The event industry recognizes the importance of event data in achieving event marketing goals and demonstrating ROI. A great source of valuable data is participant tracking – one of the most powerful methods event professionals can use to measure event marketing success. This blog post explores how event managers can track their visitors and the benefits of tracking visitors. It’s a powerful tool-let’s make the most of it!
We can now rely on different attendance software solutions that allow us to measure the different aspects of the visitor experience at face-to-face, hybrid and virtual events. They also automate and accelerate the event management process before, during and after the event.

Participant Tracking: The Basics

There are many ways to approach participant tracking. In its analogous form, participant tracking can mean printing out the participant list and ticking it with a pen. However, this approach is hardly feasible for corporate events, conferences, congresses and other large-scale events.

There are so many easier, faster and more precise ways to track participants today:

  • QR Codes,
  • RFID technology,
  • Event platforms and event apps,
  • Event Registration Software,
  • Other participant tracking software solutions.

The benefits of participant tracking

The participants are not just passive observers of events; they are central protagonists in the event experience. That’s why it’s important for event planners to understand what drives them and why.
Participant tracking offers many benefits, including seamless registration, real-time insights into your travels, engagement levels, and the ROI of events for stakeholders. Read below for more information!


Tracking participants begins with the registration of the event. You do not need any software for this step. Smaller events may have a printed list of applicants, in which all participants are crossed out. Modern solutions such as QR codes, RFID technology or event apps ensure a pleasant experience.

Participant tracking software during registration can help you:

  • Automatic allocation of different ticket types and access control,
  • Save time by simply scanning codes to access the location or virtual platform,
  • Offer cashless payments within the location,
  • Reduce paper waste and associated costs,
  • Speeding up the process of recent times clearance (or other rules and guidelines,
  • Monitor attendance in real time.


Planners can use Bluetooth Low Energy and RFID technology to create heatmaps. It allows you to analyze how the participants move, which rooms they like the most and which ones they usually avoid. In addition, planners can observe these changes over time using the time-lapse feature.
Heatmaps show the real-time location of the participants and can even help planners make strategic changes to the layout of the event in real time. For example, Planners can identify and prevent a bottleneck in a timely manner. You can monitor the exhibition space, networking sessions, entrances and exits, and other behavior patterns.


Participant tracking Software can help you measure different KPIs for audience engagement. For example, session visit data insights tell us how successful each session was. You can see:

  • The rating of each session on a scale of 1 to 5,
  • How many people attended the meeting,
  • How many people left the session halfway through?,
  • Sessions and speakers with the highest number of visitors,
  • Which Sessions generated the most engagement (hands up, Q & A, surveys),
  • How often do participants repeat each session?

But how do you get participants to share their experiences? Motivate your audience to participate in surveys by making attendance fun. Encourage them to provide feedback by giving them points for participation and offering prizes to those who accumulate the most points (a free ticket to your next event, a gift card).


Attendance tracking software is your best friend when planning events or conferences where attendees need to collect educational credits. Your audience can also gather Ceus in a virtual environment, making learning accessible to more people.

Man holding smart phone with colorful application icons comming out

Here are the benefits of attendance registration for reporting Ceus:

  • Count how many hours participants spent in sessions,
  • View tracking reports for each session,
  • Assign different credit values to different sessions,
  • Give educational credits only if the participants actively participate in the session or provide feedback (use surveys, questions and answers, surveys),
  • Automatically issue certificates to those who accumulate a sufficient number of educational units.
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