Event QR tickets and check-in for student clubs

The owner, an administrator or an event manager creates the event in the club workspace with a title, a description, start and end times, a place or an online link, a category and any attachments such as a programme or a map.

The event stays a draft until it is published. Once published it appears on the club page and in the events list; the events of a public club are open to students at every university. If plans change, the event can be cancelled and everyone registered is notified.

Every event has a capacity between 1 and 10,000 places. When it fills up, registration closes by itself and the event shows as full, so nobody has to count sign-ups by hand.

If you need more than a name, attach a registration form and ask for a department, dietary needs or which workshop someone wants to join. Without a form, students register in one step.

When a student registers, Uninexus issues a ticket with a QR code that opens from the event page under Show my ticket. There is no app to install and nothing to print; the ticket lives in the student's account.

Students can download the QR image, and if a screen is hard to scan they can read out the ticket code instead. Someone who can no longer come cancels the registration, and the place goes back to the pool for others.

Give the officers who will stand at the entrance the event manager role a few days early, so each of them can open the check-in screen on their own phone. Try one scan with a friend's ticket before the event starts.

For a large event, split the queue across two or three officers; they all see the same attendance list, and a ticket scanned at one entrance cannot be used again at another.

At the entrance, officers open the event's check-in screen and scan tickets with the phone camera. Scanning works in the browser on iPhone and Android phones, so any officer's phone becomes a scanner.

Each scan shows the attendee's name at once, says when a ticket has already been used or the registration was cancelled, and never lets the same person in twice. Without a camera, typing the ticket code works just as well.

The check-in screen shows how many people have arrived, out of how many registered and how many places there are, and it updates with every ticket. Several officers can check people in at the same time.

After the event, export the attendance list as CSV for the club's records or a sponsor report, and compare events over the term in the club's analytics.

Registration starts on noticeboards, before the event. The QR center makes a code for every upcoming event, as an image or as an A4 poster or A5 flyer with the club's name and logo, the title, the date, the place and a short link.

Scanning the poster opens the event page, where students register; it is not a ticket. Every scan is counted, so the club can see whether the poster in the library or the one in the cafeteria brings more people.