How to Set Up Digital Check-In Campaigns with QR Codes

Digital check-in campaigns let you create trackable, one-time-use QR codes for events, open houses, parent appreciation nights, or special promotions. Each family gets their own unique code that prevents duplicate redemptions while automating your follow-up.

This guide walks you through building a complete check-in system in Enrollio—from generating QR codes to preventing families from using the same offer twice.

What You Can Do with Digital Check-In Campaigns

A digital check-in system helps you manage family visits and track engagement effortlessly:

  • Automated QR Code Generation — Each family receives a unique ticket
  • Instant Verification — Staff can confirm eligibility when codes are scanned
  • Pre-filled Forms — No manual data entry required
  • Redemption Control — Prevent families from using the same offer multiple times
  • Automated Follow-Up — Trigger review requests or next steps after check-in
  • Flexible Use Cases — Perfect for open houses, parent nights, summer camp sign-ups, or special events

Step 1: Create Your Check-In Form

Your check-in form captures family information and confirms ticket validity when scanned by your staff.

[SCREENSHOT: Sites navigation menu with Forms section highlighted]
  1. Go to Sites in your Enrollio account
  2. Navigate to Forms > Builder and click Add Form
  3. Select a simple form template or start from scratch
  4. Keep these essential fields:
    • Full Name
    • Phone Number
    • Email
  5. Remove any unnecessary fields to keep it simple
  6. Rename the submission button to Check-In

Add a hidden redemption tracker:

  1. Click Add Element and create a Single Line field
  2. Name it Redeem Status
  3. Group it under Contact
  4. Save the field, then hide it (this stores whether the ticket has been used)
  5. Click Save Form
[SCREENSHOT: Form builder showing hidden Redeem Status field configuration]

Step 2: Generate Pre-Filled URLs for Each Family

Pre-filled URLs automatically populate family information when they scan their QR code.

  1. Save your form and click Integrate to copy the form link
  2. Modify the URL to include dynamic family data by adding these query parameters:
?full_name=Contact.Name&phone=Contact.Phone&email=Contact.Email&redeem_status=False

Your final URL should look like:

https://yourdomain.com/check-in-form?full_name=Contact.Name&phone=Contact.Phone&email=Contact.Email&redeem_status=False

This ensures each family's existing information from Enrollio automatically fills the form.

Step 3: Create a Tracking Link

Trigger links shorten your URLs and enable automation when families click them.

[SCREENSHOT: Marketing menu with Trigger Links option highlighted]
  1. Go to Marketing > Trigger Links
  2. Click Add Link
  3. Name it descriptively (example: Summer Camp Early Bird Check-In)
  4. Paste your modified URL from Step 2
  5. Save the trigger link

Step 4: Send QR Codes via Email

Each family receives a unique QR code that links to their personalized check-in form.

You'll use a free QR code generation service to create dynamic codes based on your trigger link.

  1. Create a new email template in Enrollio
  2. Add your event details and check-in instructions
  3. Insert an image for your QR code using this URL structure:
https://api.qrserver.com/v1/create-qr-code/?data=<<TRIGGER_LINK>>

Replace <<TRIGGER_LINK>> with your actual trigger link from Step 3.

  1. Test by sending the email to yourself and scanning the QR code on your phone
  2. Verify that the form opens with your information pre-filled
[SCREENSHOT: Email template editor showing QR code image configuration]
Pro Tip: Match your email header image to your check-in form for a consistent brand experience.

Step 5: Automate the Check-In Process

Build an automation that runs when families check in, updating their records and triggering follow-up actions.

[SCREENSHOT: Automations menu with Create Automation button]
  1. Navigate to Automations and click Create Automation
  2. Set the trigger to Form Submitted and select your check-in form
  3. Add these actions in sequence:
    • Add a Tag — Create a tag like Summer Camp Checked-In
    • Update Contact Field — Set Redeem Status to True
    • Send Email — Optional confirmation or next steps message
    • Request Review — Optional post-event review request
  4. Click Publish and Save your automation
[SCREENSHOT: Automation builder showing the complete check-in workflow sequence]
Pro Tip: Add a Google Sheets integration action to log all check-ins to a spreadsheet for easy event management.

Step 6: Prevent Duplicate Redemptions

Stop families from scanning their QR code multiple times with conditional logic.

  1. Go back to Sites > Forms and open your check-in form
  2. Click Conditional Logic
  3. Add a new rule:
    • If Redeem Status = True
    • Then Disqualify the lead
  4. Set a custom message: "You've already checked in for this event. Thank you for attending!"
  5. Save the form

Test your prevention system:

  1. Scan a QR code and complete check-in — should work normally
  2. Scan the same QR code again — should show your disqualification message
  3. Check Form Submissions to verify only one successful submission exists
[SCREENSHOT: Conditional logic rule showing Redeem Status = True disqualification]

Common Questions

Can I use this for tours or enrollment events?

Absolutely! This system works perfectly for facility tours, parent information nights, enrollment events, or any situation where you want unique, trackable check-ins.

How do I see which families redeemed their tickets?

Check your Form Submissions or set up a Google Sheets integration in your automation to maintain a running list.

Can I customize the email design?

Yes! Modify your email template however you'd like. Just keep the dynamic QR code image URL intact so each family gets their unique code.

What if a family tries to check in twice?

The conditional logic automatically prevents duplicate redemptions by checking the Redeem Status field and showing them a friendly message.

Can I notify my staff when someone checks in?

Yes! Add an SMS or email action in your automation to alert staff members whenever a check-in occurs.

Next Steps

  1. Set up your check-in form with the hidden Redeem Status field
  2. Create your pre-filled URL and trigger link
  3. Test QR code generation by sending yourself an email
  4. Build your automation to handle check-ins and follow-up
  5. Enable duplicate prevention with conditional logic
  6. Launch your campaign and monitor results

This check-in system gives you professional event management with minimal effort. Once it's set up, everything runs automatically—from QR code delivery to preventing duplicate redemptions.