QR Code Event Registration & Check-In – thedatabank Support Center

QR Code registration enables you to provide each meeting or event registrant with a unique and secure digital registration. This method ensures that every participant receives an individualized QR code that serves as their official entry pass.

Each registration includes a digitally signed QR code, which staff members can easily scan at the entrance to verify and check attendees in quickly and efficiently. This process eliminates the need for printed attendee lists, reducing paper waste and administrative work. Additionally, the use of signed QR codes significantly enhances security by preventing any possibility of registration forgery, ensuring that only authorized individuals gain access to the event.

Turning it on

QR registration is activated on a per-account basis by the Databank support team.

If you do not see the QR code options mentioned below on your event setup screen, it means that this feature has not yet been enabled for your account. In such cases, you should reach out to the support team and request that they enable QR registration for your account.

Once enabled, you will have access to all the QR registration functionalities during event setup, allowing you to streamline the registration process effectively.

Setting up an event for QR registration

Go to Meetings > [your event] > Edit Event.
Under registration options, set Max. Per Contact to control how many registrations a single registrant can reserve at once.
If your event includes options for paid registration, begin by navigating to the Payments tab.
Within this section, you will first need to select the specific campaign to which the payments should be linked. Once you have made your selection, click the Submit button to confirm your choice.

Next, to add new payment options, click on the (+) plus sign icon to add payment choices. This action will allow you to create various payment options tailored to your event.
When adding a payment choice, you must select an appropriate Segment Code. This code helps categorize the payment for tracking and reporting purposes. Additionally, provide a clear and descriptive Caption for the payment option. This caption will be displayed to attendees, so it should accurately describe the payment choice.
It is essential to specify the Payment Type for each payment option you create.
You have two main categories to choose from: Attendee Ticket or Other. Select Attendee Ticket if the payment option represents an admission ticket that should count toward the total number of attendees. On the other hand, choose Other for payment options that include add-ons such as donations, merchandise, or any other extras that should not be included in the ticket count. By carefully setting up these payment choices, you ensure that your event registration process is organized, and payment data is accurately categorized for both ticket sales and additional purchases.
Save the event as usual.

What the registrant sees

After completing registration/payment, each attendee's confirmation page displays their personal QR registration directly on screen, with the note “Use this QR code below to check in at the venue.”
Next to the QR code is a View registration link. Clicking it opens a page (“Registration ready to send”) where the attendee can review their info and click Send to email their ticket to themselves or someone else; it's useful if they want it on their phone for the day of the event. The ticket is only emailed when the attendee takes this step; it isn't sent automatically.
On the meeting preview page, a Share QR Code icon displays a scannable QR code linking to the event itself, separate from an individual's personal ticket.

Checking attendees in at the door

Go to Meetings > [your event] > Meeting Report.
Click Scan QR. This opens your device's camera in a live scanner.
Point the camera at the attendee's ticket QR code.
- A valid, unused ticket is marked as checked in and the attendee's status updates instantly on the roster.
- A ticket that's already been scanned shows an "already checked in" message so you can catch duplicate entries.
- An invalid or forged code is rejected.
No manual searching or paper lists required, the roster updates live as people check in.

Notes

Every ticket is cryptographically signed, so a ticket can't be copied/edited to work for a different person or event.
Scanning requires camera access on the device used for check-in (phone, tablet, or laptop with a webcam).

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