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 aixios, enabling businesses to generate QR-coded tickets, track redemptions, and automate workflows.

TABLE OF CONTENTS

Key Benefits of a Digital Check-In System
Step 1: Setting Up the Check-In Form
Step 2: Generating Prefilled URLs for Each Customer
Step 3: Creating a Trigger Link for Better Tracking
Step 4: Sending QR Codes via Email
Step 5: Automating the Check-In Process
Step 6: Preventing Multiple Redemptions
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.

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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 aixios 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.

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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 aixios records.
3. Save this modified link for use in QR code generation.

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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.

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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.

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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.

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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.

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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.

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Related Articles #

• How to Create and Manage Forms in aixios
• Using Trigger Links for Campaign Tracking
• How to Automate Email Campaigns in aixios
• Creating Custom Fields for Better CRM Management

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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 aixios, ensuring smooth ticketing and campaign tracking. If you have questions, feel free to reach out!