How to make an event QR code that adds to the calendar
Updated:
Make a QR code that saves your event to people's calendars: a static code that works offline, or a trackable event page with an .ics download.
An event QR code lets people save your event to their calendar with one scan, with no typing dates or addresses. It's useful for concerts, workshops, open days, weddings, conferences and “save the date” cards.
Static or trackable: which should I choose?
| Static | Trackable | |
|---|---|---|
| What the QR code holds | The event itself (a calendar event in standard VEVENT format) | A short qrcrab.com link |
| What happens on scan | The phone offers to save the event straight away, even offline | An event page with the date, place, Add to calendar (.ics) and Google Calendar buttons |
| Change after printing | No | Yes |
| Scan stats | No | Yes |
| Counts toward your plan | No, static codes are unlimited | Uses one trackable code (3 on Free); needs a confirmed email |
New event codes start as Static. Switch to Trackable before you create the code if the details might change or you want to know how many people scanned. More on the difference in Static vs trackable QR codes: what's the difference?.
Create an event QR code
- Choose Event. In the dashboard, click New QR code and pick Event under Basics.
- Enter the event details. Fill in Event name and Starts, and optionally Ends, Location and Description.
- Choose Static or Trackable. Pick Static (saved inside the code, works offline, can't change) or Trackable (opens an event page, counts scans, can be edited).
- Style, create and download. Adjust the design, click Create QR code and download it for your poster, ticket or invitation.
The guided editor (Try the new editor (beta)) asks for the same details, split into Content, Look and Finish steps.
A static code has to hold all the text, so it's limited to about 1,000 bytes. The editor warns you if the content is too long. A shorter description also keeps the code less dense and easier to scan.
What the trackable event page shows
- The event name and when it happens.
- Add to calendar: downloads an .ics file with the name, place, times and description.
- Google Calendar: opens a ready-filled event in Google Calendar.
- Where: the location, linked to Google Maps.
- Details: your description.
Scans of the page show up in the dashboard under the code's Stats. Downloads of the .ics file aren't counted as extra scans. If you also want a code that only gives directions, see How to make a location QR code for Google Maps and Apple Maps.
Tips for event codes
- Print the date and place next to the code too, so people who don't scan still know.
- Add an end time so the event shows up in calendars with the right length.
- Scan the printed proof with both an iPhone and an Android phone before you print hundreds.
Common questions
The date changed. Do I have to reprint?
Only for a static code. A trackable event code can be edited any time in Edit & design, and the printed code shows the new date. Static codes can't be switched to trackable later, so pick trackable if plans might change.
Which time zone does the event use?
The start and end times are saved exactly as you type them, without a time zone, so calendars show them as local time. That's right for an in-person event; for an online event with guests in other time zones, mention the time zone in the description.
Does it work with Google Calendar and Apple Calendar?
Yes. The trackable page has Add to calendar, which downloads a standard .ics file that Apple Calendar, Outlook and most calendar apps open, and a Google Calendar button that opens the event in Google Calendar.
Why doesn't my phone offer to save a static event code?
Static event codes use the standard calendar event format, but not every camera app acts on it. If you need the most reliable result on every phone, use a trackable code: its page works in any browser.