topic Re: QR Code Digital Couponing - Weekly Events in Tips, Tricks & Best Practices

QR Code Digital Couponing - Weekly Events

allyboudreau12 — Thu, 06 Mar 2025 17:54:49 GMT

Good afternoon everyone,

I work for Trivia Nation, a FL based trivia company that hosts over 150 weekly trivia/game shows across the state with approximately 125 hosts.

We are wanting to streamline our player registration process by digitilizing our team sign-up process for each location and/or host. Our hopes and dreams: The team captain would scan the QR code and submit the following data points: Team Name, Team Captain Name, Team Captain Email, Team Captain Phone Number, Number of Players in the Team, and Specific Location. The additional want to this function would be cascading messages to the winners for them to virtually redeem their prizes (often coupons to that restaurant/bar for a future visit).

We aren't sure how to get this digital coupon/QR set-up, integrated, or how to maintain it (as we add hosts and/or bars/restaurants). We are also unfamiliar with costs associated with this large of a customizable project. Any insight would be greatly appreciated on vendors, options, etc.

Re: QR Code Digital Couponing - Weekly Events

kennedyp — Thu, 06 Mar 2025 23:12:23 GMT

Hi @allyboudreau12! Welcome to the Community-- happy to have you here 😊

What a fun company to work for! It sounds like you could probably achieve this with HubSpot forms and workflows. @karstenkoehler makes a good point in this similar thread that you can likely just use a HubSpot page but a free QR code generator: Linking a QR code to a form

@Crystal_Hopper has some good advice and experience with QR codes as noted in Using QR code's to track in-person event attendance-- any advice you can share, Crystal? Thanks!

Best,

Kennedy

Re: QR Code Digital Couponing - Weekly Events

Crystal_Hopper — Fri, 07 Mar 2025 15:27:40 GMT

@allyboudreau12, I second what Kennedy said...how fun! When Karsten comes in I'm very certain he will have some amazing thoughts for you, too.

Perhaps you have done this already, but if not, I would start by using a digital whiteboard or mindmap program to sketch or mock the whole flow and all your requirements and wishes from start to finish. One point I would pay particular attention to is the timing of when registered players are marked as winners and then when they receive their winning notification emails.

I can almost envision doing what you're suggesting using Workflows. However, sending people through Workflows again and again (which is possible) can create times when they get content from different Flows or don't enter a Flow because they are currently going through another one. So, being very clear about the timing of registration, to being marked a winner, to receiving their email will help not only you but also whoever you work with to accomplish this and develop the right solution.

Here's a quick thought I'm having with some other questions I would ask you to document:

Captain scans QR code which is using URL Tracking to tie the activity to a particular trivia game.
Captain registers team
1. Does cascading notifications mean each team member receives the email in addition to the captain? The captain would have to give up all the email addresses during registration.
2. Is there any email verification happening here to ensure people get their emails?
Team is marked a winner
1. How is this happening?
2. What about everyone else involved in that game? Do they get anything?
Workflow sees a trigger event of a Team being marked a winner.
1. This Workflow could even be looking for particular URL Tracking parameters so if you have a flow for particular games, and separate flows for other games that give different prizes.
2. Now thinking of suggesting you use the Company level in HubSpot to house all the Team Members. A Company is, for example, Team Purple, and it as many contacts including the captain and the players.
  1. Now also wondering if a team member can be in many Teams? Can a Captain be a Captain to many teams? Just things to note and be prepared to talk through.
3. At the company level they are marked a Winner by a field being changed to "Winner"
Workflow is set up to send "Winner" emails to all associated contacts (I think this is possible) IF winner field is marked in the past 3 hours (for example).
Workflow sends an automated email to all contacts; it could even create a task for someone on your team to verify at least the Captain got the email.
Workflow then CLEARS the "Winner" field so the team could play again, be marked a winner again and go through the Flow all over again in the future.
1. Clearing such fields is VERY IMPORTANT if you want to reuse Workflows and not have to build them from scratch all the time.

In this idea I'm suggesting using Automated Emails within a WorkFlow. I like to do this because the process once set up doesn't change much. The only piece I have to go in and maintain is the Automated Email. I could change those on the fly with new prizes and content, without touchin the WorkFlow.

There's way more, I'm very sure but hopefully this gives you some ideas and shows you how a vendor or partner might see your project and the questions they'll ask. Best of luck on this one! I hope you'll come back and tell us how we can play. 😊

Re: QR Code Digital Couponing - Weekly Events

allyboudreau12 — Mon, 10 Mar 2025 13:33:56 GMT

Thank you Kennedy and Crystal for taking the time to respond to this community post. Your insight and expertise are greatly appreciated and I cannot wait to explore how I can incorporate workflows into this procedure.

Re: QR Code Digital Couponing - Weekly Events

ATAYYEM — Thu, 19 Mar 2026 00:04:55 GMT

@allyboudreaut2 with 150+ weekly events across 125 hosts, the key is using dynamic QR codes so you can reuse the same printed QR code each week but change where it points without reprinting.

Here is how I would set it up:

1. Create a HubSpot form with Team Name, Captain Name, Email, Phone, Number of Players

2. Put the form on a landing page, one per venue or one universal page with a venue dropdown

3. Generate a dynamic QR code for each venue landing page

4. Print and laminate the QR codes, hosts place them on tables each week

Since it is a dynamic QR, if you ever need to change the form or swap the URL entirely, you just update the redirect. No reprinting needed across 125+ locations.

For the coupon part: you could have the form confirmation page display a unique discount code or digital coupon. Scan, register, instant reward.

The dynamic QR approach also gives you scan analytics so you can see which venues get the most registrations.

Here is a guide on how QR code tracking works: https://qrlynx.com/blog/track-qr-code-scans