Did You Know You Can Create a Digital Check-In System in HighLevel?

March 14, 2025•4 min read

How to Create an Efficient Digital Event Check-In Using HighLevel

In today’s digital world, managing event or campaign check-ins efficiently is crucial. With digital event check-in using HighLevel, you can set up a system that ensures each guest receives a unique ticket and that no offer is redeemed more than once. This post explains how to build a check-in system with dynamic QR codes, email automation, and conditional logic using HighLevel and the free API.qrserver.com service.

Digital check-in solutions are transforming the way events, restaurants, workshops, and campaigns handle guest entries. By utilizing HighLevel’s automation platform, you can create a process that validates entries and prevents multiple redemptions of the same offer. Whether you’re managing a free dessert campaign or organizing a larger event, this guide will help you build an efficient digital event check-in system using HighLevel.

Step 1: Generating Dynamic QR Codes

A key part of your digital check-in process is the QR code. With API.qrserver.com, you can generate a unique, dynamic QR code for each recipient:

Dynamic QR Creation: Instead of using a static image, integrate your trigger link into the API’s URL to produce a QR code that changes for every email recipient.
Easy Integration: Copy the API URL, update the data parameter with your trigger link, and embed it in your email template. This method ensures that each QR code is unique and tied directly to your check-in system.

Step 2: Setting Up Your Email Template in HighLevel

HighLevel’s email design editor simplifies creating custom templates. Here’s how you can integrate your dynamic QR code into your email:

Design Your Template: Open your email template in HighLevel and add the necessary text and images.
Embed the QR Code: Drag an image element into your template. Replace the placeholder image with your dynamic QR code URL (using the trigger link from HighLevel).
Testing the Template: Although the image may appear broken in the editor, sending a test email will confirm that the QR code displays correctly.

This approach effectively combines your marketing content with the functional QR code, making your digital event check-in both practical and user-friendly.

Step 3: Automating Check-In Workflows

Automation is essential for a reliable digital event check-in process. With HighLevel, you can create workflows that perform several tasks once a guest checks in:

Trigger on Form Submission: Set up a workflow that is activated when a guest scans the QR code and submits the check-in form.
Tagging and Contact Updates: Automatically add a “checked in” tag to the guest’s profile and update a custom field (e.g., redeem status) to prevent further redemptions.
Collecting Feedback: Optionally, send automated requests for reviews via email or SMS after the check-in.
Tracking Submissions: Use additional actions to send check-in data to tools like Google Sheets for record keeping.

This automated process simplifies the check-in workflow while ensuring each guest can redeem the offer only once.

Step 4: Using Conditional Logic to Prevent Duplicate Check-Ins

To maintain the integrity of your event or campaign, it’s important to stop guests from redeeming the same offer more than once. HighLevel’s conditional logic feature allows you to:

Disqualify Duplicate Check-Ins: Add a condition to your form that checks the custom “redeem status” field. If the status is marked as “true” (indicating that the guest has already checked in), the form will display a custom message such as “You’ve already redeemed this ticket. Thank you for your visit.”
Clear User Experience: This setup ensures that even if a guest scans the QR code a second time, the system recognizes the duplicate entry and prevents another check-in.

Implementing conditional logic helps maintain an accurate record of check-ins and prevents misuse of the offer.

By following these steps, you can create an effective digital event check-in using HighLevel that uses dynamic QR codes, email automation, and conditional logic to streamline your check-in process. This method not only simplifies the operation but also provides a secure, one-time-use system for offers and events.

Whether you’re running a restaurant promotion, a workshop, or a large-scale event, integrating HighLevel’s features can improve your check-in process and enhance overall guest management. Explore these techniques today to refine your event management strategy.