Include event check-in QR codes in emails and scan saved images

Can I remove the QR code from event registration emails?

Yes. Remove the QR code merge token from the email templates for that particular event.

1. Open the event and go to Edit Event → Email Settings.
2. Scroll to the email templates at the bottom of the page.
3. Open Registration Confirmation, or the email template containing the QR code you want to remove.
4. In the email body, delete the $QR_CODE$ merge token. Also remove any accompanying wording such as “Present this code at the event to be checked in” if it is no longer relevant.
5. Save the template and preview the updated message.
6. Repeat for other applicable templates, such as Registration Summary and Registration Reminder, if you want to omit the code from those emails too. Editing the confirmation template does not change the other templates.

This changes future emails using the edited templates for this event. It does not remove QR codes from emails already delivered. A reminder template may no longer be editable after the reminder has been sent.

The registration email QR code is for attendee check-in. You do not need to create, edit, or delete a unique tracking link to remove it. Public QR codes that link to an event page or registration form are a separate feature.

How do I include the QR code again?

Add the $QR_CODE$ merge token to the relevant supported registration email template, save, and preview the message. The token is replaced with that registration's check-in QR code when the email is generated. Not every template, including waitlist templates, supports the same merge tokens.

What if my event uses the older email settings?

If your event shows Include QR Code For Check-in instead of editable email templates, clear that checkbox in Email Settings and save to omit the QR code from that older email flow.

Can staff scan a saved image of the check-in code?

The code contains an administrator attendance URL identifying the registration. Staff use the event's QR scanner with check-in permission and camera access. The scanner decodes image pixels and validates the school's check-in URL format; it does not require that the code be displayed inside the original email. A clear, complete screenshot of the same code can therefore be scanned. Image quality, crop, print size and device can affect scanning. Test the image and use attendance search if necessary.

Scanning opens the relevant attendance records rather than automatically marking every person attended. RSVP status and checked-in state are displayed separately. An attendee marked Not attending can still be present when their registration remains eligible for the attendance list; review the current records. A canceled/ineligible registration is a different case. Do not assume that scanning an old code restores admission, changes RSVP or checks in a guest automatically.

Which administrator roles can do this?

The roles that can check in attendees are Superadmin, Events Superadmin, Advanced Events Admin, Basic Events Admin, Events Check-in Admin. The person must also have access to the relevant event. To change staff access, a Superadmin or Events Superadmin opens Events → Administrators → select the person → Role(s), assigns the appropriate role, and checks Events Access. Partners cannot add this action to an existing role by changing its individual permissions.