event•hapily makes it simple to track attendance for in-person events with the built-in QR code functionality. This guide walks you through the process of configuring and using QR codes to check in attendees at your event—all within HubSpot.
Steps for setting up and using QR Codes:
- 🔒 Create a Check-In Pin
- 🎟️ Register Attendees
- 📩 Send the QR Code
- 📸 Scan the QR Code
- ✅ Registrant is Checked In!
1. Create a Check-In Pin
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Under the hapily event properties, set the Check-In PIN—a simple numeric code (e.g.,
1234) that will be used by your check-in staff.
🔒 The Check-In PIN ensures only authorized personnel can check in attendees, preventing misuse of shared QR codes.
2. Register Attendees
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Use a registration form or workflow to create a Registrant record. You can learn more about event registrations HERE.
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Once registered, the hapily registrant record will include a Check-In QR Code property, which points to a unique image URL for the attendee.
3. Send the QR Code
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Set up a hapily registrant workflow to send an email to new registrants.
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Use the email template provided by event•hapily or build your own using the Check-In QR Code property as a personalization token in a HTML Module.
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After a contact registers, they will be sent an email containing their unique QR code for check-in.
💡 Since the QR Code is saved as a link within a property, you can distribute the QR code through other methods such as text message.
‼️ This setup works dynamically so you only need to complete this step once.
4. Scan the QR Code
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Staff scans the attendee’s QR code using any device with a camera and access to the internet.
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On first scan, the browser prompts for the Check-In PIN. Enter the PIN to authorize the device. Once authorized, the device is “cookied” and won’t require the PIN again for future check-ins.
✅ After entering the PIN once, staff can scan additional QR codes without re-entering it.
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Upon scanning, the check-in page displays a success message with the attendee's name and any additional info (e.g., ticket type).
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The page design can be lightly customized with your own images or property fields, though it’s primarily for internal use.
5. Registrant is Checked In!
After a successful check-in, both the Contact and hapily registrant record are automatically updated in HubSpot:
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The Attended label is added alongside Registered. This is visible on the Contact, hapily registrant and the hapily event records.
- The hapily registrant property "Status" is updated to Attended.
💡 Notes
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The QR check-in page is installed and published automatically when event•hapily is set up.
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It resides on your system domain, not your main website domain.
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No additional configuration is needed unless you want to customize the appearance of the check-in success/failure messages.