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How to Create a QR Code Check-In and Name Search System

Guest Writer Oct 1, 2026 868 views

Question details

The user wants to set up an event check-in system where participants scan a QR code, search for their name, and verify their registration status with a dynamic notification.

How to Create a QR Code Check-In and Name Search System

Product: Forms and Spreadsheets
Device & OS: not provided
Scenario: Managing event registrations and facilitating self-service on-site participant check-ins.
Observed behavior: Participants scan a QR code to access a lookup tool, find their name to mark attendance, or receive a 'Not found' message if they are not on the registration list.

Before you start

Ensure you have a finalized spreadsheet of registered participant names that can serve as the backend database for your check-in application.

Solution 1Recommended

Build a Connected Check-In Application

Use an application builder connected to a spreadsheet database to create a searchable check-in interface, then share it via QR code.

Standard forms typically only collect data and do not provide real-time database lookups. To display a 'Not found' message, you need to connect your registration database to a dynamic app builder (like Power Apps) or use advanced form plugins equipped with lookup functionalities.

Prepare the Database

Create a spreadsheet containing the names of all registered participants. Ensure there is a column dedicated to their check-in status.

Connect to an App Builder

Import your spreadsheet into an application builder (such as Microsoft Power Apps or a similar database tool) to serve as your data source.

Configure the Search Logic

Add a text input field for participants to type their names. Configure a lookup formula to search the spreadsheet database and display 'Not found' if the query returns zero matching records.

Set Up the Check-In Action

Create a button that, when a name is successfully found, updates the corresponding row in your spreadsheet to mark the participant as present.

Generate the QR Code

Publish the application, copy its public URL, and paste it into a QR code generator. Print or display this QR code at your event entrance.

Alternative Method: If you do not need real-time 'Not found' validation, you can simply use a standard form to collect names and cross-reference them with your spreadsheet later using the VLOOKUP function.

Manage Event Registrations with WPS Office

WPS Office provides seamless integration between WPS Forms and WPS Spreadsheet, allowing you to easily collect participant data, generate QR codes, and manage your registration database all in one place.

1. Create a Registration Database: Open WPS Spreadsheet and list all your registered event participants in a new workbook.
2. Design the Check-in Form: Open WPS Forms and create a new form with a 'Short Answer' question asking for the attendee's name or ID.
3. Generate a QR Code: Click the 'Share' button in WPS Forms and select the 'QR Code' option. Download the generated image to display at your event.
4. Cross-Reference Data: Export the collected check-in responses to a WPS Spreadsheet and use the VLOOKUP function against your original database to verify attendance.

Easily generate QR codes for data collection directly within WPS Forms.Seamlessly compatible with Microsoft Excel (.xlsx) formats for easy management of registration lists.Use built-in VLOOKUP and XLOOKUP functions to cross-reference attendees.Lightweight, fast, and free to use for everyday event management workflows.

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Frequently Asked Questions

Can I display a 'Not found' message using basic spreadsheet forms?

Basic forms usually only collect data one-way. To display real-time 'Not found' validation, you will need to use advanced app builders that support two-way database lookups.

How do I generate a QR code for my check-in form?

Most form builders, including WPS Forms, have a built-in sharing option that allows you to directly generate and download a QR code linking to your form's URL.

What is the best way to match check-in responses to my registration list?

Export your form responses to a spreadsheet and use the VLOOKUP or XLOOKUP function to automatically compare the newly collected names against your master registration list.

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