QR check-in at the door: run a smooth entrance without a scanner app

A paper list at the entrance is slow, gets crumpled, and tells you nothing until the next day. With Guestwise, every attending guest has a QR code on their invitation; your helpers scan it with the ordinary phone camera and confirm how many people arrived.

Key takeaways

• No scanner app: the phone camera opens the guest’s invitation with a check-in panel.
• Helpers do not need accounts — give them the secret door link.
• The dashboard shows arrived vs confirmed live, and the export includes arrival times.

1. Turn it on

   QR check-in is included with Event Plus and the Vendor plan. In the RSVP form keep “Show attending guests a QR code” ticked.

2. Share the door link

   Under Families & team, copy the door check-in link or show its QR code to your helpers. Opening it once authorises their phone for this event.

3. Scan at the door

   The guest shows the QR code on their invitation. The helper scans it with the camera; the invitation opens with the family’s name, invited seats, confirmed number and a Check in button.

4. Record the real number

   Adjust the number of people who actually arrived and confirm. Mistakes can be corrected the same way.

5. No phone? Search instead

   On the door screen, search by name or phone number and check the guest in from the list.

Running a busy entrance

• Use two or three helpers with phones for receptions above roughly 300 guests.
• Keep one helper on the search screen for guests without phones.
• Create a new door link after the event if you shared it widely — the old one stops working immediately.

Questions

Does the guest need internet at the door?

The QR code is drawn on the invitation page; it is easiest if the guest opens their invitation before arriving or takes a screenshot.

Can helpers see the whole guest list?

Helpers with the door link can search guests to check them in, but cannot edit the event or see private notes.

Put this into practice

Create your invitation, add your families with seat limits and send personal links on WhatsApp — free for up to 30 invitations.

Create a free invitationSee pricing