Caz Event Manager Pro uses QR codes to simplify event check-in.
When a customer books an event through WooCommerce, Caz Event Manager can generate a secure ticket containing a QR code associated with the booking.
The customer can present the QR code when they arrive at the event, allowing event staff to scan the ticket and confirm the booking.
The process is:
Booking → QR Ticket → Customer Arrival → QR Scan → Check-In
What Is the QR Code Used For?
The QR code provides a convenient way to identify an attendee’s event booking.
Instead of staff manually searching through an attendee list, the customer can present their QR ticket and staff can scan it using a phone or tablet.
The QR code is associated with the booking and is used by Caz Event Manager to identify the ticket during check-in.
How the QR Ticket Is Created
The QR ticket is generated as part of the event booking process.
The customer first books an event through the normal WooCommerce checkout.
Once the booking has been processed, Caz Event Manager creates the ticket information associated with the booking.
The ticket contains the QR code required for event-day scanning.
Organisers do not need to manually create individual QR codes for customers.
QR Codes and WooCommerce Orders
The QR ticket is connected to the customer’s event booking and underlying WooCommerce order.
The relationship is:
WooCommerce Product
↓
WooCommerce Order
↓
Event Booking
↓
QR Ticket
↓
Event Check-In
The WooCommerce order remains the transaction record, while the QR ticket provides the event check-in mechanism.
Secure Ticket Token
Caz Event Manager uses a secure ticket token for the QR ticket.
The QR code does not simply expose the customer’s WooCommerce order number as the ticket identifier.
Instead, the ticket uses a dedicated token associated with the booking.
This provides a safer mechanism for validating tickets during event check-in.
Customer QR Ticket
The QR ticket can be included in the customer’s booking information.
The customer can display the ticket:
- On a mobile phone
- On a tablet
- On a computer
- As a printed copy
The important requirement is that the QR code can be clearly displayed to the event staff scanner.
Using a Phone at the Event
Customers do not need a special app to present their QR ticket.
A customer can open their booking email or ticket information on their phone and display the QR code.
Event staff then use the Caz Event Manager scanner on their own phone or tablet.
This keeps the customer’s event entry process simple.
Printing a QR Ticket
A customer can also use a printed copy of their QR ticket.
This can be useful for customers who:
- Do not have reliable mobile internet at the venue.
- Prefer a printed ticket.
- Have limited battery life.
- Are attending as part of a group.
The QR code needs to remain clear and unobstructed so that the scanner can read it.
Scanning the QR Code
At the event, staff open the Caz Event Manager QR scanner.
The scanner uses the device’s camera.
The customer presents their QR code to the camera.
The scanner reads the ticket and validates the booking.
If the ticket is valid, the attendee can be checked in.
The basic process is:
1. Open scanner
↓
2. Customer displays QR code
↓
3. Scan QR code
↓
4. Validate ticket
↓
5. Check attendee in
QR Scanner Sound
Caz Event Manager provides an optional scanner sound.
The setting can be configured from:
Caz Events → Settings
The sound provides an audible indication when the scanner processes a ticket.
This can be particularly useful when staff are processing attendees quickly at an event entrance.
What Happens After a Successful Scan?
A successful scan identifies the attendee’s booking.
Caz Event Manager can then record the attendee as checked in.
The attendee’s check-in status is updated in the event attendee list.
The event statistics are also updated.
For example:
Booked: 20
After scanning an attendee:
Checked In: 1
After ten attendees have arrived:
Booked: 20
Checked In: 10
Already Checked-In Tickets
A ticket that has already been checked in should not be treated as a new attendee.
The existing attendee record provides the check-in status.
If a customer presents the same ticket again, staff should check the attendee record rather than creating another booking.
This helps prevent duplicate attendance records.
Invalid or Unrecognised QR Codes
If a QR code cannot be validated, staff should not assume that the customer has a valid booking.
Ask the customer to provide additional booking information, such as:
- Name
- Email address
- Order information
Staff can then locate the attendee in the Caz Event Manager attendee list and manually check the correct attendee in if appropriate.
QR Codes Are Event Tickets, Not Payments
The QR code is used to identify the event booking at check-in.
It is not a payment method.
Payment continues to be handled by WooCommerce and the payment gateway configured for the website.
The QR ticket therefore represents:
Proof of Event Booking
rather than:
Payment
QR Codes and Event Capacity
QR codes do not determine event capacity.
Capacity is controlled by the event’s configured capacity and the bookings recorded through WooCommerce.
The QR code is used later in the process to confirm attendance.
For example:
Capacity: 20
↓
20 places booked
↓
20 QR tickets issued
↓
17 attendees arrive
↓
17 QR tickets scanned
↓
17 checked in
The capacity and check-in systems therefore perform different functions.
QR Codes and Group Bookings
A WooCommerce order can contain more than one booked place.
The booking quantity should therefore be considered when dealing with group bookings.
Event staff should ensure that the appropriate attendees are accounted for when a customer has purchased multiple places.
Where individual attendee information is required, organisers should review the attendee records associated with the booking.
QR Check-In Backup
QR scanning is designed to make event entry faster, but it should not be the only way staff can identify an attendee.
Caz Event Manager also provides the attendee list and manual check-in functions.
If a customer’s QR code cannot be scanned:
QR Scan → Failed
then:
Attendee List → Locate Customer → Manual Check-In
This provides a practical backup procedure.
Recommended Event-Day QR Setup
For busy events, prepare the check-in station before customers arrive.
Recommended setup:
- Phone or tablet
- Working camera
- Caz Event Manager scanner open
- Reliable internet connection where required
- Charger or power bank
- Attendee list available as backup
Staff should also know how to perform a manual attendee lookup.
QR Ticket Checklist for Customers
Before attending an event, customers should:
- Check their booking confirmation.
- Locate their QR ticket.
- Keep the QR code available on their phone.
- Increase screen brightness if necessary.
- Ensure the QR code is not obscured.
- Bring a printed copy if preferred.
QR Check-In Checklist for Staff
Before the event:
- Open the Caz Event Manager scanner.
- Allow camera access.
- Check the camera is working.
- Confirm the correct event.
- Test the scanner.
- Check scanner sound settings.
- Have the attendee list available as a backup.
During the event:
- Scan each attendee’s QR ticket.
- Confirm successful validation.
- Check the attendee status.
- Avoid duplicate check-ins.
- Use manual lookup if a QR code cannot be scanned.
After the event:
- Review checked-in attendees.
- Record no-shows.
- Review attendance statistics.
QR Ticket Workflow
The complete QR process is:
Customer books event
↓
WooCommerce creates order
↓
Caz Event Manager associates booking with event
↓
Secure ticket token is generated
↓
QR ticket is provided to customer
↓
Customer arrives at event
↓
Staff open QR scanner
↓
QR code is scanned
↓
Ticket is validated
↓
Attendee is checked in
↓
Attendance statistics are updated
Summary
Caz Event Manager Pro uses QR tickets to provide a fast and practical method of event check-in.
The QR code is generated from the customer’s event booking and is associated with a secure ticket token.
Customers can present the QR code on their phone or as a printed ticket.
Event staff use the Caz Event Manager scanner on a phone or tablet to validate the ticket and record the attendee’s check-in.
QR tickets do not replace WooCommerce payments or event capacity management. They provide the final link between the customer’s online booking and their physical attendance at the event.
Book online → Receive QR ticket → Scan at the door → Check in.