Participant tracking monitors attendance and engagement at meetings, events, and conferences. This can be done manually or through technology like RFID badges, QR codes, or apps. Organizations use the collected data to measure attendance, evaluate session popularity, and measure overall event success.
Do you frequently host events or large conferences for your business? If so, consider leveraging the advantages of an online event participant tracking form. As an event host, increasing attendee participation and tracking their engagement is essential. You can effortlessly achieve this by using a simple and user-friendly tracking form.
Let your attendees scan a QR code to access the form and streamline the process. Unsure how to start? Online tools like QR code form builders make creating forms and generating the corresponding QR codes quick and easy.
How does participant tracking work and why does it matters?
Participant tracking assigns unique IDs to each event attendee. These IDs can be badges, QR codes, or app check-ins. In real-time, the system records the presence and activity of attendees as they move. This data is then analyzed for insights into participant behavior and event success.
It’s crucial for meetings and events and helps organizers measure success by tracking attendance, session interest, and engagement. This data aids in improving future events and also points out areas for improvement. It helps organizers better meet attendees’ needs and interests.
Using participant tracking technology benefits event organizers greatly. Key advantages include:
- • Real-time data: Organizers receive instant attendance and engagement updates, allowing them to quickly improve the event.
- • Improved accuracy: Automation reduces human errors, ensuring precise data collection.
- • Better participant experience: It speeds up check-ins, offers personalized suggestions, and adds interactive features.
- • Informed decisions: Organizers can analyze data to make better choices for future events and boost returns.
Use QR forms for your event participant tracking form
A form builder is an online tool designed to accelerate the form creation process. It lets you create and customize various types of forms. You can add fields or form components (such as name and mobile numbers) depending on your needs. Some businesses use this software to create contact and survey forms.
However, an event QR code form is the perfect solution for businesses looking to host a meeting or an event. There are several reasons to use form-building software.
Monitor attendees
An online form builder lets you monitor and regulate the event attendees. You can share the event QR code form with the key stakeholders and make the data accessible in a central dashboard, improving the overall organizational procedures underlying your event.
Data management features
The optimal form QR code generator usually offers many data management features. For instance, you can organize responses automatically and integrate the data received with third-party apps.
Improve user experience
Well-designed online forms improve user experience and minimize the hassle of collecting and submitting data. So you can attract more attendees to your event.
Drag and drop features
An online event participant tracking form helps you gather qualitative and quantitative data. So, use the drag-and-drop features of the form builder for event registration and create a seamless design.
How can you use QR codes to track events?
Quick Response codes are advantageous for event hosts in different ways. As a host or event manager, you can track:
- • Your attendees can use their mobiles to take advantage of QR codes, which makes this tool very convenient. This means there is no longer a need to use paper-based tickets. When event entry is carried out this way, it will help reduce the queue and accelerate the overall process. Moreover, QR codes ensure no risk of ticket fraud.
- • Use QR codes to group guests and manage the invitees at different times.
- • An event form QR code gives you real-time data of attendees arriving at your venue, allowing you to track attendance and manage crowd flow. You may also use these codes for virtual meetings and remote events, where attendees are directed to scan the code and fill out the form.
Integrating event QR code into your online event participation form
Most online event managers use form builders to generate a digital form. The event QR code generated by such software can be printed and displayed in accessible areas to boost event registration. You can also add promotional materials to the form. When the attendees scan the code using a mobile, they will be directed to the event registration or landing page. You can check the number of participants attending your event using these tools.
Some people use a Google form QR code for their event-related purposes. For instance, link your QR code to a Google form and let your event attendees share their feedback. You may also place the QR code at multiple touch points. Your target audiences will have a seamless experience, as they can easily access the event participant tracking form.
The best form builder for event registration lets you create the event QR code.
Steps for using a form QR code for your event
With QR code forms, you can optimize your event participation tracking process. Simplify the process of collecting and managing attendee’s information by following the steps below:
Generate the digital form
You must first select a form creator to design the virtual form. Add all the relevant fields needed to capture comprehensive information about your guests. You may also insert event-related questions but do not make the form too cluttered. Ensure that you have created a mobile-friendly form for meeting attendees.
Create a QR code
The next step is to generate a unique QR code using the free-form online builder tool. Many form creation software comes with built-in code generation features. Generate the code and share the link that corresponds to your online form. Make sure that the code is easily scannable when printing it out.
Choose Various Distribution Channels
Distribute your QR code through various online channels. Add the code to your flyers and event tickets. The code is also shareable through multiple virtual channels, such as:
- • Event’s landing page
- • Social platforms
You should display the code at your information booth and registration desk to track event participation.
Promote In Creative Ways
You can offer freebies or other incentives to ensure the maximum number of people fill out your form. Educate attendees about using the event QR code and assist if needed.
Start Monitoring
Use your form builder’s analytics tools to track real-time responses. The data you have gathered can also be exported to your CRM system and spreadsheets for future analysis.
Improve Privacy and Security
Your online event participant tracking form should comply with data protection and security regulations. Let participants understand how you plan to use their data.
Follow-up
Set up automated notifications like confirmations or thank-you messages displayed when a person submits the form. The collected data helps deliver follow-up emails. These are some of the simple steps you can follow to use QR codes for your event. However, you should consider an alternative check-in method if there are technical issues.
Benefits of using an online form for tracking attendees
There are many advantages of using a QR code if you host an event and invite attendees.
- • Go paperless—You do not need to depend on paper for event registration. Thus, you can avoid the cost of various materials required to implement a manual data entry system. Your attendees can access the code on their mobile phones. The paperless event registration form will also reduce environmental impact.’
- • Attract more leads—A QR code can be displayed at various places to help you increase the number of event signups and capture more leads. When your attendees scan the code and go to the page, they will find the relevant information. This eliminates the need to hire various staff dedicated to answering questions.
- • There is no risk of losing tickets— Your guests can carry a virtual copy of the QR code ticket or event invitation. They can also save it on their mobile device or email. Once you have provided the code to attendees, you can focus on other important activities for the event.
- • Get real-time feedback—Another benefit of QR code-based registration is that you can collect real-time feedback. Your attendees merely have to scan the code and provide a quick opinion. Based on their views, you can elevate their experience in future events.
The best software
Event planners now use QR code software for tasks like online event registration and tracking. With many options available, choosing the right one can be tricky. First, assess your event’s needs and then pick software that matches. Here’s a guide to help you choose the best QR code software.
Identify your event’s needs
Start by evaluating your event’s specifics. Consider the size, type of participants, and necessary data. For example:
- • Is it a small seminar or a large conference? Larger events need software that manages more attendees.
- • Are you tracking attendance, or do you need feedback?
Knowing these details helps you select the right software.
User-friendly
Pick software that’s easy to use. It should allow quick code creation without much technical knowledge.
- • Generating codes should be simple and quick for planners.
- • Scanning codes and accessing information should be easy for attendees.
A user-friendly system ensures a smooth experience and reduces errors.
Additional features of event registration form
Some tools offer more than basic code creation. Depending on your needs, look for software with additional features, such as form templates. These templates allow you to quickly create attendee forms that can be customized for your event.
- • Once the code is scanned, attendees can access pre-designed form templates, making the registration or feedback process seamless.
- • Instantly view attendance and engagement data collected through the forms, allowing you to make informed decisions during the event.
These features improve event management.
Customization options
Choose software that allows you to tailor code and event participant tracking forms online.
- • Forms: Customize for feedback, questions, or basic information.
- • Codes: Add logos, colors, or text for a professional look.
Customization makes the software fit your event and branding.
Integration options
Look for software that connects with other tools, like:
- • HubSpot: Import attendee data quickly.
- • Canva: Customize codes and graphics.
- • Event Tools: Manage guest lists and tickets seamlessly.
Integration saves time and keeps data organized.
Tracking and analytics
Choose software with strong tracking features. Look for:
- • Dashboards: See real-time attendance and engagement.
- • Reports: Get detailed insights post-event.
These features make it easier to assess event success.
Create event participant tracking form using form QR code generator
QR codes are beneficial for in-person and online event registration. They have revolutionized the way you draw attendees to an event. When this solution is integrated, everything becomes easily manageable, from events and business meetings to seminars.
So, a form builder and QR code generation software can be used to make the most of this smart solution. The form QR code generator has user-friendly features to make this transition smoother.
If you plan to host an event, create a form builder for event registration using the digital form generator. This software will also help you create a QR code that you can seamlessly link with your event QR code form. Log in to the platform and design more QR codes for your event.