search bar to find attendees by name, email, or phone. Filter by 'Checked In' or 'Not Checked In' status.

3

Check-In Stats

The stats cards at the top show total attendees, checked-in count, pending check-ins, and overall check-in rate.

4

Manual Check-In

Click 'Check-In' on the attendees page header to go to the QR scanning page. You can also search by name or email for manual check-in.

QR Code Formats

WebMobi uses a unified QR code format. All QR codes are automatically generated and backward-compatible.

WEBMOBI:ATTENDEE:{code}Attendee badge QR - sent in confirmation email after registration
WEBMOBI:SESSION:{id}Session QR - placed at session room doors for per-session tracking
WEBMOBI:EVENT:{id}Event QR - venue entrance QR for self-service check-in

Check-in Analytics

Real-time Check-in Dashboard

The attendees page and check-in dashboard provide real-time insights:

Stats Cards

  • Total registered attendees
  • Checked-in count
  • Pending check-ins
  • Check-in rate percentage

Session Attendance

  • Per-session attendee count
  • Session popularity ranking
  • Check-in method breakdown
  • Daily check-in trends

Tips for Smooth Check-in

  • Print venue QR codes in large format (A3 or larger) for easy scanning
  • Place QR posters at eye level near entrance doors
  • Have staff with phones as backup in case of printer/scanning issues
  • Test the check-in flow before event day with a few test registrations
  • Use session QR codes at room entrances to track which talks are most popular
  • Duplicate check-ins are automatically detected and prevented

Ready to Get Started?

Choose the guide that matches your role, or go straight to the dashboard.

    QR Code Check-in Guide - webMOBI Events