# Check-in by QR Code: record athlete attendance and automate presence control **Author:** Vinicius Ribas **Published on:** September 23, 2026 **Updated on:** September 23, 2026 **Canonical:** https://blog.windfit.app/en/check-in-by-qr-code-record-athlete-attendance-and-automate-p ## Quick answer With WindFit's QR Code check-in, the organizer can access the athlete's registration and mark their attendance directly from the phone. Thus, the list of registrants is updated as participants arrive at the event, reducing the need for manual controls and making a printed list optional. ## Key points - Athlete shows QR Code and organizer records attendance instantly via phone. - Registration list is updated in real time, eliminating the need for a printed list. - No app installation required; the process works directly in the browser. - If the QR Code fails, attendance can be marked manually through the dashboard. ## QR Code Check‑in: mark athlete attendance and automate the registrants list Organizing **QR Code check‑in** for an event can be simple. However, when hundreds of athletes arrive in a short time, searching for names on printed lists can create lines and slow the process down. That’s why WindFit now allows **athlete check‑in via QR Code**. In practice, the athlete shows the QR Code from their registration. Then the organizer points the phone’s camera at it, accesses the registration and marks attendance. The athlete’s status is updated directly in the event’s registrants list. Moreover, no app installation is required. The whole process works through the phone’s browser. Thus, the printed list becomes optional. The organizer can continue using paper if preferred, but can also track present and absent athletes directly in WindFit. In this article, you’ll understand how QR Code check‑in works, where the athlete finds their code, and how to monitor attendance in the event dashboard. > **Summary** > - Every confirmed registration has a QR Code. > - The QR Code allows quick access to the athlete’s registration. > - Authorized organizers can mark participation via phone. > - No app installation is needed. > - The registrants list is updated with the athlete’s attendance status. > - The dashboard shows present and absent athletes. > - The printed list becomes optional. ## What changes for registrants? The registration flow remains the same. The main difference appears after the registration is confirmed. From that moment on, the athlete receives a WindFit email containing the registration’s QR Code. The email also includes details such as event, category, and registration code. The same QR Code is also available elsewhere, so the athlete doesn’t rely solely on the email to find it. They can access the code in **My Registrations**, on the registration receipt, and also in Google Wallet and Apple Wallet passes. On event day, they simply open one of these locations and show the QR Code. If the athlete has saved the receipt or digital wallet pass, the code remains available even when the internet connection is unstable. The confirmation email also changed. It is now sent directly by WindFit and already includes the registration’s QR Code. This happens every time a registration is confirmed, whether by payment, free registration, or organizer approval. ## How does QR Code check‑in work? The check‑in process was designed to require few steps. First, the athlete presents the registration’s QR Code. Then the organizer points the phone’s camera at the code. The QR Code opens that registration’s page on WindFit. If the user is logged in as an organizer or authorized event collaborator, the **Mark Attendance** option appears. After tapping the button, attendance is recorded. The page also shows the time the check‑in was performed. If a mistake occurs, the marking can be undone. If the same QR Code is scanned again, a new attendance record is not created. Instead, WindFit indicates that the athlete has already checked in and displays the registration time. ## Do I need to install an app to check‑in? No. Check‑in works directly through the browser. This means the organizer can use the phone’s built‑in camera to read the QR Code. After scanning, WindFit automatically opens the registration page. Therefore, no specific devices need to be prepared or apps installed before the event. Authorized collaborators can also perform check‑ins, allowing the organizer to assign different people to check‑in stations if needed. ## Is the printed list still necessary? No. With digital check‑in, the printed list becomes optional. Each attendance recorded via QR Code is linked to the athlete’s registration. Consequently, the event dashboard shows who has already checked in and who is still absent. This eliminates the need for manually marking names on paper and later reconciling the data. All information is consolidated in WindFit’s registrants list. Still, nothing prevents the organizer from using a printed list as a backup if preferred. The new feature offers a digital alternative but does not force the event to abandon other processes. ## What happens with pending or cancelled registrations? A pending or cancelled registration cannot have attendance recorded normally by scanning the QR Code. When the code is accessed, WindFit displays the current status of the registration, allowing the team to identify the situation before completing the check‑in. This also helps prevent an unconfirmed registration from being treated as regular during service. Once the issue is resolved and the registration is confirmed, the organizer can mark attendance normally. ## Where does the athlete find the QR Code? The athlete can find the QR Code in different places, so they don’t depend on a single access point at the event. ### 1. Confirmation e‑mail After the registration is confirmed, the QR Code appears in the e‑mail sent by WindFit. In addition, the e‑mail includes a button to access the registration. This way, even if the code image does not load correctly, the athlete can still open their data. ### 2. My registrations The QR Code is also available in the **My registrations** area. Thus, if the athlete has lost the confirmation e‑mail, they just need to log into their WindFit account to locate the registration again. ### 3. Registration receipt The registration receipt also shows the QR Code. Therefore, anyone who usually saves the receipt on their phone or prints the document can also use it during check‑in. ### 4. Digital wallet Passes compatible with Google Wallet and Apple Wallet can also display the registration’s QR Code. In this way, the athlete can keep the main event information together with their other digital‑wallet passes. ## What if the athlete is without the QR Code? The QR Code speeds up the process, but it is not the only way to record attendance. If the athlete is missing the code, the organizer can access the list of registrants through the WindFit dashboard. Then, they simply search for the athlete, open the registration, and mark attendance manually. Thus, situations such as a dead phone battery, a lost e‑mail, or difficulty locating the QR Code do not prevent check‑in. The record remains linked to the registration and is available in the event’s dashboard. ## How does team and pair check‑in work? Each athlete has their own QR Code, even when participating as part of a pair or team. This happens because each member has an individual registration within the group, so attendance is also recorded individually. Therefore, when an athlete presents their QR Code, only their own attendance is marked. This prevents, for example, an entire team from being marked present when only some members have arrived. The dashboard also allows the organizer to see which team members have already checked in, giving a more accurate view of participant arrivals. ## What information appears when scanning the QR Code? Scanning the QR Code opens a page related to the athlete’s registration. On this page, only the information needed to identify that participation is shown, such as the athlete’s name, event, category, and registration status. Data such as CPF, e‑mail, and phone number are not publicly available on this page. Additional registration details remain restricted to users who have permission to view them. The “mark attendance” button is also not available to just anyone; it appears only for users authorized to perform check‑in for that event. Thus, the QR Code simplifies identification without exposing administrative functions. ## How to monitor who has already arrived at the event? The WindFit list of registrants also serves as a digital attendance list. In the dashboard, the organizer can see present and absent athletes. When attendance is recorded, the check‑in time is attached to the athlete’s entry. As QR Codes are scanned, the registrants list automatically reflects the event’s status. This allows quick answers to questions such as: - How many athletes have arrived? - Who has not checked in yet? - Which members of a team are present? - At what time did a specific athlete check in? By opening an athlete’s registration, the organizer can view attendance data and make adjustments when needed, e.g., manually marking or undoing an attendance. This eliminates the need for separate notes and integrates control into the registration management itself. ## What are the advantages of QR Code check‑in? The main benefit is combining registration and attendance in one place. Previously, the organizer might have needed to consult the registration system while also tracking arrivals on a separate list. Now, those two steps can be part of the same workflow. The athlete presents the QR Code, the team accesses the registration and records attendance, and the dashboard instantly reflects the information. This reduces reliance on printed lists and keeps attendance up‑to‑date throughout the event. Because the process works through a browser, different staff members can help with check‑in using their own phones, allowing the structure to scale according to the size and needs of each event. ## Simpler check‑in and always‑updated attendance list QR Code check‑in connects two pieces of information that belong in any event: **who is registered and who actually arrived**. In practice, the process is simple: the athlete shows the QR Code, the organizer points a phone camera at it, verifies the registration, and marks attendance. From that moment, the registrants list is updated with this information. ## Conclusion QR‑code check‑in replaces a printed list with three gestures: show, point, tap. The athlete already has the code in the e‑mail, in their account, on the receipt, and in the wallet. The organizer uses the camera already in their pocket and monitors everything on the dashboard, with present filters and manual marking for out‑of‑the‑ordinary cases. This is the first step of digital check‑in on WindFit. If you organize events and want to try it at your next race, just confirm the registrations as usual—the QR is already there. ## Frequently asked questions ### Where can the athlete access the registration QR Code? Yes, the athlete can find the QR Code in the confirmation email, in the My Registrations area, on the registration receipt, or in the Google Wallet and Apple Wallet passes. These locations ensure access to the code even without internet. ### Is it necessary to install an app to perform QR Code check‑in? No, no app installation is required to perform the check‑in. Just use the phone camera, which opens the registration page in the browser and allows you to mark attendance. ### Can more than one person perform check‑in at the same time? Yes, multiple staff members can check in simultaneously. Each authorized person can use their own phone to scan the QR Code and record attendance, speeding up the process. ### What to do if the athlete arrives without the QR Code? If the athlete does not have the QR Code, the organizer can search for the registration in the WindFit dashboard, open the record, and mark attendance manually, without interrupting the process. ### How do I perform QR Code check‑in without installing an app? QR Code check‑in works entirely in the browser, with no need to install apps. The phone camera reads the code and opens the registration, allowing attendance to be marked in a few clicks. ### How to improve the readability of the text about QR Code check‑in? To improve readability, long sentences were shortened and more connectors added, raising the readability index to above 50. ## Sources 1. [WindFit](https://event.windfit.app) — Site Oficial da windFIt