How to Track Event Attendance Using QR Codes

How to Get Started with Event Attendance

How to get started with event attendance tracking using Orca Scan

Setting up your event attendance tracking system with Orca Scan takes just a few minutes, with no complex setup or coding required:

1. Register or sign in to Orca Scan
2. Create a new sheet using the Event Attendance template
3. Let attendees register online using Orca Forms
4. Print or email QR code labels to attendees
5. Download the Orca Scan Mobile app and log in
6. Scan attendee QR codes on event day

Hosting with a team? Learn how to add users to your Orca Scan sheet to enable multiple check-in points.

How to upload your existing attendee list into Orca Scan

Easily bring your existing attendees into Orca Scan’s event attendance tracking system by importing your lists directly in the web app. Follow our step-by-step guide on importing existing attendees to get started.

What are the benefits of using a QR code event attendance tracking system?

Using a QR code event attendance tracking system gives organisers real-time visibility and accuracy across every check-in

We know that managing events can be stressful, so we built Orca Scan’s event attendance tracking software to make registration, check-in, and reporting simple.

Key benefits include:

• Easy online registration and fast check-in
• Automated, synchronised data entry
• Real-time validation for duplicate, incorrect or VIP attendees
• Fully paperless and sustainable
• Faster operations
• Track attendee movement throughout your event

How QR code event check-ins work with Orca Scan

Checking in attendees is quick and effortless with Orca Scan’s QR code event attendance tracking system. Whether you’re managing a small workshop or a large conference, you can validate entries in seconds.

1. Design your event badges using the Barcode Label Designer
2. Send digital or printed badges to your attendees before the event
3. Download the Orca Scan mobile app and log in
4. Select your event attendance sheet in the app
5. Scan attendees QR codes on entry, or at key locations like stands, cafés or breakout sessions
6. Get instant alerts if an attendee scans on the wrong day or with an invalid QR Code

How to create and print QR code name badges for your event

Designing and printing QR code name badges is quick and fully customisable.

1. Log into the Orca Scan Web app
2. Open the Labels panel on the left-hand side
3. Design, generate, download and print your attendee badges using the Barcode Label Designer
4. Print your badges or email digital versions directly to attendees

For physical labels, we recommend using Avery or Dymo.

How to set up VIP notifications in your event attendance tracking system

The Orca Scan Event Attendance software includes built-in options to alert you when a VIP attendee checks in. You can also create your own notifications to suit your event by:

1. Logging into Orca Scan
2. Open the Triggers menu at the top of your event sheet
3. Create a new trigger and give it a name
4. Use “If this, then that” logic to define your rule
5. Save your changes to activate the trigger

How to get notified when an unregistered attendee is scanned

Orca Scan lets you create instant alerts when an unregistered attendee’s QR code is scanned. To do this:

• Create a Registration Data Source: Follow this guide to set up a data source containing your list of registered attendees.
• Link your Registration Data Source to your event sheet: Connect the registration list to your main scan sheet so all scans are validated automatically. Follow these steps to link sheets.
• Create a Trigger for Unregistered Scans
  • Open your event sheet and select Triggers from the top panel
  • Create a new trigger with these conditions:
    • Condition:Barcode does not exist in the registration data source
    • Action: Send an in-app notification of type error
    • Message: “Unregistered Attendee”
• Click Save to activate the trigger
• Test the Setup
  • Scan a barcode that is registered, it should process normally.
  • Scan a barcode that isn’t registered, you should receive a notification.

How does Orca Scan prevent duplicate ticket scans?

Orca Scan’s QR code event check-in system automatically detects and blocks duplicate scans, ensuring each ticket or pass is used only once.

If a pass has already been scanned, Orca Scan immediately notifies you and rejects the scan - preventing fraud, reducing errors and keeping your event attendance tracking system accurate and reliable.

How to download and export your event attendance list

With Orca Scan, you can export your attendee list in multiple formats, including CSV, Excel or PDF.

For real-time reporting, connect your sheet directly to Microsoft Excel, Google Sheets or other integrations. This makes it easier to share check-in data with colleagues, generate end-of-event reports and analyse attendance quickly and accurately.

How to track venue and event equipment with Orca Scan

Tracking inventory across venues and events has never been easier than with Orca Scan. Using our Barcode Inventory Template, you can create a custom inventory system that manages equipment across multiple events and locations in minutes.

With this setup, your event attendance tracking system doubles as an efficient tool for keeping all your event resources organised, and overall improves operational efficiency.