How to Build a QR Code Check-in Campaign

Overview

A QR code check-in campaign allows you to send customers unique digital tickets for offers, events, or promotions. When scanned, the QR code takes them to a pre-filled form to check in, which you can track and automate. This guide walks you through creating the entire system within your CRM.

Key Benefits

Using a digital check-in system offers several advantages for managing customer visits and campaigns:

• Unique Tickets: Every customer receives a personalized QR code.
• Instant Verification: Your staff can quickly validate tickets on-site.
• Reduced Data Entry: Forms are pre-filled with customer information.
• Redemption Control: Prevent the same offer from being used multiple times.
• Automated Follow-up: Trigger review requests or internal notifications automatically.
• Flexible Use: Suitable for restaurant promotions, event registrations, workshops, and more.

Step 1: Create the Check-in Form

The form is what customers will see and submit when they scan their QR code.

1. Navigate to Sites and then go to Forms > Builder. Click Add Form.
2. You can start with a template (like a restaurant-themed one) to save time.
3. Customize the form:
   • Keep essential fields such as Full Name, Phone Number, and Email.
   • Remove any fields you don't need.
   • Change the text on the submission button to something like "Check-In".
4. Add a custom field to track redemptions:
   • Click Add Element and add a Single Line text field.
   • Name this field Redeem Status and assign it to the Contact group.
   • Save this field and configure it to be hidden on the form. It will be used behind the scenes.
5. Click Save Form when you are finished.

Step 2: Build a Pre-filled Form Link

To automatically populate the form with a contact's details, you need to create a dynamic link.

1. After saving your form, click the Integrate option to copy its direct URL.
2. Modify this URL by adding query parameters to pass contact data. The structure should look similar to this:
   ?full_name=Contact.Name&phone=Contact.Phone&email=Contact.Email&redeem_status=False
3. This modified link will be used later to generate unique QR codes for each contact.

Step 3: Create a Trackable Trigger Link

Using a trigger link allows you to track when the QR code is scanned and enables workflow automation.

1. Go to Marketing > Trigger Links.
2. Click Add Link and give it a descriptive name (e.g., "Summer Event Check-in").
3. Paste the pre-filled form URL you created in the previous step into the link field and save it.

Step 4: Send QR Codes via Email

You will send each contact a personalized email containing their unique QR code.

1. Create an email campaign or template within your CRM's email tool.
2. In the email body, you will insert an image for the QR code. To generate it dynamically, use a service like api.qrserver.com with the following structure in the image source URL:
   https://api.qrserver.com/v1/create-qr-code/?data=<YOUR_TRIGGER_LINK_HERE>
3. Replace <YOUR_TRIGGER_LINK_HERE> with the actual trigger link you created in Step 3.
4. Add any other campaign details, instructions, or branding to the email.
5. Send a test email to yourself and scan the QR code to ensure it works correctly and opens the pre-filled form.

Step 5: Automate the Check-in Process

Set up a workflow to handle what happens after a customer successfully checks in.

1. Go to Automations > Workflows and click Create Workflow.
2. Set the trigger to Form Submitted and select the check-in form you built.
3. Add actions to the workflow. Common and useful actions include:
   • Add/Remove Tag: Tag the contact (e.g., "Offer Redeemed").
   • Update Contact Field: Set the Redeem Status field to True.
   • Send an Email or SMS: Automatically request a review or notify your staff.
   • External Logging: Use an integration to log the check-in to a Google Sheet.
4. Publish and save the workflow.

Step 6: Prevent Duplicate Redemptions

To stop a customer from using the same QR code more than once, add logic to your form.

1. Edit your check-in form again in the Form Builder.
2. Find and access the Conditional Logic settings for the form.
3. Create a new rule with the following logic:
   • If the Redeem Status field Equals True.
   • Then Disqualify Lead.
4. Configure a disqualification message to show, such as "This ticket has already been redeemed. Thank you for your visit!"
5. Save the form. Now, if a contact whose Redeem Status is already True scans the code again, they will see this message instead of being able to submit the form.

Frequently Asked Questions

Can this be used for events, not just restaurants?

Yes. This system is ideal for any scenario requiring unique ticket validation, including events, workshops, loyalty promotions, or exclusive content access.

How do I see who has redeemed their offer?

You can view all successful submissions in the Form Submissions area. The workflow you create can also log this data to a spreadsheet or tag contacts for easy filtering in the CRM.

Can I customize the email design?

Absolutely. The email template is fully customizable. You can change the text, layout, and branding to match your campaign.

What if a customer tries to scan twice?

The conditional logic on the form will prevent a second successful submission by disqualifying the lead and showing your custom message.

How can I notify my team when someone checks in?

Within the workflow built in Step 5, add an action to Send SMS or Send Email to a staff member or a shared inbox when the form is submitted.