Our company hosts a number of in-person events throughout the year. Currently, the check-in process consists of:
An admin person making a note of the email address of those who attended on an excel
The admin then fills in a form after the event which is basically just an email field
We then use that form fill as a trigger for a workflow to send out post-event comms specifically to those who attended in person
Going forward, I’d like to generate a QR code (from a third party system) for each individual who RSVP’s Yes to attend. Then, the admin person can scan the QR code’s on the day (using the scanning feature of the HubSpot app) and that would then add a property to that contact to show they did actually turn up in person. We could then use that property as a workflow trigger to send post-event comms.
First question, how many attendees/QR codes would you have to build for an event? That seems like a lot of work.
I’m wondering if you flip the process if this makes sense to you:
Make the event, or each room at an event, have it’s own QR code. To gain entry, the attendee has to scan the QR code (which can be a URL with heavy tracking codes). The QR code pops a simple form that asks for their email address. Autofill on a phone could probably fill in the email address super quick and the attendee would just have to click the submit button which could read “I’m here.”
Because of URL tracking, you could develop a report that shows which contacts scanned the QR code and you’d have the time they accessed the “I’m here” form page.
In my mind this is the same process, but with (hopefully) way less QR codes to manager. Your admin could still be there to check people in who don’t have a phone or who can’t scan QR codes. But by and large people should be able to check themselves in to the event and you have all the same tracking you want.
I like that idea but because we have around 300-400 at an event, the ideal situation would be to make the check-in process as quick as possible. I worry that if the attendee’s have to complete a form may it be very time consuming which is why I’d been keen to explore the original option if you can help?
In that case, yes, I believe your idea will work as long as you have a good QR management tool. I’ve worn name badges with QR codes that people scan as I come and go from an event. The process as you describe it sounds very natural and I think your attendees will appreciate it being faster.
If your QR codes is 3rd party, the URL behind the QR code will need to be tied back to your HubSpot portal. Looks like there are solution partners in the Marketplace that help with this. This is only the first one that popped up, there are others:
How can organizations efficiently use QR codes to track in-person event attendance, ensuring seamless check-ins and real-time data collection? What are the best practices for implementing this technology here while enhancing user experience and security?
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Hi @MSpencer3 and @Crystal_Hopper , QR code functionality makes event attendance tracking ridiculously simple, and we’ve built this functionality for HubSpot with event•hapily.
When a Contact registers for an event, a Registrant object is created that is associated to the Event object and the Contact object. It holds information about the registration of the event i.e. Event Name, Status, Event Start Date/Time, and most importantly a QR Code.
When that QR code is scanned by an event worker, the Registrant will be marked as attended inside of HubSpot (both the Registrant Status and the association labels of “Attended”).
@MSpencer3 — QR codes for event check-in are a massive upgrade over the manual Excel process you described. Here’s the simplest approach that works with HubSpot:
1. Create a HubSpot form with just an email field (keep it minimal for fast check-in)
2. Add the form to a landing page
3. Generate a QR code pointing to that landing page URL
4. Print QR codes on name badges, table signs, or a check-in poster at the entrance
When attendees scan the QR and submit, it creates/updates a contact in HubSpot and triggers your post-event workflow automatically — no admin sitting with an Excel sheet.
Pro tip: add UTM parameters to the landing page URL before generating the QR (like ?utm_source=qr&utm_medium=event&utm_campaign=spring-event). This way you can see exactly how many people checked in via the QR vs other methods in your HubSpot reports.
Yes, this is completely possible and highly efficient! By using FreeQR, you can automatically generate a unique dynamic QR code for each “Yes” RSVP that embeds the attendee’s specific HubSpot link; when your admin scans it on event day, it will instantly open that exact contact record in the HubSpot app to let them update the attendance property and trigger your follow-up workflows.
