The 'Generate an Event QR Code' action within the Generate Code Actions app by Integration Glue allows you to generate a QR code for an event. When scanned, this QR code can open an event registration page, display event details, or trigger actions related to the event, such as saving event information or opening a calendar invite.
This action is useful for simplifying event management and participation, enabling users to access event information or register directly by scanning the QR code from physical or digital materials.
This action is particularly useful when:
- You are organizing events and want to provide an easy way for attendees to register or learn more by scanning a QR code.
- You want to include event details in physical or digital marketing materials (e.g., flyers, business cards, or event signage).
- You need to automate event information sharing and streamline attendee access to registration or event details.
- Generate a convention for the QR code file names allows you to define the naming convention for the generated QR code file. You can create a consistent pattern for naming QR code files, making it easier to organize and identify them. For example, you could use the event name or event date in the file name.
- Folder ID (where the QR code will be saved) refers to the Folder ID in HubSpot’s file manager where the generated QR code will be stored. You can choose a specific folder to save the QR code files for better organization. To find the Folder ID, navigate to HubSpot's File Manager, select the folder, and copy its ID.
- File visibility of the saved QR code determines the visibility of the saved QR code. You can choose between:
- Property to save file URL of the QR code is the HubSpot property where the URL of the generated QR code will be saved. The URL provides a direct link to the QR code file, which can be used for references, reporting, or other workflows.
- Associate QR code to the enrolled record as an attachment allows you to attach the QR code directly to the enrolled record (e.g., contact, deal, ticket) as an attachment. If enabled, the QR code will be automatically linked to the specific record that triggered the workflow.
- Name of the organizer allows you to input the name of the event organizer. This information will be embedded in the QR code for reference, so users can know who is hosting or managing the event.
- Property containing email of the organizer is the HubSpot property where the email address of the organizer is stored. The email will be embedded in the QR code, allowing users to contact the organizer easily by scanning the code.
- Property containing event start date/datetime refers to the HubSpot property containing the start date and time of the event. This data will be encoded into the QR code, enabling users to quickly view the event's start time when they scan the code.
- Property containing event end date/datetime is the HubSpot property where the event end date and time are stored. Similar to the start date, this data will be embedded in the QR code, letting users know when the event will end.
- Name of the event allows you to define the name of the event. The event name will be included in the QR code, providing users with a clear identifier of the event when they scan the code.
- Location of the event refers to the location of the event (e.g., venue, address, or virtual link). The location will be encoded into the QR code, allowing users to easily know where the event is taking place.
- Description of the event lets you input a description of the event. It could include details such as the agenda, speakers, or purpose of the event. This description will be embedded in the QR code, offering users more context when they scan it.
Step 1: Add the Action to the Workflow
- Open your HubSpot workflow editor.
- Click the "+" button to add a new action.
- From the available app actions, select Generate Code Actions and choose 'Generate an Event QR Code'.
Step 2: Define the Naming Convention for the QR Code File Name
- Title: Set the Naming Convention for the QR Code File
- In the action setup panel, find the field 'Generate a convention for the QR code file names'.
- Enter the naming convention for the generated QR code file. For example, you might use a combination of dynamic properties like event name or event date to create meaningful file names, like
{Event Name}_{Event Date}.
Step 3: Select the Folder ID Where the QR Code Will Be Saved
- Title: Choose Folder for QR Code Storage
- Locate the 'Folder ID (where the QR code will be saved)' field.
- Enter the Folder ID of the HubSpot folder where the generated QR code will be stored. To get the Folder ID, go to HubSpot's File Manager, select the folder, and copy the Folder ID from the URL.
Step 4: Choose the File Visibility
- Title: Choose the QR Code File Visibility
- Find the 'File visibility of the saved QR code' field.
- Select the visibility of the file:
- Public: Anyone with the link can access the file.
- Private: Only specified users or teams can access the file.
Step 5: Choose the Property to Save the QR Code File URL
- Title: Save QR Code URL to Property
- Locate the 'Property to save file URL of the QR code' field.
- Choose the HubSpot property where you want the QR code URL to be saved. This URL will link directly to the file and can be used for referencing or other workflows.
Step 6: Associate the QR Code with the Enrolled Record
- Title: Attach QR Code to Enrolled Record
- Find the 'Associate QR code to the enrolled record as an attachment' field.
- Enable this option if you want the QR code to be attached as a file to the enrolled record (e.g., contact, deal, or ticket).
Step 7: Enter the Organizer’s Name
- Title: Enter Organizer Name
- Locate the 'Name of the organizer' field.
- Enter the organizer's name (e.g., the person or organization hosting the event). This will be embedded in the QR code.
Step 8: Choose the Property Containing the Organizer’s Email
- Title: Select Organizer’s Email Property
- Find the 'Property containing email of the organizer' field.
- Choose the HubSpot property where the organizer’s email is stored. This will be embedded in the QR code for easy contact.
Step 9: Enter the Event Start Date/Datetime
- Title: Enter Event Start Date
- Locate the 'Property containing event start date/datetime' field.
- Choose the HubSpot property that contains the event start date and time. This will be included in the QR code.
Step 10: Enter the Event End Date/Datetime
- Title: Enter Event End Date
- Find the 'Property containing event end date/datetime' field.
- Choose the HubSpot property that contains the event end date and time.
Step 11: Enter the Event Name
- Title: Enter Event Name
- Locate the 'Name of the event' field.
- Enter the name of the event (e.g., "Annual Conference 2025"). This will be displayed when the QR code is scanned.
Step 12: Enter the Event Location
- Title: Enter Event Location
- Find the 'Location of the event' field.
- Enter the location of the event (e.g., "New York City, Hilton Hotel" or "Zoom link for virtual events").
Step 13: Enter the Event Description
- Title: Enter Event Description
- Locate the 'Description of the event' field.
- Enter the event description. This could include details like the event agenda, key speakers, or any other relevant information.
Step 14: Save and Test the Workflow
- Once all fields are filled out, click Save to finalize the action setup.
- Test the workflow:
- Trigger the workflow and ensure the QR code is generated with all the correct details (event name, date, location, organizer).
- Verify that the QR code is stored in the selected folder and that the file URL is saved in the designated property.
- Confirm the QR code is attached to the enrolled record.