How to Build Check-In Loop Campaigns in Sparkforge

By Sparkforge Support Team ·Last reviewed May 3, 2026

Build a digital check-in system in Sparkforge by creating a prefilled form, sending each contact a unique QR code, and using workflows to mark redemptions and block duplicate scans. Useful for restaurant offers, event ticketing, and one-time promo redemption.

A digital check-in system turns a customer offer into a trackable ticket. Each contact gets a unique QR code that opens a prefilled form, and a workflow records the redemption so the same code can't be used twice. This guide walks the full setup in Sparkforge.

What you get

  • One-tap QR code per contact, generated from a public QR API.
  • Prefilled form so staff don't have to ask for the customer's name or phone.
  • Redemption tracking with a hidden contact field.
  • Automatic block on second scans.
  • Optional review request after a successful check-in.

Step 1: Build the check-in form

  1. Open Sites → Forms → Builder and click Add Form.
  2. Pick a restaurant or event template to start.
  3. Keep Full Name, Phone, and Email. Remove anything you don't need.
  4. Rename the submit button to Check-In.
  5. Click Add Element, add a Single Line field named Redeem Status, and group it under Contact. Hide it on the form so it isn't visible to the customer.
  6. Save the form.

Step 2: Build the prefilled URL

Click Integrate on the form to copy the public URL. Append query parameters that pull from contact custom values:

?full_name={{contact.name}}&phone={{contact.phone}}&email={{contact.email}}&redeem_status=False

Save this modified URL — you'll wrap it in a trigger link next.

Step 3: Wrap the URL in a trigger link

  1. Go to Marketing → Trigger Links.
  2. Click Add Link and name it after the campaign (for example, Free Dessert Campaign).
  3. Paste the prefilled URL and save.

Step 4: Send the QR code by email

Use the public QR Server API to render the QR image inline. The data parameter takes the trigger link from step 3.

https://api.qrserver.com/v1/create-qr-code/?data=<<TRIGGER_LINK>>

Build an email template with the campaign details and the QR image, send a test to yourself, and confirm scanning the QR opens the prefilled form.

Step 5: Automate the check-in

  1. Go to Automations → Workflows and click Create Workflow.
  2. Set the trigger to Form Submitted and pick the check-in form.
  3. Add an Add Tag action (for example, Free Dessert Checked-In).
  4. Add an Update Contact Field action to set Redeem Status to True.
  5. Optionally add a Send Review Request action and a Google Sheets log action.
  6. Publish and save.

Step 6: Block duplicate redemptions

  1. Open the form and click Conditional Logic.
  2. Add a rule: if Redeem Status = True, disqualify the lead.
  3. Show a message like "You've already redeemed this ticket. Thanks for visiting."
  4. Save.

Test by scanning twice. The first scan should accept the submission and update Redeem Status. The second scan should hit the disqualification message and not create a new submission.

Frequently Asked Questions

Can I use this for events instead of restaurants?
Yes. The same setup works for any one-time use offer — events, workshops, promo codes, member-only access.
How do I see who has redeemed?
Filter Form Submissions by the campaign tag, or pipe the workflow output to a Google Sheet for a running log.
What happens on a second scan?
The conditional rule on the form disqualifies the submission and shows the duplicate-redemption message. No new submission is recorded.
Can I notify staff via SMS when someone checks in?
Yes. Add a Send SMS action inside the same workflow, pointed at the staff phone number, after the Update Contact Field step.

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