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 Patient Copilot, enabling businesses to generate QR-coded tickets, track redemptions, and automate workflows. ## 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 Patient Copilot 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 Patient Copilot 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 Patient Copilot - Using Trigger Links for Campaign Tracking - How to Automate Email Campaigns in Patient Copilot - 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 Patient Copilot, ensuring smooth ticketing and campaign tracking. If you have questions, feel free to reach out!