QR Code Check-In System

On the day of the wedding, the door is the most stressful five minutes for every guest and every host. Paperless replaces the paper guest list with a QR check-in system that scans each guest in under two seconds and marks them as arrived on your live dashboard.

How it works

1. Each guest receives a unique QR code attached to their invitation
2. On arrival, your door staff scan the code with any phone camera (no special app just a browser)
3. The system looks up the guest and shows their name, table, and party size
4. One tap marks them as arrived the dashboard updates instantly

If the guest's party is larger than one, the check-in shows their confirmed count. If someone tries to scan the same code twice, the system displays "CHECKED IN ALREADY" preventing fraud and double-entries.

What you see at the door

When a QR code is scanned, your door staff sees a clean, single-card layout:

• Guest's full name instantly recognisable
• Their side helpful for ushers directing them
• Table number with a big, clear number
• Confirmed party size how many seats they occupy
• Status indicator green for first-time check-in, red for duplicates

Large typography, high contrast readable in seconds, even in a crowded entrance or dim lighting.

Real-time arrival tracking

Every successful check-in pushes to your analytics dashboard. The Arrival Wall shows:

• Live arrivals counter how many guests have arrived
• Pending arrivals how many confirmed guests haven't arrived yet
• Individual arrival cards each guest's name, side, table, and arrival time

You can clear the display at any time without losing the underlying data.

Multiple scanning devices

For large weddings, you can run check-in from multiple phones simultaneously one at each entrance, one at the reception desk, one at the VIP door. Every scan updates the same live dashboard. No sync issues, no conflicts.

Works offline-ish

The QR scanner works best with a stable internet connection. If the connection at the venue is weak, you can:

• Pre-load the guest data at the start of the evening
• Have multiple phones scanning in parallel to reduce load on any one connection
• Fall back to manual guest name search if a scan fails the dashboard supports instant search

Why it beats a paper guest list

• No printing, no highlighting, no mistakes the guest list lives in the cloud
• Instant duplicate detection impossible with a paper list
• Live headcount the caterer knows exactly how many guests are inside
• Post-event report attendance is recorded automatically for the no-show report
• Weather-proof no paper to blow away in the wind

What about guests without smartphones?

Some guests prefer not to use their phone at the venue. In that case:

• The QR code is also printed on the guest's seating card (if you choose to include it)
• Your door staff can search by name in the check-in dashboard and manually mark the guest as arrived

The dashboard view for staff

Open the scanner on any phone, tablet, or laptop. It's browser-based no app to download, no login required for door staff (you can share a secure check-in link). Full-screen mode works beautifully on tablets mounted at the entrance.

Frequently asked questions

Do my guests need a special app to show their QR code?

No. Their QR code appears directly on their invitation link a webpage. They open it like any link, and the code displays ready to scan.

What if a QR code doesn't scan?

Common causes: low screen brightness, dirty camera, or a bent code. Solutions: ask the guest to increase brightness, or search by name in the dashboard manually.

Can I use this for a non-wedding event?

Absolutely. QR check-in works for any event with a guest list corporate dinners, birthday parties, graduation ceremonies, conferences.

Is QR check-in included in Premium?

No QR check-in is part of the Full package ($90). See pricing for full details.

Upgrade to Full package

QR check-in is available in the Full package $90.