How To Build Check-in (Loop) Campaigns

A digital check-in and ticketing system allows businesses to manage customer visits, offers, and campaigns efficiently. This article provides a step-by-step guide on setting up a digital check-in system in HighLevel, enabling businesses to generate QR-coded tickets, track redemptions, and automate workflows.

TABLE OF CONTENTS

• Key Benefits of a Digital Check-In System
• Step 1: Setting Up the Check-In Form
• Step 2: Generating Prefilled URLs for Each Customer
• Step 3: Creating a Trigger Link for Better Tracking
• Step 4: Sending QR Codes via Email
• Step 5: Automating the Check-In Process
• Step 6: Preventing Multiple Redemptions
• Frequently Asked Questions

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Key Benefits of a Digital Check-In System

A digital check-in system streamlines customer engagement and enhances business operations. Key benefits include:

• Automated QR Code Generation: Each customer receives a unique ticket.

• Efficient Tracking: Staff can verify ticket eligibility instantly.

• Pre-filled Check-In Forms: Reduces manual data entry.

• Redemption Control: Prevents multiple uses of the same offer.

• Automated Review Requests: Encourages feedback collection.

• Customizable for Different Use Cases: Ideal for restaurants, events, and promotions.

Step 1: Setting Up the Check-In Form

A check-in form collects customer information and confirms ticket validity when scanned by staff.

1. Go to Sites in your HighLevel sub-account.

2. Navigate to Forms > Builder and click Add Form.

3. Select a restaurant-related template to save time.

4. Customize the form by:

   • Keeping essential fields: Full Name, Phone Number, Email.

   • Removing unnecessary fields.

   • Renaming the submission button to Check-In.

5. Add a custom field:

   • Click Add Element and create a Single Line field.

   • Name it Redeem Status and group it under Contact.

   • Save and hide this field (it will store ticket redemption info).

6. Click Save Form.

Step 2: Generating Prefilled URLs for Each Customer

Prefilled URLs ensure that when a customer scans a QR code, their information is automatically filled in.

1. Save your form and click Integrate to copy the form link.

2. Modify the URL structure to prefill data dynamically:

   • Use query parameters to pass customer details:

     ?full_name=Contact.Name&phone=Contact.Phone&email=Contact.Email&redeem_status=False

   • Ensure consistency so that existing customer details match HighLevel records.

3. Save this modified link for use in QR code generation.

Step 3: Creating a Trigger Link for Better Tracking

Trigger links shorten and track URL clicks, allowing workflow automation.

1. Go to Marketing > Trigger Links.

2. Click Add Link and name it accordingly (example: Free Dessert Campaign)

3. Paste the modified URL (from Step 2) and save it.

Step 4: Sending QR Codes via Email

Each customer receives a unique QR code linked to their personal check-in form.

1. Use API.QRServer.com to generate QR codes dynamically.

2. Create an email template:

   • Add campaign details and instructions.

   • Insert the same image header as the form.

   • Use the following structure for dynamic QR code generation:

     https://api.qrserver.com/v1/create-qr-code/?data=<<TRIGGER_LINK>>

   • Replace <<TRIGGER_LINK>> with the actual trigger link.

3. Test the email by sending it to yourself and scanning the QR code.

Step 5: Automating the Check-In Process

Ensure a smooth workflow by automating customer check-ins and redemption tracking.

1. Create a workflow:

   • Navigate to Automations > Workflows and click Create Workflow.

   • Set the trigger to Form Submitted and select your check-in form.

   • Add the following actions:

     • Add a Tag: Free Dessert Checked-In.

     • Update Contact Field: Set Redeem Status to True.

     • Send a Review Request (optional).

     • Log Data to Google Sheets (optional for tracking check-ins).

2. Publish and Save the workflow.

Step 6: Preventing Multiple Redemptions

To prevent customers from using the same QR code multiple times:

1. Modify the check-in form:

   • Go to Sites > Forms and open the form.

   • Click Conditional Logic and add a rule:

     • If Redeem Status = True, Disqualify the lead.

     • Show a message: “You’ve already redeemed this ticket. Thank you for your visit.”

   • Save the form.

2. Test by scanning twice:

   • First scan should allow check-in.

   • Second scan should show a disqualification message.

   • Verify in Form Submissions that only one successful submission exists.

Frequently Asked Questions

Q: Can I use this system for events instead of restaurants?

Yes! This system works for events, workshops, and other campaigns where unique ticketing is required.

Q: How do I track which customers redeemed the offer?

You can track redemptions through Form Submissions or Google Sheets Integration.

Q: Can I customize the email template further?

Absolutely! Modify the email content and QR code placement as needed.

Q: What happens if a customer tries to redeem a ticket twice?

The system prevents duplicate redemptions by checking the Redeem Status and disqualifying them.

Q: How do I add SMS notifications for staff members?

Use the Workflow Automation feature to send SMS notifications when a check-in occurs.

Related Articles

• How to Create and Manage Forms in HighLevel

• Using Trigger Links for Campaign Tracking

• How to Automate Email Campaigns in HighLevel

• Creating Custom Fields for Better CRM Management

Next Steps

1. Set up your check-in form following the instructions.

2. Generate dynamic QR codes and test email delivery.

3. Automate workflows for check-in tracking and redemption control.

4. Ensure duplicate redemption prevention is working correctly.

5. Monitor results and optimize your campaign.

This guide provides a structured way to implement a digital check-in system in HighLevel, ensuring smooth ticketing and campaign tracking. If you have questions, feel free to reach out!