Tutorial: How to validate the prizes in QR code format

We offer you a system that allows you to validate a prize in a physical point of sale in an fast, simple and safe way. This system is based on QR codes. The winners of the promotion have obtained a prize that is encoded as a QR code. The user has this QR in a PDF document or directly on his email. With this QR code the user will go to the point of sale to enjoy the prize. At the point of sale the manager or the person in charge will scan the QR and will know right away if the code has been previously used or not and will be able to see the user's information together with the prize associated with the QR.

In this tutorial we explain how the system works from the point of view of the point of sale, the steps the organizer must follow to register the validation points in the system, activate the QR system and the QR code distribution, and finally, how to analyze the number of validations that have been registered.

 

We detail below the contents of this tutorial:

1. How it works at the point of sale

2. How to set up the promotion

3. Annex: Example of email with instructions for the validation points

 

1. How it works at the point of sale

Here's how the prize validation system works with QR:

 

A. User experience at the point of sale

The brand or company organizing the promotion will have disseminated the campaign through its online channels and will have distributed the prizes among the users registered in the promotion. In addition, each winner will receive the prize in PDF format. Winners will visit the point of sale with this PDF to enjoy their prize, either with the PDF printed on paper or by showing the email they have received directly from their mobile phone.

Here we present the coupon in PDF format that the user will show at the point of sale, either by presenting it printed on paper or by showing it directly from the email:

Validate_Prize_QR_18.jpg

 

B. Manager experience at the point of sale

At the point of sale the manager or the person in charge must have a mobile device or tablet with a QR reader app. For Apple devices we recommend this app and for Android devices this other one.

 

How to validate the coupon?

The customer can show the coupon printed or in his/her mobile phone (as a pdf or inside an email).

From the point of sale, open your QR reader app and scan the coupon QR code. Automatically, the QR reader app displays the URL containing the QR code and its status. To access the status we must click the link to open it and we will be directed to to the mobile browser view. Each new device accessing the validation portal will be prompted for a 1 time password which will be facilitated by the promotion organizer:

Validate_Prize_QR_17.jpg

After logging in, the result of the validation will appear, which will tell us if it is valid or if it has already been used. This screen will show the user’s data that we have requested in the entry form of the promotion as well as the prize the user has won:

Validate_Prize_QR_19.jpg

If a user tries to scan the QR a second time, the system will show this error, together with the validation point and the date it was validated.

Validate_Prize_QR_20.jpg

For each new winner that comes to the point of sale, we must scan the QR code again to validate the prize.

 

2. How to set up the promotion

Here we detail all the steps you must follow to enable the validation of the prizes in QR code format:


Step 1. Activate the QR system

Once you have created the prize you are going to distribute in your promotion, you must enable the option that will allow this prize to be validated at the point of sale by using a QR code reader app.

To enable this option, follow the steps that we detail below:


1. Access the Editor of your promotion and then go to the General> Prizes section. Click on the pencil icon to access the prize configuration options:

Validate_Prize_QR_1.jpg

2. Then click on the "Options" tab and check the option "Do you want to validate the prize with a QR code?"

Validate_Prize_QR_2.jpg

3. Click on the "Save" button before moving to the next step.

 

Step 2. Create the Validation points

The next step is to create the validation points, that is, the stores/points of sale that will validate the prizes when the winners visit physically the POS.

In order to create the validation points, click on the “Create Validation Point” button:

Validate_Prize_QR_3.jpg

Then, a pop-up will open where you must type the name of the validation point, as well as a password for this validation point:

Validate_Prize_QR_4.jpg

You will have your first validation point. You can create more validation points or manage the ones you have created by clicking on the following option:

Validate_Prize_QR_5.jpg

 

Step 3. Distribution of the QR code by PDF

When you have created all the validation points the next step is to prepare the PDF that the winners will download in order to include the QR code. This way, winners will go to the point of sale with the PDF of the prize and the QR will allow the validation of the prize and the identification of the winner.

In order to add the QR code in the downloadable PDF, follow the steps we detail below:

1. From the "Options" tab of the prize, locate the option "Does this prize have downloadable content?" and select the option "Yes, and Easypromos will generate the PDF":

Validate_Prize_QR_6.jpg

2. Then in the pop-up window click on the "Generate PDF template" button:

Validate_Prize_QR_7.jpg

3. You will access the Coupon Editor, which will allow you to fully customize the PDF that the prize winners will download. Among the personalization options that you have available, you will find the option to add the following elements: texts, images, rectangles and lines, and the element that concerns us in this tutorial: the validation QR code. To do this, first of all click on the "Add element" button and add the validation QR code:

Validate_Prize_QR_8.jpg

4. The QR code will be added to the PDF template, where you will have tools to modify the size of the QR, and change its position by drag & drop: 

5. Finally, click on the "Save layout" button and you can finish customizing the PDF template to your liking. To do this, do not miss the video we present you below to discover all the customization options that you have available:

 

Step 4. Distribution of the QR code by email

A good practice is to send the PDF via email to each winner with the prize and the QR code. This way, winners will always have the prize they have won at hand, so that they have it ready and easily recoverable the day they need to redeem it at the point of sale.

In order to create this email you can use the Emails Platform (included in Premium and White Label promotions), a tool that allows you to send automatic emails to your promotion’s participants. In addition, the promotion comes with a pre-configured email which is ready to be sent to all winners which also includes the PDF with the prize. You just have to activate the email and, if you wish, customize it to your liking. To do this, follow the steps that we explain below:

1. Go back to the "Options" tab of the prize and click on the "Create an email to send the content automatically" option:

Validate_Prize_QR_9.jpg

2. Then click on the option "You can edit the email on the email platform" to check the email that has been created and customize it if you wish:

Validate_Prize_QR_10.jpg

3. You will be taken to the email configuration within the Emails Platform. As you can see, the body of the email includes the {{prize_summary}} smart tag that in the email will be replaced by the reference of the prize that the user has won and the link to download the PDF:

Validate_Prize_QR_11.jpg

Note: Check all the customization options of the email in this tutorial.

 

Step 5. Statistics of validations registered

Once the promotion is finished, you will be able to check the statistics of the validations registered and check the validation points that have made each validation. You can check this data from two different places within the promotion:

1. From the list of validation points that you have created for each prize:

Validate_Prize_QR_12.jpg

2. From the list of participants, where for each registered user you will see if their prize has been validated and if so, what validation point has validated it.

Validate_Prize_QR_13.jpg

In addition, you can download an Excel file with the list of validated prizes, which will also include the information of the date and validation point for each prize:

Validate_Prize_QR_14.jpg

 

3. Annex: Example of email with instructions for the validation point

We provide you with the example of an email with instructions for the point of sale, which you can use and adapt to your campaign.

Hello,

Once the coupon online promotion is disseminated, there are customers who will visit our stores to redeem and enjoy their prize [OPTIONAL: specify the name of the prize]. The winners will present at the counter of the store the coupon with the information of the prize and their participation data, so that the prize can be validated by our store personnel.. 

Below we detail the instructions to validate the prizes in a safe and quick way, which we have divided into three steps: 

- Step 1. Prepare the validation

In order to validate that the prize is correct and has not been previously validated, it will be necessary to use a QR code reader app. Therefore, in the store we must have a mobile device (tablet or mobile phone) with a QR code reader app installed.

We recommend to use the following apps:

 - Step 2. How to redeem the prize

The customer will come to our stores with the prize they have won in the promotion. The customer can show the coupon printed or in his/her mobile phone (as a PDF or inside an email).

The customer will show the coupon to the store personnel, who will use the QR code reader app of the mobile device to scan the QR code in the coupon.

The QR reader app will automatically display the URL containing the QR code and its status. To access the status click the link to open it and you will be directed to to the mobile browser view.

Each new device accessing the validation portal will be prompted for a 1 time password. Successful completion of the password identifies this device as the Point of Validation agent.

These are the passwords of each validation point:

  • Store A: [password]
  • Store B: [password]
  • Store C: [password]

- Step 3. Result of the validation

After scanning the QR code, the system will inform of the result of the validation on the screen: if it is a valid coupon, if it has already been validated before or if it is an invalid coupon.

If we need to close the session of the validation point, for example to use the mobile phone in another validation point, we must just click the “Logout” link at the top.

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