QR Code Webhook Setup in Zapier for OLC

Trigger an email notification (or Slack alert) when someone scans a QR code printed via Open Letter Connect. You’ll capture data via Zapier’s webhook and pull in UTMs.

What You’ll Need

✅ Access to Zapier account ✅ Open Letter Connect account with webhook access ✅ An email (Gmail/Outlook) Slack, or any messaging app for test notifications

Step-by-Step Procedure

Step 1: Set up Webhook Trigger in Zapier

1. In Zapier, create a new Zap

2. Trigger App: Webhooks by Zapier

   
3. Trigger Event: Catch Hook

   
4. Copy the webhook URL Zapier provides

   

5. Paste that URL into Open Letter Connect

• Locate the “Webhooks” section (Settings > Webhook)

• Paste the Zapier webhook URL

• Select “QR Code Scans” on the Event Types

Step 2: Add Email Notification Step

1. Add a new Action step in Zapier: App: Email by Zapier (or use Gmail if preferred)

   
2. To: Your email

   

Subject: QR Code Scanned: {{utm_firstname}} {{utm_lastname}}

Body: A QR code was scanned!

- First name: {{utm_firstname}}

- Last Name: {{utm_lastname}}

- Source: {{utm_source}}

- Time: {{data.scanned by contact last}}

Note: If the UTMs aren't populating, check:

• If UTM parameters are added to your mail piece in Template builder. Go to Templates > Select Template > QR Codes and input/map your UTMs Step 3: Test in Slack

  

If you're using Slack instead of email:

1. Use Slack → Send Channel Message

   
2. Hook it up to your workspace and create a channel

   

   
3. Format the message with UTM fields. UTM fields can be found by clicking this:

   

Step 5: Publish

• Once tested, click Publish Zap

  

❓ What are UTM Parameters?

UTM parameters are small tags added to the end of a website link (URL). They help you track where your visitors are coming from and what marketing piece they responded to — like a postcard, email, or text message.

Think of them as little labels that tell your analytics tool who clicked and from where.

Why You Should Use Them

Using UTM parameters lets you:

• Know which marketing campaigns work best

• Measure responses from postcards, emails, or QR codes

• Match visitors or leads back to your mailing list

• Save time when analyzing campaign performance

What a Link With UTM Looks Like

Regular website link:

• https://www.openletterconnect.com

With UTM parameters:

• https://www.openletterconnect.com/?utm_source=postcard&utm_medium=directmail&utm_campaign=dental_promo_nov2025&utm_firstname=John&utm_lastname=Doe&utm_address1=123_Main_St&utm_propertyaddress=123_Main_St

Let’s Break It Down

Parameter	What It Means	Example Value	Why It’s Useful
utm_source	The source — where the visitor came from	postcard, facebook, email	Shows which channel brought traffic
utm_medium	The marketing type or channel	directmail, social, email	Groups results by campaign type
utm_campaign	The campaign name	dental_promo_nov2025	Helps identify which campaign they came from
utm_firstname	The contact’s first name	John	Links response to your contact list
utm_lastname	The contact’s last name	Doe	Same — helps match leads to data
utm_address1	The mailing address	123_Main_St	Useful for matching mail recipients
utm_propertyaddress	The property the mail piece refers to	123_Main_St	Tracks multiple property campaigns

How This Works in Practice

When you print a QR code on a dental campaign postcard, you can add UTM tags like these:

• https://www.openletterconnect.com/?utm_source=postcard&utm_medium=directmail&utm_campaign=teeth_whitening&utm_firstname=Sarah&utm_lastname=Lopez&utm_address1=45_Pine_St&utm_propertyaddress=45_Pine_St

When Sarah scans her QR code, you’ll know:

• She came from the “postcard” campaign

• It was part of your “teeth_whitening” campaign

• And you can match her visit to her mailing record in your dashboard

UTMs = Easier tracking, clearer insights, and smarter marketing decisions.

Support & Contact

If you run into issues, have questions, or want help with setup, we’re here for you.

For direct support, please visit our support guide: How to Reach Support