💡 QR Code Scanning Tips

Scanning QR codes at a live event can sometimes run into challenges - low light, reflective screens, or guests holding their phones at odd angles. This guide covers the most common issues and how to solve them quickly.

Tips for successful scanning

1. Increase screen brightness

If a QR code is hard to scan, ask the guest to increase their phone's screen brightness to maximum. A dim screen is one of the most common reasons for scan failures.

2. Use high-contrast QR codes

Check-in Pax automatically adds a white frame around the QR code when you generate it. If you are creating your own QR codes outside the system, follow these best practices:

• Use black on a white background for the best detection
• Avoid colored or inverted QR codes (e.g., white on black)
• Ensure the QR code is not too small - at least 1 x 1 inch (2.5 x 2.5 cm) on printed badges

3. Make sure guests can zoom in

If you are sending QR codes as images (e.g., in an email or WhatsApp), remind guests that they can zoom in on the image before presenting it for scanning. A larger QR code on their screen is easier for the camera to detect.

4. Use a dedicated device

For the best scanning performance, use a dedicated device for check-in. Avoid using the same iPad or phone to scan QR codes while also switching between other apps (e.g., email, messages, or social media). Camera resources can become fragmented, leading to slower or failed scans.

5. Avoid bright lights and reflections

Standing under bright overhead lights or direct sunlight can cause reflections on guests' phone screens. These reflections make it difficult for the camera to get a clear image of the QR code. If possible, position your check-in station in a shaded or evenly lit area.

6. Make QR codes unique (or not)

In most case you would want to create a unique QR code for every guest. This is the most secure and reliable approach.

However, there are situations where you might want multiple guests to share the same QR code (e.g., a family table or a corporate group). Check-in Pax allows this flexibility. When scanning a shared QR code, the app will display all guests linked to that code, and your team can select which one to check in.

Note for organizers: This is a planning decision, not something your check-in team needs to worry about. Decide before the event whether each guest gets a unique code or groups share one.

Troubleshooting common issues

Scanner won't start (PWA users)

If you are using the Check-in Pax PWA (Progressive Web App) on an iPhone or Android device and the scanner does not launch:

On Chrome (Android):

1. Go to your device Settings → Apps → Chrome → Permissions
2. Set Camera to Allowed

On Safari (iPhone/iPad):

1. Go to Settings → Safari → Camera
2. Set to Allow
3. If the scanner still doesn't work, go to Settings → Safari → Clear History and Website Data to clear the cache
4. Reload/Reopen the App and try again

QR code scans but shows the wrong guest

This is rare but can happen if:

• QR codes were mixed up during a manual import
• You use the Scan & Check-in function for guests that received the same QR code. In this case only the first guest associatioted to the code shows up. Use the Scan & find function instead to display all guests.

Solution for both cases: Use the guest's name and search for them manually, then check them in directly. After the event, review your import process to ensure QR codes are unique.

Camera is blurry or won't focus

• Wipe the camera lens with a soft cloth (smudges are a common issue)
• Hold the device steady and at a slight distance (6–8 inches / 15–20 cm from the phone screen)
• Tap on the screen to force the camera to refocus

QR code is damaged or partially cut off

If a printed QR code is torn, dirty, or partially cut off, or a screenshot of a QR code is missing parts of the QR code:

1. Ask the guest for their name
2. Search for them manually in the guest list
3. Check them in without scanning

Quick reference: Scan success checklist

Related Articles

• Scanning QR Codes
• Generating QR codes
• Sending invitation emails with QR codes