Sending Guest QR Codes over WhatsApp (and SMS)

E-mail campaigns are the right tool for 500 guests. For a 40-person VIP dinner, a launch party or a wedding, WhatsApp is often better: the message is read within minutes, and the QR code sits in the chat when the guest reaches the door. Here is how to do it with Eventor.

Step 1: Export the QR code links

1. Open the event at events.eventor.app and press Export.
2. Under Advanced options tick Export QR Code data and download the Excel or CSV file.
3. The column QR Code contains one link per guest. Opening a link shows that guest’s QR code as an image.

Eventor QR codes are always delivered as links, not as image files, so you can either send the link or download the image and send that.

Step 2a: Send the link (fastest)

Paste the guest’s link into the WhatsApp chat together with a short message:

Hi Anna, here is your personal entry code for the Summer Gala on 12 July. Open the link and show the QR code at the entrance: https://api.qrserver.com/… One code per guest, please do not forward it.

Guests tap the link, the code opens in the browser, and they can screenshot it. This takes about 15 seconds per guest.

Step 2b: Send the image (nicer)

Open the guest’s link on your computer, right-click the QR code and Save image as anna-mueller.png. Then drag the image into the WhatsApp chat. On a phone, open the link, long-press the image and choose Save, then share it from Photos.

For more than 20 guests, do the export once and use a WhatsApp Business broadcast list for the standard message, then send each image individually. Or automate it: with the CSV and a mail-merge tool (Google Sheets + a WhatsApp or SMS API such as Twilio) the link column becomes a placeholder in a templated message.

Sending by SMS

Same idea: paste the link into the text. Links from api.qrserver.com are short enough for a single SMS and open in any phone browser. SMS is the right channel for older audiences and for countries where WhatsApp is less common.

At the door

Guests show the code on their phone, in WhatsApp, in Photos or in the browser. Tap the scanner icon in the Eventor app and scan. Screen brightness matters more than anything else: ask guests to turn it up if the first scan fails.

A forwarded code is caught automatically. The second scan shows already checked in with the original guest’s name.

Good to know

• The code contains only the guest ID, no personal data. A screenshot is safe to store.
• If you delete and re-import a guest, they get a new ID and the old code stops working. Edit guests instead of re-importing after the codes are out.
• Prefer e-mail for big lists: Sending Eventor QR codes with Mailchimp.
• Sold tickets elsewhere? Scan those instead: Import Eventbrite attendees into Eventor.

Create a free event, add yourself as a guest, export the QR data and send yourself the code to see the whole loop in two minutes.