How to Check In Guests at an Event with QR Codes: A Setup Guide (2026)

Why use QR codes for event check-in?

QR code check-in replaces the old paper guest list — no more scanning names on a printout, no more “what was the spelling again?” at the door. Each guest gets a unique QR code. Staff scan it on arrival. Green means go.

With QR check-in you get:

• Faster entry — each scan takes about 1-2 seconds
• No double entries — the system tracks check-in status in real-time
• Data you can use — check-in timestamps, no-shows, guest-type breakdown
• Professional door — your guests feel like it’s a real event, not a clipboard

What you need

• A smartphone or tablet (iOS or Android with a camera)
• Guest names and email addresses (even a simple spreadsheet works)
• A QR check-in tool (this guide uses AizuPass — free Starter tier, no credit card)

Step 1: Set up your event

1. Go to AizuPass and create a free Starter account
2. From the dashboard, click Create Event
3. Name your event, set the date, and choose your guest types (VIP, GA, press, staff — or just one list)
4. That’s it — your event is ready to receive guests

You can do all of this in under 2 minutes.

Step 2: Import your guest list

1. Click Import Guests in your event dashboard
2. Upload a CSV file with your guests’ names and email addresses
3. AizuPass auto-detects the columns — name, email, and guest type if you have tiers
4. Choose Add to import new guests or Merge to update existing entries
5. Review the preview and confirm

Don’t have a CSV? You can copy-paste from a spreadsheet or add guests one at a time.

Step 3: Get QR codes to your guests

AizuPass generates a unique QR code for every guest automatically. To share them:

• Auto-email on import — confirmation emails send automatically when you import guests, each containing the guest’s personal QR
• Share a link — guests open the link and their QR is ready to scan at the door
• Download backup ZIP — get all QR codes as printable files for paper backup

Each QR code is a single-use token. No personal data is embedded in the code itself — if someone screenshots a QR and shows up later, the scanner flags it as already used.

Step 4: Set up the door scanner

1. On your staff device, open AizuPass in a browser (Chrome or Safari recommended — no app download needed)
2. Sign in and open your event
3. Tap Scanner — the camera activates immediately
4. When a guest arrives, hold their QR code in the frame

The scanner gives instant visual and audio feedback:

• Green + confirmation sound — Guest checked in. Let them through.
• Amber + alert sound — Already checked in elsewhere. Flag for potential duplicate.
• Red — Not found on the guest list. Check spelling or search by name.

Step 5: Manage multiple staff at the door

If you have multiple entrances or a busy door:

1. Each staff member opens the scanner on their own device
2. They all scan from the same live guest list — real-time sync prevents double entries
3. Every scan updates instantly across all devices

AizuPass supports unlimited scanners even on the free Starter tier. No per-scanner fees.

Step 6: Handle offline scenarios

If the venue loses internet, the scanner switches to offline mode automatically:

• Scans queue on the device
• Staff see a pending queue count
• When internet returns, everything syncs automatically
• No data loss, no double entries

Tips for a smooth door

• Test the scanner before guests arrive — scan your own QR to check setup
• Have a backup device — a second phone or tablet at the door
• Use the torch in low-light venues (the scanner includes a flashlight toggle)
• Search by name as a fallback if a QR won’t scan — one tap to check in manually
• Brief your staff — 30 seconds is enough to explain green/amber/red

Common questions

What if a guest doesn’t have their QR code?

Search their name from the scanner screen and tap to check in manually. No QR required.

Can I use this for paid tickets?

Yes. AizuPass has native Stripe ticketing at $0.99 flat per ticket. The check-in process is the same whether the ticket was free or paid.

How many staff can scan at the same time?

Unlimited. All scanners sync in real-time from the same guest list.

Does it work on any phone?

Any smartphone with a browser and camera works — iOS Safari, Chrome on Android. No app installation needed for staff or guests.