Swap the sign-in sheet for a QR code
Visitors scan at the door and sign in on their own phone. You get a clean list, in order, ready to export.
To replace a paper sign-in sheet, link a QR code to a short check-in form with name, time and any field you need, and print it at the entrance. Visitors scan and sign in on their own phone, and every entry lands in one list. Paste the form's link above and print the code at eye height.
Check-in without the clipboard
A sign at the door. Visitors scan, type their name and walk in.
How to set up a check-in code
Build the form
Name, organisation and whatever you must record, such as the person visited. The form tool adds the time itself.
Paste the link and choose editable
An editable code lets you use a fresh form for each event or term while the printed sign stays.
Print it at the door
A sign at eye height beside the entrance, large enough to scan from a step away, with "Sign in here" above it.
Keep a pen for the rest
Leave a short paper list for anyone without a phone, and add those names to the sheet before you close up.
Worked example: a weekly community workshop
- Before
- Twenty-five people queued at one clipboard, and half the names were hard to read when the grant report was due.
- After
- A sign by the door opens a form with three fields. Everyone signs in within a minute of arriving, on their own phone.
- At the end of term
- The organiser exports one sheet with every session's attendance and attaches it to the funder's report.
Fixed or editable for sign-in?
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Fixed QR code (static)
A fixed code to one form is free and works well for a single event. For a series, every new form means a new printed sign.
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Editable QR code (dynamic) Our pick for this job
An editable code keeps the same sign at the door while you point it at this week's form, and its scan count is a quick check against the sign-ins.
Smooth check-ins
Fewer fields, faster doors
Every extra field slows the queue. Ask for what you must record and nothing else.
Two signs for busy doors
If many people arrive at once, put a second sign a few steps away so the queue splits.
Mind the privacy
Tell people what you collect and why in one line on the form, and delete the list when you no longer need it.
Questions and answers
Before you print
- Is it free?
- Fixed codes are free: make as many as you like, download a PNG with no sign-up, and get every other format and print files with a free account. Editable codes come with a plan, a pass, Keep-alive or the 14-day trial.
- Can I change the link after printing?
- Yes, with an editable code. It holds a short link you control, so you can point the printed code somewhere new any time, and the next scan opens the new page. A fixed code keeps the link it was made with.
- Can I use my own domain?
- Yes. A custom domain is included on passes, from Starter, and during the trial. Starter covers one subdomain, for example go.yourbrand.com, and apex domains start on Pro.
- What happens if I stop paying?
- Editable codes work to the end of your paid period, and after a failed payment every code keeps working for 14 days. Turn codes back on within 12 months. Fixed codes keep working as long as their links do.
Which tool should the sign-in form use?
Any form with a web link works, such as Google Forms or Microsoft Forms. Both save each entry with a timestamp in a sheet you can export.
Can I use the same code for every event?
Yes, with an editable code. Point it at the new form before each event; the sign on the wall stays the same.
What about visitors without a smartphone?
Keep a short paper list beside the sign and type those names into the sheet afterwards. Most visitors will use the code.
Can the form record when people leave?
Add a second code at the exit with a sign-out form, or a question on the same form asking whether this is arrival or departure.
Is a QR code sign-in suitable for schools and clinics?
Yes, for visitor lists. Ask only for what you need, say why in one line, and keep the sheet where only staff can open it.
Put away the clipboard
Paste your check-in form's link and print a sign for the door.