Published on:
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. The platform assigns each row a unique QR ticket and emails it to the guest. 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
For a successful import, your spreadsheet needs at minimum these columns in any order:
First Name — required, used to address the QR ticket email
Last Name — required for door verification
Email — required, QR ticket is delivered here
Phone — optional but recommended for fallback lookup at the door
Ticket Type — optional, use this column if you have VIP, general, or comp categories
Column naming tips
Use plain English column headers: "First Name" not "fname" or "F_NAME"
Remove merged cells, totals rows, and any rows above the header row
Save as .xlsx or .csv — avoid .ods or Google Sheets with complex formatting
No empty rows between data rows — they will be treated as separate entries or skipped
Common import errors and how to fix them
"Email not recognized" — check for spaces before or after email addresses; use Excel's TRIM function to clean
"Duplicate email" — the same email appears twice; review and remove the duplicate row
"Missing required field" — a row is missing First Name or Email; fill in or delete the row
"Column not mapped" — your header names do not match the expected format; rename the columns before re-uploading
Import QA steps before the event
Import a test row with your own email first and verify that the QR ticket arrives correctly
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 — 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. The name and ticket type display immediately. Step 4: For guests without a QR code, search by name or phone number. 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, use the manual name or phone number search in the check-in interface as a fallback. This is why including a phone number column in the import is recommended.
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?
Use the manual name or phone number search in the check-in interface as a fallback. This is why including a phone column in your import is recommended.
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.