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NetterTech
Event management for WordPress, done right.

Setting up QR code check-in for WordPress events

Door check-in at events usually means one of three things: a printed guest list with a highlighter, a tablet running a proprietary app, or someone with a laptop logged into the admin panel. None of these are great.

NetterTech Events includes a built-in check-in system. The free plugin covers admin-side manual check-in: search by name or email, mark attendees as arrived, and track attendance in real time. Pro adds QR code scanning and volunteer check-in mode for high-volume doors.

Manual Check-In (Free)

Every event has a check-in page in the WordPress admin:

  1. Go to Events > Check-In and select the event
  2. Search for the attendee by name or email
  3. Select from the results and click Check In
  4. The system records the check-in and updates real-time attendance stats

This works for any event size. For smaller events or events where a staff member is handling the door, manual check-in is all you need.

QR Code Check-In (Pro)

For higher-volume events or volunteer-run doors, Pro adds QR code scanning:

  1. When someone purchases a ticket, the plugin generates a unique QR code
  2. The attendee receives the QR code in their confirmation email
  3. At the door, a volunteer opens the check-in page on any device with a camera
  4. They scan the QR code. The system confirms and shows the attendee’s name and ticket type

No app to download. The check-in page works in any modern browser.

Setting Up Check-In

Before you start: QR code check-in requires Pro, WooCommerce with a payment method configured, and at least one event with paid tickets. Manual check-in (free) works without WooCommerce.

Step 1: Enable Ticketing

QR codes are generated for WooCommerce tickets. Make sure you have:

  1. WooCommerce installed and activated
  2. A payment method configured (Stripe, PayPal, etc.)
  3. At least one event with a ticket type and price

When a ticket is purchased through WooCommerce, the QR code is generated automatically.

Step 2: Access the Check-In Page

In your WordPress admin, go to Events > Check-In. You’ll see:

  • Search mode - look up attendees by name or email for manual check-in (free)
  • Scanner mode - opens the device camera for QR scanning (Pro)
  • Stats - real-time attendance numbers for the current event

Step 3: Set Up Volunteer Check-In (Pro)

With Pro, your door volunteers don’t need WordPress accounts.

  1. Go to Events > Check-In
  2. Click Generate Volunteer Link for the event
  3. Copy the shareable check-in URL
  4. Share the URL with your volunteers (text, email, QR code printout)

When volunteers open that URL on their phones, they get the check-in interface immediately - no login screen, no app download, no password to remember.

The token is:

  • Scoped to one event - volunteers can only check in attendees for that specific event
  • Time-limited - the token expires after the event
  • Revocable - you can invalidate it from the admin panel at any time

Step 4: Day-of Workflow

Before doors open:

  1. Share the volunteer check-in URL with your door team
  2. Make sure they have a device with a camera (phone works fine)
  3. Open the check-in page and verify it loads

During the event:

  1. Attendees show their QR code (phone screen or printed)
  2. Volunteer points their camera at the code
  3. Green confirmation = checked in. Red = already used or invalid.
  4. For attendees without their QR code, switch to search mode and look up by name

After the event:

  1. Check-in stats show total checked in vs. total tickets sold
  2. Export the check-in report for records or grant reporting

Manual Check-In (No QR Code)

Not every attendee will have their QR code ready. The check-in page includes a search function:

  1. Switch to Search mode
  2. Type the attendee’s name or email
  3. Select from the results
  4. Click Check In

This works alongside QR scanning. You can switch between modes as needed.

Check-In Stats

The check-in page shows real-time stats during the event:

  • Total tickets sold
  • Total checked in
  • Percentage checked in
  • Breakdown by ticket type (if multiple types exist)

These stats update live as check-ins happen, so you always know how full the room is relative to capacity.

Check-In Reports

After the event, go to Events > Reports to see:

  • Who checked in and when
  • Who purchased but didn’t attend (no-shows)
  • Check-in times (useful for analyzing arrival patterns)
  • Exportable to CSV for grant reporting or analysis

Tips

  • Test before the event. Buy a test ticket, generate the QR code, and scan it with the volunteer URL. This takes 2 minutes and saves confusion at the door.
  • Print backup. Print the volunteer check-in URL as a QR code itself. If someone’s phone dies, another volunteer can scan the printed code to get the check-in page on their device.
  • Internet connection. The check-in page requires an internet connection. If your venue has spotty connectivity, consider a mobile hotspot as backup.
  • Cookie-based persistence. The check-in system uses cookies to maintain the session. Volunteers don’t need to re-authenticate if they close and reopen the browser during the event.
  • Multiple entry points. Generate separate volunteer tokens for each door if you need to track which entrance attendees used.

Free vs. Pro

Free plugin:

  • Manual check-in (search by name or email)
  • QR code generation for every ticket
  • Real-time check-in statistics
  • Attendance tracking and counts

Pro adds:

  • Camera-based QR scanner on the check-in page
  • Volunteer check-in mode (token URLs, no WordPress login required)
  • Check-in report exports

The free plugin covers the core workflow with manual check-in (search by name or email). Pro (coming soon) adds QR scanning for speed at scale and volunteer mode so door staff doesn’t need WordPress accounts. Learn more.