Event door checklist
Assign a door lead, brief the team, and follow the venue's approved admission and emergency procedures. Keep attendee information private and use a clear escalation contact for exceptions.
Events and check-in
Event QR tickets and check-in for student clubs
Publish a club event with capacity and an optional registration form, give registered students a QR ticket in their accounts and record check-ins at the door. This workflow tracks registration and attendance; it does not provide ticket sales, payments or identity verification.
Create an accountCreate the event
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.
Set the capacity and the registration form
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.
Students get a QR ticket on their phone
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.
Plan the door before the doors open
Check the entrance officers' access to the event in advance. Open the check-in screen and try camera permission and ticket-code check-in in a separate test event; keep test check-ins out of the real event's attendance totals.
For a busy event, split the queue across officers and check the current check-in status in the shared attendance list. Assign someone to handle connection or camera problems. A QR ticket does not verify student identity or provide physical entrance security.
Scan tickets at the door
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.
Scanning a QR ticket or submitting its code attempts to record check-in and displays the result: successful, already checked in or rejected. The officer checks the on-screen result. If the camera is unavailable, type the ticket code; the event team remains responsible for physical entrance security and required identity checks.
Keep the attendance list
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, you can export attendance as CSV for the club's authorized team. Do not share attendee names or contact details with sponsors; sponsor reports show registration and check-in totals only. Compare events over the term in the club's analytics.
Print QR posters and count the scans
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; the poster is not a ticket. A scan count measures the link opening, not a completed registration or attendance.
Practical resources
Use these prompts and templates as a starting point. Select the text you need and adapt it to your club, venue, and university policies.
Questions
Students register until the event reaches its capacity, and each registration comes with a QR ticket in the student's account, with no app to install. At the door, officers scan tickets with a phone camera or type the ticket code, and the attendance list fills in as people arrive.
No. Students can open their ticket from their Uninexus account in an up-to-date phone browser. They can download the QR image or give the ticket code to an entrance officer.
Try scanning before the event in an up-to-date iPhone or Android browser that supports camera access. If the camera is unavailable, an officer types the ticket code.
No. Uninexus handles registration and check-in only; it does not take payments, so events on Uninexus are free to register for.
Yes, when the club is public. The events of a club kept to its university are visible only to students there.
Registration closes by itself and the event shows as full. If someone cancels, their place opens again for the next student who registers.
Yes. Officers see every registration in the workspace, with the registration form answers when the event has a form, before, during and after the event.
Start with an account
Next, choose your university, then join a club or start one.
Create an account
