Project Management

The BaseQR workflow is: create a Campaign, add a Dynamic QR, export as SVG/PNG/JPG, validate scannability with the pre-flight checks, publish across channels, track performance with Total Scans and optional GA4/GTM attribution, and iterate by updating destinations without operational rework.

• Define outcomes - Specify the purpose of the campaign (for example, lead capture, app installs, informational visits) and how success will be evaluated. Establish scan targets in BaseQR and identify conversion indicators in downstream analytics (for example, GA4 events or goals). Document these goals in the campaign description for shared visibility.

• Specify channels - Identify where codes will appear (print, packaging, DOOH, retail, events, digital). List intended locations or placements (for example, shelf talkers, in-store posters, shipping inserts, event badges, billboards, emails) in the campaign description so collaborators understand real-world contexts that affect sizing and QA.

• Admin - Manages organization settings, billing, and user access; enforces naming standards and maintains campaign organization to support accurate reporting and smoother collaboration.

• User - Creates and manages campaigns and their QR codes, executes QA, publishes assets, and monitors performance as assigned. Enterprise accounts may enable SSO for centralized identity.

• Create campaign - Provide a clear name and description (2-step creation). Use consistent patterns (for example, 2025_Q2_EventSeries – Retail) to standardize searches and roll-up reporting. See Campaign Naming Standards. In the description, include:
  • Goals and KPIs — State what you are trying to achieve and how you will measure it. Include a short goal, a scan target in BaseQR (Total Scans), and the GA4 conversion events you will track. Example: “Goal: drive app installs; Target: 5,000 scans in 6 weeks; GA4: email_signup, trial_start.”
  • Locations and placements — List where the code will appear so sizing, QA, and timing are correct. Note channel and context (print postcards, retail endcaps, event badges, DOOH billboards, digital banners) and consider viewing distance and substrate. Example: “Retail endcaps (national), shipping inserts (US), event signage (June).”
  • Audience/regions and UTM plan — Identify who and where you’re targeting, then define a simple, consistent UTM pattern so GA4 reporting aligns with BaseQR scans. Example: “Audience: US shoppers; Regions: Northeast + Midwest; UTM: source=retail, medium=endcap, campaign=2025_q2_eventseries, content=variant_a.”
• Destination readiness - Confirm the primary destination URL loads quickly, uses HTTPS, and includes required on-page analytics or tags (for example, GA4 via GTM).
• UTM plan - Define a consistent UTM structure (source, medium, campaign, content, term) to attribute traffic in GA4.
• Access - Invite teammates with Admin or User roles aligned to responsibilities within Account Settings > Roles & Permissions > Manage Team.

• Create QR codes - In the campaign, create a QR code and set the primary destination. There is a single creation path; no type selection or modifications are required. Save to make the code available for testing and export.
• Export files - Export SVG, PNG, or JPG based on placement needs: SVG for scalable print and large formats; PNG or JPG for raster uses such as digital comps or smaller prints. Retain the master export used in production to prevent mismatches across channels.

• Pre-flight checks - Validate size, quiet zone, and contrast relative to the intended viewing distance and substrate. Assess surface/finish (for example, matte vs. glossy) and lighting conditions that may affect scanning. Perform real-world test scans across multiple devices, camera apps, and operating systems. See Testing and Accessibility & Contrast Guidelines for detailed criteria.

• Publish - Place the exported code in approved creative across targeted channels (print, packaging, DOOH, retail, events, digital). Confirm the final printed or rendered asset matches the tested version.
• Track - Monitor Total Scans at the campaign and code levels in BaseQR to understand volume, timing, and channel impact.
• Attribute - Append UTM parameters to destinations to attribute traffic in Google Analytics 4 (GA4). Optionally manage tags via Google Tag Manager (GTM) to follow downstream engagement and conversions. Use BaseQR and GA4 together for end-to-end visibility from scan to on-site behavior.

• Status control (Active/Inactive) - Toggle a QR code’s status from Active to Inactive to control availability during and after promotions. Inactive codes stop accepting new scans until reactivated, preventing unintended traffic.
• Mid-campaign updates - Update destinations and UTM parameters at any time without reprinting. These midstream changes preserve a single durable code across placements while keeping attribution intact—a distinct competitive advantage of BaseQR.

• Bulk import at creation - When creating a campaign, bulk import many QR codes at once to accelerate setup for large initiatives. Prepare your data file using the Bulk Import Template and import to generate codes and destinations in one step. See Bulk Import Template [link placeholder] for required fields and formatting guidance.
• CSV updates - For ongoing maintenance, use CSV import or export to update destinations or other allowed fields across many codes simultaneously, reducing manual effort and error risk.
• Standardization - Apply consistent naming conventions across campaigns and codes. Standardization improves your team’s ability to find existing QR codes quickly, prevents duplicate creation, and yields cleaner, more reliable reports.

• Internal review schedule - Establish an internal review cadence (for example, weekly or aligned to media flights) to evaluate scan trends, channel performance, and GA4 engagement or conversion signals. This is a team process set outside the product; use BaseQR dashboards and GA4 reports during these reviews to drive timely updates.