How-To Guides
QR Code Check-In for Events: The Complete Setup Guide
PlanIt Team · · 6 min read
Paper guest lists are an embarrassment in 2026. Here's how to set up professional QR check-in for any event size — in under 10 minutes.
The Problem With Paper Check-In
A paper list at a 200-person event means a 10-minute queue, three staff members squinting at names, and guests who insist they RSVPed but aren't on the list. QR check-in solves all of this.
How It Works
Every guest who RSVPs through PlanIt receives a unique QR code by email. At the door, a staff member scans it with any smartphone — no app download required. The system confirms the reservation, marks the guest arrived, and logs the timestamp. The organizer sees live attendance from any browser.
Step-by-Step Setup
1. Create your event — name, date, venue, capacity.
2. Enable RSVP collection — toggle on guest registration, add custom fields (dietary, accessibility, company name).
3. Share your event link — email, LinkedIn, website, printed flyer.
4. Guests RSVP — automatic confirmation email with their unique QR code.
5. Check-in on the day — open PlanIt's check-in mode on any phone. Green = confirmed, red = not found or already scanned.
6. Monitor in real time — live dashboard shows arrivals, pace, no-shows.
Tips for Large Events
- Open multiple check-in stations simultaneously — all sync to the same database
- Keep manual search as a fallback for guests who can't find their QR code
- Open doors 10 minutes early to flatten the arrival curve
Walk-Ins
PlanIt supports walk-in registration at the door. Staff add a guest on the spot; they appear in the attendance export flagged as a walk-in.