Use-case playbook
How event organisers can run registration, agenda and recordings with one QR code
One code on posters, badges and slides. Before the event it sells tickets, on the event days it opens the live agenda, and afterwards it shows the recordings and asks for feedback.
Best for
Conference and trade-fair organisers, event agencies, associations, meetup and festival teams
Languages
One language on Pro; more languages with phone-language rules, usually on Premium
You can track
Scans by stage and by hour on event days, registrations and feedback that started with a scan
The problem with one static code
Most organisers print one static QR code that opens the event homepage, and people have to dig for what they need. Or they print a code for every stage, so registration posters still send people to sold-out tickets during the event.
Livestream and recording links often appear after the programme has gone to print. When a link changes, the only fix is reprinting or a sticker over the old code.
How it works
One smart QR code, four rules
Each rule is a Smart Redirect with a Duration condition: a start and an end date and time. TOL uses the time zone in your account settings, so check it matches the event. Example for an event on 14–15 May.
In plain words: before the event people get registration, on the event days the live hub, afterwards the recordings and feedback form.
- Until 13 May, 23:59 → registration or ticket pageBefore the event, every scan is a chance to sell a ticket.
- 14 May, 00:00 – 15 May, 23:59 → live hub: agenda, livestream, room mapPeople need what’s happening now, not a ticket shop.
- 16 May – 30 June → recordings, slides and a feedback formFeedback is most honest while memories are fresh.
- Everyone else → “next edition” page with a waitlistThe fallback: codes on old tote bags still lead somewhere useful.
Step by step
Set it up in TOL
- Stage 1 · Prepare
- Check the time zone in your account settings, so the rules switch at the event’s local time.
- Build four pages: registration, live hub, recordings and feedback, next edition. Add UTM tags to their links.
- Connect your own domain with an A record, before you create any codes. Premium
- Stage 2 · Build in TOL
- Create one or two codes with the “next edition” page as the standard link (the fallback).
- Add the Smart Redirects: language rules first (if any), then the three date rules.
- Design the QR code with your event logo and colours.
- Test on a separate code with dates that include today, on two phones and a computer.
- Stage 3 · Launch and look after it
- Print and hand out the materials, and show the short link under the code on slides and in emails.
- Add the livestream and recording links as soon as you have them. Nothing printed needs to change.
- Check every destination the day before and each event morning. After the event, update the fallback with next year’s dates.
Where the codes goPosters, badges, programmes, tote bags and the first and last slide of every talk.
Keep the Wi-Fi password off the pageThe live hub is public: show the network name only, and put the password on signs or badges.
Change the rule, not the print run
You print once. What you save is the second print run, and the codes in people’s bags keep working after the event.
| Static code | A code per stage | One TOL code | |
|---|---|---|---|
| Change destination after printing | No | No | Yes, in seconds |
| Switches automatically by date | No | No | Yes |
| Works on items printed months earlier | Only if the page never moves | No | Yes |
| Space on badges and posters | Small | Up to three codes | Small |
| Scan reports | None | Extra tools | Built in |
| Cost of a change | New print run, rush fees | The same, per code | Your plan: Pro €9 or Premium €19/mo |
What to measure
Scans by stage
Shows whether the code sells tickets before the event or guides people during it.
Scan peaks by hour
Filter to the event days to see which sessions and breaks send people to the agenda.
Registrations and feedback
Counted with UTM tags in your web analytics: the value of every scan.
Scans after the event
People still scanning old materials are your warmest audience for next year.
FAQ
Can one QR code show different pages before, during and after an event?
Yes. Date rules switch it on their own: registration before the event, the live agenda and livestream during it, recordings and feedback after.
What should a QR code on a conference badge link to?
During the event, the live agenda, room map and livestream; afterwards, the recordings and a feedback form. With date rules, one badge code does both.
Can I reuse the same QR code for next year’s event?
Yes, while your plan is paid; after a missed payment there is a 30-day grace period, then codes open the TOL homepage. Update the rules when you announce new dates.
Can an event QR code open pages in the visitor’s language?
Yes. Combine phone language and dates in one rule, and create the language rules first: TOL applies the rule that was created first.
Print one QR code that works before, during and after your event
Set your dates once and change them any time, without reprinting.
Keep reading: How smart routing works · QR codes for equipment makers · QR codes for app downloads · Plans