Solution · participants and questionnaires
QR attendance: who has arrived shows up in Telegram within seconds
Finding out who has arrived means checking paper lists for 10 minutes or more. This solution gives everyone a personal QR code, each check-in goes straight into a log, and one live Telegram message updates to show who is here and who is still expected.
What it looks like
Mock-ups with demo data, no real data
Attendance
Morning block · 18 of 20 ✅
Here: Anna S., Oliver P., Maria K., Ethan R. and 14 more
· Expected: David L., Eve N.
09:58 · edited
🕘Attendance log
| Participant | Block | Time | Status |
|---|---|---|---|
| AAnna Smith | Morning | 09:41 | Arrived |
| OOliver Peters | Morning | 09:44 | Arrived |
| DDavid Lane | Morning | — | Expected |
At a glance
- In production
- At a client under NDA
- Fits
- Classes, events, trainings, conferences
- Needs
- A participant list in Notion and a Google Sheet for check-ins
Result at the client
10+ min → <10 s
to count who has arrived
Counting who arrived
Estimate for your company
≈6–7 h
of coordinator time per group
Assumption: 2 check-ins a day × 20 class days × 10 minutes of manual list checking
This is a calculation, not a promise: plug in your own volumes and the figure changes.
Before
- Paper lists are checked by hand, and by the time the count is done the session has started.
- Attendance never reaches the shared database, so there is nothing to compare it with later.
What was built
Personal QR codes
After payment each participant gets a QR code, and each group gets a printable sheet. Old files are replaced rather than piling up.
Check-in at the door
A scan is written to a sheet, and n8n moves it into the attendance log, linked to the group and the schedule block.
A live Telegram message
One message per block updates in place: who has arrived, who is expected, and “everyone is here” when they are.
Stack
- n8n
- Notion
- Google Drive
- Google Sheets
- Telegram
Where it runs
Questions
Is a separate scanning app needed?
No. Check-ins are collected in a Google Sheet and n8n does the rest; the scanning method suits the venue, and a phone is usually enough.
Why one message rather than a notification per person?
Nobody reads a hundred notifications. One message that updates in place shows the whole picture at any moment.