How to Create a QR Code Registration Form (Step by Step)
Replace the paper register at your entrance: build a registration form, put its QR code on a poster, and check visitors in at the counter.
A paper register at the door is slow, hard to read and impossible to search. A QR code registration form moves the whole thing onto the visitor’s own phone: they scan a poster at your entrance, fill in their details in the browser, and your staff see the registration at the counter the moment it is submitted.
This guide walks through building one in SurveyKar, from choosing a template to checking the first visitor in.
What a good registration form asks
Keep it to what you will actually use at the counter or afterwards:
- Who the visitor is — name and mobile number, and email only if you will use it.
- Who is taking part — for a child, a trial member or a group, their details separately from the person registering.
- Safety details — an emergency contact, allergies or medical notes where it matters.
- Consent — your terms, a waiver or photo permission, each as a checkbox the visitor must tick.
- Payment — how they will pay, if you charge for entry.
Every extra question costs you registrations at a busy entrance, so leave out anything nobody will read.
Step 1: Create the form from a template
In SurveyKar, open QR Walk-in → QR forms and click New form. Pick the template closest to your venue — Kids Play Zone, Visitor, Visitor with Approval, Event, Workshop, Gym Trial or General Walk-in — and give the form a name.
Each template sets up sensible sections, consents and payment defaults, so you start from something that already works. You can see what each one includes on the QR code registration form template page.
Step 2: Edit the questions on the Form tab
On the Form tab, adjust the sections to match your venue:
- Set each participant field — name, age, date of birth, gender — to required, optional or hidden.
- Add extra questions, such as allergies or a membership number.
- Choose which consents are required, and switch on an on-screen signature if you want a signed waiver on record.
Add your logo and brand colour so visitors know they are on the right page.
Step 3: Decide how people pay
On the Payment tab, choose the methods your counter accepts — cash, UPI, bank transfer, card at the counter, membership or complimentary — and whether the fee is fixed or set by staff. If you show your UPI QR on the form, you can ask visitors for the transaction reference or a screenshot; nothing is marked paid until a staff member verifies it.
If you do not charge for entry, turn payment off. A form cannot be published with payment on and no method enabled.
Step 4: Set up check-in
On the Check-in tab, choose whether you also record check-out — useful when you need to know who is still on the premises — and whether payment must be complete before a visitor can be checked in.
Step 5: Publish and print the QR code
Click Publish. The form goes live and its QR codes start accepting registrations.
On the QR codes tab, create one QR code for each entrance or counter, so every registration records where it came from. Download each as PNG or SVG — SVG stays sharp at poster size — or print it directly.
Put the poster at eye level before the queue forms, with one line of instruction: “Scan to register before you come in.”
Step 6: Check visitors in at the counter
When a visitor reaches the counter, find their registration by its number, their name or their mobile number. Take payment if you charge entry, verify it, and check them in. When they leave, check them out if you track that.
Every change — payment, check-in, a note — is logged with who made it and when.
Step 7: Review and export
The Reports view shows how many people came, when, how they paid and which entrance they used. To keep a record or hand the day’s list to accounts, filter the registrations and export them to CSV.
Where QR registration works well
- Kids play zones — parent and child details, allergies and a safety waiver before entry. See QR registration and booking for kids play zones.
- Gyms — trial visitors with a health declaration and waiver. See trial registration for gyms.
- Offices and factories — visitor registration, with an optional approval step before a visit is confirmed.
- Events and workshops — on-the-day registration without a paper list.
Frequently asked questions
No. They scan the QR code with their phone camera and fill in the form in the browser.
Yes. Create one per entrance or counter; every registration records which QR code it came through.
Walk-in payments are collected at the counter — cash, UPI, bank transfer, card, membership or complimentary — and a UPI payment is only marked paid once staff verify it. To take payment online before a visit, use a Booking & Payment form instead.
Yes. You can cap total registrations or registrations per day, or pause the form without losing its history.
Yes. Filter the registrations you need and export exactly those to CSV.
Keep reading
All articlesWhat Is a Good NPS Score? How to Read Yours (Without Fake Benchmarks
The short answer is a set of general bands that the industry uses as a rough guide. The honest answer is that “good” depends almost entirely on your own previous score, not on a table of industry averages you found online.