# 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…

- Source: https://docs.ghlcustomercare.com/docs/marketing/types-of-workflow-campaigns/how-to-build-check-in-loop-campaigns
- Section: Marketing / Types of Workflow Campaigns
- Reading time: 4 min

---
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 GHL Customer Care, enabling businesses to generate QR-coded tickets, track redemptions, and automate workflows.

**TABLE OF CONTENTS**

-   [Key Benefits of a Digital Check-In System](#key-benefits-of-a-digital-check-in-system)
-   [Step 1: Setting Up the Check-In Form](#step-1-setting-up-the-check-in-form)
-   [Step 2: Generating Prefilled URLs for Each Customer](#step-2-generating-prefilled-urls-for-each-customer)
-   [Step 3: Creating a Trigger Link for Better Tracking](#step-3-creating-a-trigger-link-for-better-tracking)
-   [Step 4: Sending QR Codes via Email](#step-4-sending-qr-codes-via-email)
-   [Step 5: Automating the Check-In Process](#step-5-automating-the-check-in-process)
-   [Step 6: Preventing Multiple Redemptions](#step-6-preventing-multiple-redemptions)
-   [Frequently Asked Questions](#frequently-asked-questions)

---

## **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 GHL Customer Care 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 GHL Customer Care 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 GHL Customer Care
    
-   Using Trigger Links for Campaign Tracking
    
-   How to Automate Email Campaigns in GHL Customer Care
    
-   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 GHL Customer Care, ensuring smooth ticketing and campaign tracking. If you have questions, feel free to reach out!

---

Documentation for GHL Customer Care. Support: support@ghlcustomercare.com