QR check-in
Most Koolay-powered events use QR codes for fast check-in at the door. Here's how it works.
Before the event
After you RSVP or buy a ticket, you receive a confirmation email with a QR code. This is your check-in pass.
Day of
Two options:
1. On your phone
The simplest. Open the confirmation email on your phone and show the QR to the staff member at the door. They scan it; you're checked in. Takes 2 seconds.
2. Printed
If you'd rather print:
- Open the confirmation email.
- Click "Print" or save the PDF.
- Bring the printed page.
Either works; staff will scan whichever you have.
Multiple tickets
If you bought tickets for friends, your confirmation email has one QR code per ticket. Each person scans their own QR. Just forward the email to them, or have everyone walk up together and show the QRs one at a time.
What if you don't have your QR
No problem. Tell the staff your name and email; they can look you up manually and check you in.
Why QR is faster
The alternative — name-list check-in — takes 30+ seconds per person. With QR scan, it's 2 seconds. For a 200-person event, that's the difference between a 100-minute line and a 7-minute line.
Privacy
The QR code on your ticket is just a unique random ID — it doesn't carry your personal info, payment data, or anything sensitive. If you lose it, no harm done; staff can re-issue.
What about virtual events
Virtual events (Zoom, Google Meet) don't use QR — you just click the meeting link in your confirmation email. That link goes live shortly before the event start time.
Common questions
The QR didn't load in my email. Open the email in a browser instead of your mail app. If it still doesn't load, contact the event coordinator before the event — they can resend.
Can someone else use my QR? Technically yes — the QR doesn't verify identity. For paid events with high demand, some nonprofits ask for ID at the door alongside the QR. Most don't.
Do I need a special app? No. The staff scans your QR using the nonprofit's tablet (running the Koolay Mobile Panel app). You don't need anything beyond your confirmation email.