Event Attendance Tracking App — Free
Free event attendance tracking app: scan QR passes or search names, add walk-ins, watch a live checked-in count and export who came as a CSV.
What is Event Flo's attendance tracking?
Event Flo is a free event attendance tracking app for in-person events, with no attendee cap. Your door team scans QR passes or searches names on their own phones and adds walk-ins, and your check-in screen shows the live checked-in count. Afterwards, every event exports a guest list CSV of who came, imports and walk-ins included. On Business conference and Business training events, a CSV or PDF attendance report of everyone on the list, imports and walk-ins included, comes too.
Live count: On your check-in screen. Guest list CSV: Every event, imports and walk-ins included. Attendance report: CSV or PDF on Business events. Guest ID check: Optional per event, on by default. Platform fee: $0.
Free, with no contract
Spreadsheets need someone typing at the door, and enterprise platforms like Cvent sell annual contracts. Event Flo is free: no per-attendee fee, no plan to upgrade for live data and no contract to sign.
Whether you run a corporate town hall, a multi-session conference or a private networking dinner, Event Flo's free event check-in app shows who has arrived while the doors are open.
Not ready to move off a spreadsheet? Start with the free attendance tracking template. Its Name, Email and Phone columns import into Event Flo when you are.
What your attendance records cover
Every check-in lands on one list: passes scanned at any door, names found by search and walk-ins added from the scanner. Every event exports that list as the guest list CSV, with each check-in marked and imported guests and walk-ins included.
On Business conference and Business training events, the attendance report adds each attendee's check-in time and sessions, as a CSV or PDF, with a Source column that marks who registered, who you imported and who walked in.
Guest ID checks are an optional per-event setting, on by default. Guests who register can ask for a spot first and are confirmed once their ID is verified. Imported guests and walk-ins are not ID-checked. Combined with event guest list management, you keep control from registration to check-in.
Built for every event team
Event types: Corporate town halls and all-hands meetings, multi-session industry conferences, training days and CPD workshops, product launches and press events, networking dinners and private gatherings.
Ideal for: Event organizers and conference managers, HR and L&D teams tracking training attendance, corporate event teams who need a record of who came, non-profits and associations running member events, and colleges and universities tracking seminar attendance.
What you get
Live Check-In Count — Your check-in screen shows the checked-in count and each arrival as it happens, across every door, with no page refresh.
Session Tracking — Add sessions to an event and scan attendees in at each room door, imports and walk-ins included. On Business conference and Business training events, the attendance report shows how many attended each session and the sessions each person entered.
Optional Guest ID Checks — An optional per-event setting, on by default. Guests who register can ask for a spot first and are confirmed once their ID is verified. Imported guests and walk-ins are not ID-checked.
Attendance Report for Business Events — On Business conference and Business training events, download a PDF attendance report headed with your organization's name if you set one: registered, checked in, no-shows and each attendee's check-in time, imports and walk-ins included. It also comes as a CSV.
Multi-Device Sync — Run as many scanners as you have entrances. Each pass checks in only once.
Guest List CSV — Every event exports every guest as a CSV, imported guests and walk-ins included, with each check-in marked and the answers to your registration questions. It opens in any spreadsheet.
Three steps to live tracking
1. Add Your Attendees — Import a CSV or Excel file, then email the QR passes from the Imports & walk-ins tab. To take sign-ups on the event page instead, your ID is verified first: once, before an event is listed publicly or opened to sign-ups.
2. Scan at the Door — Scan QR passes from any phone with a camera, search a name when a pass won't open, and add walk-ins. Adding a walk-in needs a connection. The checked-in count on your check-in screen updates as each guest checks in.
3. Export Who Came — Download the guest list CSV with every check-in marked, imported guests and walk-ins included. On a Business conference or Business training event, the attendance report adds each attendee's check-in time, imports and walk-ins included, as a CSV or PDF.
Event Flo compared with Cvent and Eventbrite
The differences that decide this for most teams are cost, what each export covers and whether guest ID checks come built in.
| Feature | Event Flo | Cvent | Eventbrite |
|---|---|---|---|
| Platform fee | Free | Annual contract | Free (basic) |
| Live checked-in count | Yes | Yes | Basic |
| Guest list CSV export | Yes, every event | Yes | Basic |
| PDF attendance report | Business events | Yes | No |
| Guest ID checks | Optional, on by default | No | No |
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Frequently asked questions
Is event attendance tracking free with Event Flo?
Yes. The live checked-in count and the guest list CSV come with every event, and on Business conference and Business training events so does the CSV or PDF attendance report. Event Flo charges $0 platform fees and $0 per-attendee fees, for any event size.
How accurate is attendance tracking?
Each pass checks in once. With a connection, a forwarded screenshot shows as already checked in at its second scan. Walk-ins your team adds are checked in as they are added. Your Check-in screen lists everyone who has arrived, walk-ins included, not just who registered or clicked a link. Guest ID checks are an optional per-event setting, on by default: guests who register are confirmed once their ID is verified, and imported guests and walk-ins are not ID-checked.
Can I track attendance across multiple check-in stations?
Yes. Every door staffer you invite scans from their own phone, with no device limit. Each scan is checked against the same guest list, so a pass checks in only once, and the count on your Check-in screen covers every entrance.
What is the best way to track attendance at recurring meetups?
Give every session its own RSVP list and check people in with a QR scan at the door. On Event Flo you run the group as a community and post each meetup as its own event, so every session keeps its own record of who registered and who actually checked in; comparing check-ins with confirmed RSVPs gives you that session's show rate. Check-in runs in any phone browser. With guest ID checks on (the default), guests who register are confirmed once their ID is verified; people you import or add at the door are not ID-checked.
How do I handle no-shows and cancellations at my events?
Make cancelling easy and showing up expected. On Event Flo, guests can cancel their RSVP from the event page, which frees the seat — turn on waitlist auto-promotion and the next person in line gets it automatically. Every confirmed guest receives a reminder email the day before and another about three hours before the event. Charging even a small ticket price and keeping ID verification on (the default) adds commitment, and after the event you can compare check-ins with confirmed RSVPs to see who did not come.
How do I track revenue and attendance at my events?
Event Flo shows both in your free host dashboard. The Revenue view multiplies your confirmed tickets and imported guests by your ticket price. If you mark guests paid on your Guests screen as they pay you, it multiplies the guests you marked paid instead, beside what all your priced tickets work out to; guests pay you directly, so it is your own record, not money Event Flo holds. For attendance, every QR scan at the door updates a live checked-in count on your Check-in screen, so you can compare who came with who confirmed, and after the event you can export the guest list as a CSV with every guest, their answers and their check-in. Your Audience view adds the long view: how many of your events each guest confirmed and how many they actually attended.