What to use on your badge: A look at RFID, QR Codes and Barcodes

We’re often asked about the best badge scanning technologies and hardware to use at events. It’s a critical part of any event accreditation and access control strategy. The answer depends on our clients’ security requirements, scale, user experience and budget. Whatever is best suited, we have extensive experience in all scanning technologies.

Here are some of the benefits and drawbacks of some commonly used badge technologies – barcodes, QR codes, RFID and also biometrics – learned through global experience working with many of the world’s leading organisations.

Barcodes

The barcode is the technology that’s been with us the longest, and the one we are most familiar with, seeing it every time we go shopping. A barcode is a set of defined dark and white bars set out in a row, and there are dozens of barcode types used for a variety of uses.

How do barcodes work?

A barcode is read by a barcode scanner, which is made up of three parts: the illuminator, the converter, and the decoder. Essentially, it flashes a light against the barcode and reads what bounces back. For your accreditation badge, this is then decoded and referred back to your database to see who has just been scanned and their access rights, whether that be for a date, a time, an area or even a privilege such as catering or parking.

What are the strengths of a barcode?

• Allows for real-time data scanning
• It is a mature and proven technology
• It is inexpensive to use
• It is smaller and lighter compared to other options, like RFID
• No specialist hardware is needed for scanning; a smartphone or an android device can be used to scan

What are the weaknesses of a barcode?

• Damaged barcodes may not scan correctly
• Barcodes can be copied or replicated
• They can take up more room on badges
• Barcode scanners require a direct line of sight to read the barcode
• Barcodes have no read or write capabilities

QR Codes

QR stands for quick response. Like a barcode, it works using white and dark modules, in this instance, as squares rather than lines. While QR codes have been around for a while, it was during the COVID-19 pandemic that they exploded onto the mainstream consciousness through the use in hospitality establishments to have contactless menus, order placement and of course, the track and trace of movements.

How do QR codes work?

A QR code works in the same way as a barcode; each black and white square represents a piece of information. When it is scanned, this information is transformed into human-readable data to control access and privileges.

What are the strengths of a QR Code?

• A smartphone with a camera can become a QR code reader, so there is no need for specialist hardware
• It is a mature and proven technology
• It is inexpensive to use
• There is a wide range of styles and designs you can use, including different colours
• Higher data capacity than traditional barcodes, able to store more information in the same space

What are the weaknesses of a QR Code?

• Like barcodes, damaged QR codes may not scan correctly
• QR codes can be copied or replicated
• Although they can be small, space is still used on the badge
• Not very aesthetic, contains random patterns of square boxes, which might not look pleasing on accreditation passes.

RFID

Radio frequency identification, or RFID, works by using electromagnetic fields to identify objects like badges that have a small tag incorporated into them. RFID comes in two main frequencies, each suited to different use cases. High Frequency (HF) RFID operates at very close range, typically just a few centimetres, and is well suited to controlled access points, doors, and turnstiles where a deliberate tap interaction is appropriate. Ultra High Frequency (UHF) RFID operates over much longer distances, sometimes several metres, making it the technology behind stand-off RFID deployments where badges are read automatically as people move through a space, with no action required.

How does RFID work?

An accreditation badge that utilises RFID will rely on the tag to hold the information required about the person. As the person encounters an RFID reader, the tag will be picked up and the information relayed across to the receiver, where it will be fed into the access control software.

What are the strengths of RFID?

• Increased security, as the data held within the tags requires specialist equipment to access it
• If using stand-off RFID readers, no human element for scanning is needed
• Stand-off RFID allows the ability to track the movements of people more precisely within an area
• The most secure method of all the technologies, and can easily be embedded into badges, wristbands, and tags

What are the weaknesses of RFID?

• It can be expensive
• RFID is the most complex in setting up
• Requires specialist hardware for coding and scanning

Biometrics

Biometric technologies, most commonly facial recognition, are increasingly being layered into access control alongside traditional badge technologies rather than replacing them entirely. They are particularly well suited to high-security or high-risk environments where you need to confirm the individual, not just the credential.

How does it work?

Facial recognition systems capture and encrypt unique facial characteristics, converting them into a template that is matched against a secure database at the point of access. When used alongside a badge-based technology, this creates a multi-factor authentication approach that is extremely difficult to circumvent.

What are the strengths of biometrics?

• Confirms the individual, not just the credential, preventing badge sharing and impersonation
• Enables hands-free, frictionless access at high-security checkpoints
• Can be combined with RFID or QR codes as part of a multi-factor authentication approach

What are the weaknesses of biometrics?

• Requires clear attendee consent and robust privacy controls
• Must comply with local data protection regulations, which vary significantly by jurisdiction
• Higher technical and operational complexity than badge-only solutions
• Not appropriate for all audiences or event types

Choosing the right scanning technology

Each option comes with its own strengths and weaknesses. What is right for one situation may not be right for another. Budgets, profile, and risk status of an event can all clearly play a part in the decision-making process.

Many events now use a combination of technologies, for example, QR codes for general access with RFID or biometrics layered in for restricted areas. This helps to balance security, speed, and cost. However, all these technology and hardware options, coupled with an advanced access control application, will help keep your event secure.

If you’d like to discuss event accreditation and the best scanning technology for you, please get in touch.