# A QR code seating chart: guests find their seat on their phone

> Add a QR code to your wedding seating chart so guests type their name and see their table. How it works, sign wording, print size and privacy.

Source: https://seatingsolver.com/qr-code-seating-chart/ · As of: 2026-11-03 · Seating Solver

A QR code seating chart is a printed sign with a code that opens a “find your seat” page. A guest scans it, types their name and sees their table. Here is how it works in Seating Solver, what guests see, how big to print the code and what to do if the plan changes.

## Key points

- Guests scan the code, type their name and see their own table and the names at it. They do not see the full guest list.
- To make one, sign in with Google, open the Print step, choose the poster and tick the QR code option. That turns on the guest link for you.
- The page shows the latest version of your plan saved to the cloud, so name changes after printing show up on the phone but not on the paper.
- Keep a printed list by table or A to Z on the same poster as a backup. Not every guest will scan.

## How the QR code seating chart works

Seating Solver has two share links, both off until you switch them on. A **plan link** is a view-only page for your partner, parents, venue or planner. The **guest link**, “Find your seat”, is the one behind the QR code. Both need a free Google sign-in, because the plan has to be stored online for a link to show it. Neither link lets anyone edit your plan.

### On the poster

The seating chart poster can carry a QR code in the bottom corner, labeled “Find your seat” and “Scan the QR code”, with the short web address under it. The rest of the poster shrinks to make room.

### On the guest’s phone

The page opens in the browser, with no app to install. The guest types their name (search starts at three characters) and gets their table and the names of the people at it. Up to three matches are shown.

### What guests do not see

The full guest list, notes, seating wishes, groups and rules. The page needs JavaScript, so a very old or locked-down browser may show a message instead.

_Image: Seating chart poster in A to Z order, a find-your-table list of guest names_

## Step by step

1. **Seat your guests.** Add guests and tables and let the solver build the plan. Check names and spellings, because guests will type them.
2. **Sign in with Google.** In the Print step, the Share card asks you to sign in. This also saves your plan in the cloud.
3. **Choose the poster.** In the Print step, open the seating chart poster and pick the size, orientation and layout: by table, A to Z or room layout.
4. **Tick the QR code.** Choose “QR code Find your seat on the poster”. Seating Solver turns on the guest link for you. You can also see and copy the link in the Share card, and switch it off there.
5. **Download the PDF.** Print it at a print shop or on a large-format printer, or show it on a screen (see below). Scan it with your own phone before the day.

More on the poster itself in [the wedding seating chart sign guide](https://seatingsolver.com/wedding-seating-chart-sign/), and on the whole plan in [how to make a wedding seating chart](https://seatingsolver.com/wedding-seating-chart/).

## QR code sign wording ideas

The poster already says “Find your seat” and “Scan the QR code”. If you make your own sign or add a line next to the poster, short and friendly works best:

- Find your seat: scan, type your name, take your seat.
- Where am I sitting? Scan the code and type your name.
- Scan to find your table. The full list is on the poster if you prefer paper.
- Hungry? Scan to find your table, then see you at the bar.
- Can’t scan? Ask one of us and we will look it up.

A short line telling people to type their name as on the invitation helps, since the search matches the names you entered.

## How big to print the QR code

The code grows with the poster. In Seating Solver it is drawn at about 1.5 in (38 mm) square on an A3 sheet, about 2.3 in on an 18 x 24 in poster and about 3.1 in on 24 x 36 in. These sizes include the white margin around the code, and they scale with the poster’s short side (Fact, from the poster code, 2026-11-03).

- As a rough rule of thumb, a code scans from about ten times its width. A 2.3 in code is fine from about 2 ft away, which suits an easel at the entrance. Test with a couple of different phones.
- The code is black on white with a white margin. Do not trim into the margin, put tape over the code or print it on glossy paper that catches the light.
- Hang the poster at a height where people can aim a phone without crouching, and give it light. Glare and a dark room are the usual reasons a scan fails.
- If your print shop scales the PDF, scale the whole page and keep the proportions.

## Paper chart or QR code?

| Question | Printed list | QR code |
| --- | --- | --- |
| Needs a phone and signal | No | Yes. The guest needs mobile data or venue Wi-Fi |
| Works for every guest | Yes | Some guests will not scan, so ask someone to help |
| Crowd at the sign | Everyone reads the same sheet | Fewer people crowd the sheet, since each guest checks on their own phone |
| Late changes | Needs a reprint | The page shows your latest saved plan |
| Privacy | Anyone in the room can read all names | A guest sees one table at a time |
| Setup | Just a print | Free Google sign-in and a switched-on link |

Our advice is to use both: a printed poster for everybody, with the QR code as a shortcut. A QR code alone fails the moment the venue has no signal. Seating Solver prints the list on the same poster for that reason.

## What if the plan changes after printing?

The code only holds the link, not the names. While you are signed in, your plan is saved to the cloud shortly after each change, and the guest page is renewed from that save (Fact, from the app code, 2026-11-03). So a guest who moves tables shows up correctly on a phone, while the printed list still shows the old table. The Share card tells you which version the link shows.

- Check the Share card on the morning of the wedding to confirm the version is the latest.
- Do not use “Create a new link” after printing. The old link stops working at once, and so does every printed code. Only create a new link if you must, and then reprint.
- The page matches the names you entered, so keep spellings as guests know them.

## Privacy: what the link stores

The guest link stores a cleaned copy of your plan: guest names, table names and seats, and the names of the couple and the date if you enter them. It does not include notes, seating wishes, groups or rules. Anyone who knows the link can look names up one at a time, much like a printed chart at the entrance. The link carries a random key, is not linked from the site and is hidden from search engines. It expires 30 days after the event date if you entered one, otherwise one year after you turn it on. You can switch it off at any time, which deletes the copy. Details are in the [privacy policy](https://seatingsolver.com/privacy/). It is your job to let your guests know, and to share the link only with people who may know the names.

## A digital seating chart without paper

If you want a digital seating chart, show the poster on a screen or tablet at the entrance, or send the guest link to people who ask. Seating Solver does not send invitations or messages for you, and there is no live editing together: the plan link and guest link are view-only. For a partner or planner who needs an overview, the plan link shows every table in seat order plus the room plan.

## QR code seating chart questions

### How do I make a QR code for my seating chart?

Seat your guests, sign in with Google, open the Print step, choose the seating chart poster and tick the QR code option. That turns on the guest link and puts the code on the PDF.

### What does a guest see after scanning?

A page called Find your seat. They type their name and see their table and the names at it. They do not see the full guest list.

### Do guests need an app or an account?

No. The page opens in the phone’s browser. Only you need a free Google sign-in, to turn the link on.

### Is it free?

Seating Solver is free to use right now, including the poster and the QR code.

### What if a guest cannot scan the code?

The poster lists guests by table or A to Z next to the code, or you can ask a helper at the entrance to look names up. Then nobody depends on a phone or a signal.

### Can I change the plan after I print the poster?

Yes. The page shows your latest saved plan, so the phone is up to date. The paper is not, so reprint if the changes are large. Do not create a new link after printing, because that stops the old code.

## Keep reading

- [Seating chart sign you can print](https://seatingsolver.com/wedding-seating-chart-sign/)
- [How to make a wedding seating chart](https://seatingsolver.com/wedding-seating-chart/)
- [Printable place cards](https://seatingsolver.com/place-cards/)
- [Wedding table numbers](https://seatingsolver.com/wedding-table-numbers/)