Event Check-In, But Make It Smart using QR Codes

Written by Nikki Zangardi | Jun 26, 2025 6:11:46 PM

For all the digital transformation we’ve seen in marketing, in-person events have been stuck in the stone age when it comes to tracking attendance.

Best case? A spreadsheet and a Sharpie. Worst case? You have no idea who actually showed up — and your follow-up strategy suffers for it.

So we built something better.

With event•hapily’s QR code check-in, you can track real-time event attendance directly inside HubSpot — without buying scanners, building custom pages, or duct-taping together four different tools.

It’s fast. It’s secure. And it works exactly the way HubSpot users want it to.

Don't feel like reading? Watch Max break it down in this video:

Why Does In-Person Attendance Still Feel So … Manual?

Let’s be honest. The systems most teams use to track attendance at in-person events fall into one of three categories:

A paper sign-in sheet that never gets digitized
A third-party app that doesn’t sync to your CRM
A plan to “figure it out later” that never really happens

The result? You miss key signals — who actually showed up, who stayed, who needs follow-up — and waste hours manually cleaning up lists that should’ve been accurate from the start.

event•hapily solves that by making check-ins native, trackable, and automatic inside HubSpot.

Here’s How It Works

It starts the moment someone registers for your event.

You create the event in HubSpot (with event•hapily installed)
We generate a unique QR code for every registrant — sent in their confirmation email
You scan their QR at the door using any phone or tablet
We update their record in HubSpot instantly with an “Attended” tag
No extra apps. No messy exports. No bottlenecks at check-in.

And yes — the QR scan page is built-in, secure, and already hosted when you install the app.

Built for Control, Built for Speed

We didn’t just slap on a QR code and call it a day. The system is designed to make your check-in process feel like it was built by pros — because it was.

PIN Protection: Only staff with the event’s check-in pin can validate QR codes, preventing any unauthorized early scans
Smart Device Locking: After entering the pin once, a device is “trusted” for future scans — perfect for entry teams at busy doors
Instant CRM Updates: Each scan updates the contact’s registration record in HubSpot automatically — no double-entry, no missed attendees
Customization Built In: Style your check-in page, brand your QR emails, and customize messaging using HubSpot tokens

This is event ops made frictionless.

Why It Matters (More Than You Think)

The obvious benefit? You know who attended — no guesswork. But the real unlock is what happens after the event.

Because attendance data lives natively in HubSpot, you can:

Segment contacts based on who showed up
Trigger automated follow-ups or thank-yous
Update lead lifecycle stages based on attendance
Fire off tasks or assign leads for timely outreach
Report on event ROI without piecing together spreadsheets

No syncing. No manual tagging. No lag between what happened and what your team can act on.

Let’s Put It in Context

Say you host a customer meetup. Your CSMs want to know which clients attended. Your marketers want to follow up with event materials. Your sales team wants to know which prospects are engaged.

Without QR check-in, you're guessing. With event•hapily, you're working from real-time CRM data the moment the event ends.

That's the difference between event logistics — and actual event impact.

The Bottom Line

Tracking attendance shouldn’t require extra software or a six-step workaround. You’re already using HubSpot to manage your events. Now you can manage check-ins there, too.

event•hapily’s QR code check-in makes in-person attendance tracking seamless, secure, and instantly actionable — all inside HubSpot.

No extra cost. No complex setup. Just smarter event management, natively.

Want to learn more? Request a demo and see how event•hapily helps you run events the way they should be — clear, connected, and completely in HubSpot.

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