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Your Event QR Codes: How Attendees Get Them, Resending, and Reusing

This article covers the full life of an attendee QR code: where it comes from, how attendees receive it, and what you can (and can't) do with it. If a code won't scan or won't display, see the companion article "Troubleshooting QR Codes".

 

How QR codes

are created

When an attendee registers for an event that has QR code check-in enabled, SimpleEvents generates a unique QR code for that attendee automatically. The code identifies that one person at that one event — it is not a generic link to your event page. You do not need to create QR codes manually.

To confirm QR check-in is enabled for your event, see How to configure your event for QR code check-in.

How attendees receive their QR code

The QR code reaches attendees through your event's confirmation email. If you use SimpleEvents-created emails, the QR code is included automatically. If you build your own confirmation email in HubSpot, you must add the QR code contact property to the email yourself:

  1. In your HubSpot email editor, add a personalization token.
  2. Select the SimpleEvents QR code property on the contact record.
  3. Send yourself a test registration to verify the image renders.

Important: the QR code property stores the code for the attendee's most recent registration. If a contact is registered for multiple events at once, always send QR codes from each event's own confirmation or reminder email so the right code goes with the right event.

Resending a QR code

If an attendee lost their confirmation email:

  1. Open the event in SimpleEvents and find the attendee in the attendee list.
  2. Resend their confirmation email — the same QR code is included. Codes do not change when resent.

You can also include the QR code in a reminder email sent closer to the event date, which doubles as a resend for anyone who lost the original.

Reusing QR codes across events

QR codes are per-attendee and per-event. A code from last year's conference will not check anyone in to this year's event, even for the same contact. When you clone an event, new codes are generated as new registrations come in — codes are never carried over.

Scanning options at the door
  • SimpleEvents check-in app (Android and iOS): fastest option, works with your device camera and updates attendance in real time.
  • QR check-in web page: any device with a camera and a browser can scan using your event's check-in link — no app install needed.

Exporting QR codes

Because each code is stored on the HubSpot contact record, you can export them like any other contact property — useful for mail-merge badge printing. For printed badges, also see How can I order badges for my event and Onsite printing for your event.

For Enterprise customers, this will show up in their exports from SimpleEvents.io

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