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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.

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.

  • 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!