Practical guide · 10 minute setup

How to track club attendance with QR codes

A reliable attendance system should be fast for members at the door and useful for officers after the meeting. This workflow connects a clean roster, QR check-ins, participation points, and reporting without repeated spreadsheet cleanup.

Published July 11, 2026 · By Clubby

What you need before you start

The officer running check-in needs a computer or phone with a Clubby account. Members need a smartphone camera to scan the QR code, but they do not need Clubby accounts. Clubby is free, so the setup cost is $0.

Set up QR attendance in six steps

  1. 01

    Create your club roster

    Add each member's name and the identifier your organization uses, such as a student ID. A clean roster gives every future check-in a consistent member record.

  2. 02

    Create an attendance session

    Before the meeting begins, create a session with a clear event name and date. Choose whether successful check-ins should award participation points.

  3. 03

    Configure the check-in form

    Ask only for information your officers will use. Keep identity fields consistent and add optional questions for activities, notes, or meeting-specific feedback.

  4. 04

    Display the QR code

    Open the session QR code where arriving members can see it. Members can scan it with their phone camera and submit the check-in form without creating an account.

  5. 05

    Review attendance after the meeting

    Close or stop sharing the session when check-in ends, review the attendee list for mistakes, and confirm that participation points were applied as expected.

  6. 06

    Use the history for follow-up

    Compare turnout across meetings, review individual participation history, and export records when an adviser or officer team needs a copy.

Common attendance mistakes to avoid

Do not collect fields simply because they might be useful one day. Every extra question slows the line and creates more data to protect. Collect the minimum information your club actually uses.

Avoid sharing one permanent check-in link for every event. Meeting-specific sessions create a clearer history and make it easier to identify when each response was submitted.

Finally, review the list shortly after the meeting. Correcting a duplicate or spelling mismatch is easier while officers still remember who attended.