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
In Zapier, create a new Zap
Trigger App: Webhooks by Zapier
Trigger Event: Catch Hook
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
Add a new Action step in Zapier: App: Email by Zapier (or use Gmail if preferred)
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:
Use Slack → Send Channel Message
Hook it up to your workspace and create a channel
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:
With UTM parameters:
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:
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
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