--- title: "Events - Check In and QR Code Scanning" canonical: "https://help.getequiem.com/space/CS/2044624897/Events%20-%20Check%20In%20and%20QR%20Code%20Scanning" format: markdown --- **Contents:** > Macro (toc) # Release Details **Platform**: EQ1 **Product:** IRIS (Events) **Release Date**: Monday 8th December 2025 **Summary:** Addition of QR code for event attendees for check in and ability to scan QR codes for event attendees by event management. ## Overview **What’s New?** We're excited to introduce **QR Code Event Check-In** - An exciting new feature that streamlines event registration and eliminates long check-in queues. This enhancement allows event attendees to receive unique QR codes via email and enables event managers to check them in rapidly using the Equiem Check-In App. - **Lightning-Fast Check-Ins:** Process attendees instantly - **Eliminate Queues:** Drastically reduce wait times at event registration - **Automatic QR Delivery:** QR codes automatically included in confirmation emails. - **Error Reduction:** Eliminate manual searching and data entry mistakes - **Mobile-Optimised:** Easy scanning with standard smartphone cameras > ✅ This feature also support recurring events. --- ## For Event Managers: **Setting Up QR Code Check-Ins** > ℹ️ QR codes only appear if the event has "Allow users to check in" enabled. ### **Step 1: Enable Event Check-Ins** 1. Create or edit your event in **IRIS** 2. Check the box: **"Allow users to check in"** 3. Save event settings The QR code is specific to that event. Edits to copy or images will not impact the QR code. Edits to the date may have impact to the QR code. If you edit the date after people have RSVP’d, the QR code is still valid for those who already RSVP’d. If you edit the date by adding a new occurrence, the QR code will be update. In this case, anyone who has RSVP’d previously has a QR code for the 1st occurrence and those after the change have a QR code for the 2nd occurrence. This is important to remember when you select the event from the Check-in App --- ## For Event **Staff: Using the Check-In App** > ℹ️ Preconditions: The site must have “Access attendee reports” enabled in admin panel settings (User Settings → System Permissions → Iris) > ℹ️ > ℹ️ 1. Open the **Equiem Check-In App** on your mobile device > ℹ️ 2. Go to **Report** > ℹ️ > ℹ️ To have this enabled, please contact Equiem Support. ### **Step 1: Access Check-In App** 1. Open the **Equiem ****[Check-In App](http://checkin.getequiem.com/)** on your mobile or tablet device 2. Select the current event from the event list ### **Step 2: Initiate QR Scanning** 1. Tap the prominent **"Scan QR Code"** button on the main check-in screen 2. Device camera activates with QR code-optimised viewfinder ![Screenshot_20251205-162131 (1).png](media://85cc9f34-a68f-4976-b08e-de6b6b667074) ![image-20251127-142925.png](media://73fd5832-792b-431f-9135-8fd8818b5a53) ### **Step 3: Scan & Process** 1. **Position QR Code:** Align attendee's QR code within the viewfinder 2. **Automatic Recognition:** App instantly reads and validates the QR code ![image-20251127-143146.png](media://315dd389-d5fc-4088-a050-cb28de98b606) 3. **Immediate Feedback:** Clear on-screen messages indicate status: | **Message** | **Action** | | --- | --- | | "{{userName}} checked-in!" | Attendee automatically marked as checked-in | | "{{userName}} already checked in" | Attendee already checked in | | "Attendee not found" | QR Code is for a different event. Check the date and time in the attendee’s email. Attendee is not in the system If the event was published across multiple sites, and the QR Code is for the correct event (correct date & time), check which site you (event host) are logged into. See FAQ below. | | "Check-in's are not valid for this event" | Event has check-ins disabled | --- ## For Event Attendees: Receiving & Using Your QR Code ### **Step 1: RSVP to an Event** 1. Navigate to desired event & **RSVP** ![Screenshot 2025-12-05 at 16.36.23.png](media://c0c52809-8fe8-4ac1-a5bd-5f42c699a4eb) ![Screenshot 2025-12-05 at 16.37.40.png](media://2f25f8b9-7ff8-4554-84ad-4b1e95c7f682) ### **Step 2: Receive Email Confirmation with QR Code** 1. Check your event confirmation email. 2. Locate QR Code within the email ![image-20251127-140030.png](media://31c5ca62-e758-477b-9250-e3bb50d7f628) ### **Step 3: Using your QR Code** 1. Display QR code on your phone screen at event check-in 2. Get scanned and enter the event immediately. --- ## FAQ | **Question** | **Answer** | | --- | --- | | What if an attendee doesn't receive their QR code? | They can still check in manually via name search in the Check-In App. | | Can QR codes be screenshotted or forwarded? | Yes, but the QR code is specific to the individual and will provide an error if it is used more than once. You can look up the person's name to see if they have already checked in. | | What happens if "Allow users to check in" is disabled after QR codes are sent? | Scanning will return "Check-in's are not valid for this event" error. | | Can we use this feature for recurring events? | Yes, each event occurrence generates unique QR codes for that specific instance.
The individual will have RSVP’d to a specific instance (a specific date). If they try to use a QR code for a different date, an error will appear when scanning the code. Check their email for the specific event information. | | What if a phone screen is too dim or damaged to scan? | Use manual check-in fallback - the system maintains both options. | | What about check-ins for events using Marketplace Bookings? | Marketplace Booking events do not currently include QR Code delivery to users and Check In. | | What happens if a user checks in by SMS? | Users are still able to Check In via SMS which is reflected against the report dashboard for Event Managers. | | Where can I find training for event check-in? | Find our training video on the full functionality [here](https://help.getequiem.com/space/CS/1468858419/Video+Guide:+Using+the+Check-in+Dashboard). | | My event is published across multiple sites. Is there anything I need to know? | When you are logged into the check-in app, you will see the sites you have access to from the side navigation. If you are checking in people from multiple sites, please make sure you have access to all the sites that people can attend from. While there is 1 event, each site is represented individually and accessible via the right side navigation. By accessing the ‘Report’ navigation on each site, you see a list of the attendees from each site. If you receive a ‘attendee not found' error message when scanning a person’s QR code, ask them which site they work at and check the navigation to see if that is the site you’re viewing. If you are on ‘site A’ and they work at ‘site B’, tap on the name of ‘site B’ and rescan the QR code. |