Scanning a QR code at the entrance: how on-site access control works

QR code access control is the process in which attendees have the unique code on their e-ticket scanned at the entrance. Their name appears instantly on the screen, after which they receive their badge and lanyard.

The venue is ready, the catering is in place, and then two hundred people arrive within the fifteen minutes before the event starts. That's when you find out whether your access control is truly prepared. Scanning QR codes takes the pressure off this busy moment. Activo has been providing on-site event check-in since 1997, supporting more than 5,000 events to date.

What happens when a QR code is scanned

Attendees present their e-ticket on their phone or on paper. The hostess scans the code using the E-ticket Scan App, and the attendee's name appears instantly on the screen. They then receive their badge and lanyard and continue into the event. No printed attendee lists, no searching. See our page on on-site event access control to learn more.

No special hardware is required: scanning is done using a mobile phone. This also makes it easy to add an extra scanning point during peak arrival times instead of allowing a single queue to become congested.

Why this prevents long queues

Each scan takes only a few seconds. Looking up a name on a printed attendee list takes much longer, and that difference adds up with every participant. At events such as the Allseas Family Day and the VIP Congress, Activo handled QR code access control and badge distribution in exactly this way.

For event organizers, this means peace of mind during the busiest part of the day. Your attendees start the event without waiting in line, while your team can focus on delivering a great experience.

Live insight into who has arrived

Every scan is registered instantly. During check-in, you can see exactly how many attendees have arrived and how many are still expected. If arrivals are running behind schedule, you'll know before the first speaker takes the stage and can adjust accordingly. After the event, you'll have a complete overview of who actually attended, without any manual counting. This information also forms the basis for your follow-up. Registration is managed through the event registration system, where registrations and cancellations can be processed right up until the last moment.

If someone doesn't have their e-ticket

It happens at every event. The hostess simply looks up the attendee in the registration system and checks them in manually, so the queue keeps moving. Activo staff are present on-site, so if any changes need to be made, someone can take care of them immediately. Attendee data is processed in accordance with GDPR requirements, meeting the privacy and security standards expected by organizations such as Rijkswaterstaat and Amsterdam UMC.

Veelgestelde vragen over QR-toegangscontrole