Building a QR Code Check-In Campaign with Email

A digital check-in system lets each customer receive a unique QR code by email, scan it at your location and redeem an offer once. It suits restaurants, events and promotions.

What you will build

• A hidden Redeem Status field on contacts.
• A check-in form that prefills customer details.
• A trigger link that tracks the scan.
• An email containing a personal QR code.
• A workflow that tags the contact and marks the ticket used.

Step by step

1. Create the form. In Sites > Forms > Builder, add a form. Keep name, phone and email. Rename the submit button Check-In. Add a hidden single-line field called Redeem Status, grouped under Contact.
2. Prefill details. Copy the form link and add query parameters that pass the contact's name, phone, email and a redeem status of False.
3. Create a trigger link. In Marketing > Trigger Links, add a link, name it for the campaign and paste the prefilled form URL.
4. Email the QR code. Build a template with campaign details, and insert an image whose source is a QR code generator pointing to your trigger link, then send yourself a test.
5. Automate check-in. In Automations > Workflows, use the Form Submitted trigger. Add a tag such as Checked-In, update Redeem Status to True, and optionally send a review request.
6. Block repeats. Add conditional logic to the form so that when Redeem Status equals True, the submission is disqualified with a message saying the ticket has been used.

Test it

Scan twice. The first should succeed, and the second should show the already-redeemed message. Check Form Submissions to confirm only one successful entry.

Good to know: The same setup works for event admission or class attendance, not just restaurants.