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QR Scan → Call Follow-up

TL;DR: Turn every QR code scan into an immediate warm-lead follow-up - automatically move scanners into a call list and reach out within 24 hours.

Ready to put this play to work?

Who it's for​

Anyone running a QR-enabled campaign who wants to act on scan data while the prospect is still warm - within the first 24 hours after they scan.

The play​

When a recipient scans your QR code, thanks.io can automatically move them to a "Hot Leads" mailing list. You get an instant scan notification (text, email, or webhook). You or your team calls them within the day. The next day, they also receive a follow-up Notecard or postcard from a Days After Added campaign tied to the Hot Leads list.

Two-channel follow-up (phone + physical mail) within 24-48 hours of a QR scan is one of the highest-converting sequences in direct mail.

Expected signals​

  • QR scan to call conversion depends on list quality and offer relevance, but warm-list scans that receive a same-day callback close at materially higher rates than cold outreach
  • The follow-up mailer arriving a week or two after the scan (5-10 business days by First Class) reinforces the call attempt

Step-by-step​

Send method: Campaigns → Days After Added - set it up once and it fires automatically when contacts land in your Hot Leads list.

1. Set up a "Hot Leads" mailing list​

In Mailing Lists, create a list called "Hot Leads." This is where scanners will be automatically moved.

2. Enable QR tracking on your creative​

  1. In Creatives, open the creative your campaign mails.
  2. On the message step, set the QR code destination (landing page, calendar link, or phone-number click-to-call).
  3. Save.

See Enabling QR Codes for setup details.

3. Configure "Move Recipient on Scan"​

  1. Go to Mailing Lists and open the source mailing list (the list your campaign is sending to).
  2. Open Advanced settings and find When someone scans a QR code….
  3. Check your "Hot Leads" list. Remove them from this list (move instead of copy) is on by default, so a scanner is taken off the source list once they're on Hot Leads and its campaigns stop mailing them. Uncheck it to keep scanners on both lists.
  4. Click Update.

Now, every time someone scans, they are automatically moved to Hot Leads.

4. Set up scan notifications​

Go to Settings → Profile and, in the Contact Information card under Notifications, turn on:

  • Email on QR Scan - instant email to you when a scan occurs
  • Text on QR Scan - instant SMS to your phone number on file

Click Save Changes.

See QR Scan Notifications.

5. Set up a Days After Added follow-up on the Hot Leads list​

  1. Make a creative (Notecard or 4×6 postcard) for your "Following up on our conversation" piece.
  2. Go to Campaigns in the sidebar, click New Campaign, and pick your "Hot Leads" list under Use a list you have.
  3. When: under When someone joins the list, choose Days after they join and enter 1 (mails the day after they're added).
  4. What: pick the follow-up creative.
  5. Review: name the action and click Start action (and confirm) or Save paused.

When a scanner lands in Hot Leads, they automatically receive a follow-up piece the next day.

6. Track your calls on the Lead Board​

Every scanned piece also appears as a card in New on Reports → Lead Board. As you work each lead, drag its card to Contacted, then Follow Up or Done, and click Add a note to record what happened ("Left a voicemail", "Booked a showing"). Your team can see at a glance who still needs a call.

On the Business plan and up, add a stage webhook to a column - for example Contacted - to send each lead to your CRM when you move it there. See Lead Board.

Sample follow-up message (Day 1 after scan)​

Hi %FIRST_NAME%,

I saw you scanned our QR code - I'd love to connect if you have any questions.

Give me a call or just reply to this card.

%YOUR_FULL_NAME%, %YOUR_COMPANY%
%YOUR_PHONE%

Pitfalls​

  • Not calling the same day. The scan is a buying signal. Every hour of delay reduces conversion. Set up SMS notifications so you know the moment someone scans.
  • No follow-up mail. The phone call alone is great. The phone call + a physical follow-up piece that arrives 3 days later is better.
  • Scan destination is a dead end. If the QR code goes to a generic homepage with no clear next step, scans don't convert. Use a landing page with one clear ask.

Run this play​

  1. Enable QR codes on your creative's message
  2. Create a Days After Added follow-up campaign
  3. Monitor the Global Scan List
  4. Work your calls on the Lead Board

Video Guide​

note

The videos on this page were recorded on an earlier layout of the dashboard, so some screens and names may differ from what you see today.