Grupolive Event Tickets: QR Check-in on Autopilot

Grupolive runs in-person events like the Pre-Departure Orientation, with hundreds of participants who need to register, get a ticket and check in at the door. Doing that with spreadsheets and printed lists was slow and easy to get wrong.

I built an automated ticketing system with Airtable as the database and Make.com running the whole flow, from the moment someone signs up until they walk in.

Registration. Attendees fill out a form. That triggers the master workflow in Make and saves their data in Airtable.

QR code. A unique QR code is generated for each attendee, stored in Google Drive and linked to their Airtable record. That code is their ticket.

Personalized ticket. The QR goes into a branded ticket template with their name, member number and destination, rendered as an image and emailed to them.

Scanner app. A lightweight web app hosted on Vercel lets authorized staff scan tickets from their phones. Only admins can check people in, so no one can register attendance on their own.

Check-in email. Right after the scan, the attendee gets a thank-you email with the event documentation.

Attendance tracking. Every check-in is recorded in Airtable, so the team knows exactly who showed up.

Registration, tickets and check-in run on their own. The team spends the event with the participants instead of checking names on a list.