How to check guests in with a QR code
By Kelsey Gilbert-Kreiling | Co-founder, Eventually
The short answer: QR check-in needs a unique code on every guest's ticket and a way to scan it at the door that marks that guest as arrived. Squarespace Commerce doesn't issue ticket QR codes, so you'll need event ticketing that does. Plan a name search as a backup for dead phones and lost emails.
Why QR check-in beats the clipboard
Lianna Patch, owner of Punchline Conversion Copywriting, described ticketing as one of those things "you think is 'fine' until you realize it very much is NOT fine." The door is usually where that realization happens.
The line moves. A scan takes seconds. Finding a name on a printed list while someone spells it takes longer.
Nobody gets in twice. A scanned ticket shows as already used, so a forwarded screenshot doesn't admit a second person.
You get a real headcount. You know who came, not just who bought, which matters for planning your next event.
Anyone can run the door. A volunteer doesn't need to know your regulars by sight.
Before the event
1. Make sure every guest gets a ticket
The QR code should arrive in the confirmation email. If you sell group tickets, check whether each guest gets their own code or the buyer holds them all.
2. Remind people to have it ready
Your day-before reminder should say it plainly: "Have your ticket open when you arrive."
3. Test the scan yourself
Register for your own event, then scan your ticket on the phone you'll use at the door. Do it in the room if you can, since lighting matters.
4. Decide who scans
For a small class, that's you. For anything bigger, give the door to one person whose only job is check-in, and add a second scanner if you expect a rush.
5. Charge everything
Bring a battery pack. A dead scanning phone is the fastest way back to a clipboard.
At the door
Greet first, scan second. The scan is quick. The welcome is what people remember.
Ask guests to turn up their screen brightness if a code won't read.
Search by name for anyone without their ticket. Don't hold up the line troubleshooting an inbox.
Read the error before reacting. A good scanner tells you why a code didn't work, like a ticket for a different date or one already used.
Keep a note of walk-ins and comps so your headcount stays accurate.
After the event
Compare check-ins with registrations. If a tenth of guests regularly don't show, that affects how many seats you release, how you use your waitlist, and whether a reminder needs a stronger nudge.
Send the thank-you to the people who actually came. That list is the most valuable one you have.
How QR check-in works in Eventually
Eventually is event ticketing for calendar-centric businesses, built as a Squarespace-first extension, with checkout through your Squarespace Payments or Stripe account.
You can check guests in at the door by scanning a ticket's QR code or by searching for the guest by name or email. There are two ways to scan: any phone camera opens the guest's ticket page, and the in-app Scan tickets tool verifies the ticket and checks the guest in directly. See Using QR code check-in
QR codes follow the communication level you choose in the event builder's Emails and reminders settings. Simple skips QR codes and checks guests in by name. Engaged makes QR codes optional. High-Touch turns them on by default. If a guest can't find their ticket, you can resend it from their record in your guest list. See QR-code tickets.
What to do right now
If you check in from a printed list: Try QR check-in at one event and time how long the line takes.
If your events are small and everyone knows you: Name check-in may be all you need. Scanning shines when the door is busy or staffed by someone new.
If you have volunteers at the door: Write a one-page door guide: how to scan, how to search, and who to call.
If you're choosing a tool: Register for a test event and scan your own ticket before you commit.
The bottom line
The door is the first moment of your event, not the last step of the sale.
Make it quick, make it friendly, and let the people at the front of the line get inside to the part they paid for.
Keep reading:
→ How to collect each guest's name when someone buys multiple tickets on Squarespace
→ How to send automatic reminder emails before an event
See it in action:
Get the line moving
QR tickets, phone scanning, and name search for every event on your Squarespace site. Get started at eventuallyticketing.com.