Published: · Updated:
Author: Aryan Singh — Founder & CEO, Event Flo
If your guest list lives in Excel and you want QR code check-in at the door, you need to import the spreadsheet into a platform that assigns each guest a unique QR ticket. This guide covers the required column format, how to import without errors, and how to run check-in on event day.
Direct answer: How do you turn an Excel guest list into QR check-in?
Upload your Excel or CSV file to an event platform that supports guest list imports, such as Event Flo. Event Flo gives each row a unique QR code for the door, and you email guests their passes from the event's Imports & walk-ins tab. On event day, door staff scan QR codes in a browser without installing an app. The guest list updates in real time as people check in.
Required spreadsheet columns
Event Flo reads the first sheet of your file and finds each column by its header, in any order. Only the name column is required. The free event attendance tracking template is already laid out this way:
Name: required, one column with each guest's full name. The header can be Name, Full Name, Guest, Guest Name, Attendee or Attendee Name. A row without a name is skipped.
Email: optional, but it is where the guest's QR pass goes when you send it. Any header with the word email in it works, such as Email Address.
Phone: optional. It stays with the guest on your guest list and in the guest list CSV. A header with phone, mobile or WhatsApp in it works.
Any other column, such as ticket type or notes, is ignored by the import, so you can keep it for your own use.
Column naming tips
Keep each guest's name in one column. If your sheet splits First Name and Last Name, join them into a single Name column before you import.
Remove merged cells, totals rows, and any rows above the header row
Save as .xlsx, .xls or .csv, and keep the guest list on the first sheet. From Google Sheets, use File, then Download, and pick .xlsx or .csv.
Empty rows are skipped, so gaps between rows do no harm.
Import up to 500 guests at a time. Split a longer list into separate files.
Common import errors and how to fix them
Missing name column: the header row needs a name column. Rename yours to Name, or join first and last names into one Name column, then upload again.
No email column: the guests still get door codes but cannot be emailed a pass. Add an Email column and upload again, or share their door codes from the Imports & walk-ins tab.
Missing name in a row: that row is skipped. Fill in the name, or delete the row, before you import.
Does not look like an email: the guest is imported without one. Check for a typo, a space inside the address, or two addresses in one cell.
Duplicate of an earlier row: a second row with the same email, or the same name when there is no email, is skipped.
Stopped at 500 rows: split the list into files of 500 or fewer and import each one.
Import QA steps before the event
Import a test row with your own email first, send yourself the pass from the Imports & walk-ins tab, and check that it arrives
Open your imported guest list in the platform and scan down for rows with missing names or malformed emails
Check the total count in the platform matches the row count in your spreadsheet
Run a test scan with a QR ticket on your own phone at least 24 hours before the event to confirm the check-in flow works
Event day check-in workflow
Step 1: Open the check-in page in a browser on each door staff's phone, with no app install needed. Step 2: Guests present their QR code (in email, in the app, or as a screenshot). Step 3: Door staff scan with the phone camera, and the screen shows Checked in with the guest's name. Step 4: For guests without a QR code, search by name. Step 5: Duplicate scans are flagged automatically. Step 6: The organizer sees a live headcount from any device.
Related: Event Flo Excel import guide · QR check-in guide · guest list management.
FAQs
Do guests need to download an app to receive their QR ticket?
No. QR tickets sent via email can be opened in any email client on any device. Guests show the QR code on their phone screen and it is scanned at the door. No app required for attendees.
Can I import a guest list on the day of the event?
Yes, but leave time for the QR ticket emails to be delivered and opened by guests. Importing on the day gives guests minimal time to receive their tickets before arrival. Import at least 24 hours in advance where possible.
What if a guest's QR code does not scan?
If the QR code is blurry, too dark, or the camera struggles, search the guest's name in the scanner and check them in from the result. The door search goes by name, not phone number, so a clean Name column matters most.
What format should the Excel file be in?
Save as .xlsx or .csv. Make sure the first row contains column headers. Remove any merged cells, formula rows, or summary rows above the data. Standard table layout with one guest per row.
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Frequently asked questions
Do guests need to download an app to receive their QR ticket?
No. QR tickets sent via email can be opened in any email client. Guests show the QR code on their screen and it is scanned at the door — no app required.
Can I import a guest list on the day of the event?
Yes, but import at least 24 hours in advance so guests have time to receive and open their QR ticket emails before arriving.
What if a guest's QR code does not scan?
Search the guest's name in the scanner and check them in from the result. The door search goes by name, not phone number, so a clean Name column matters most.
What format should the Excel file be in?
Save as .xlsx or .csv with column headers in the first row, one guest per row, no merged cells or summary rows above the data.