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Marketing Emails and QR Codes

Set up automated email sequences to follow up with visitors who find your club through your website or scan a QR code at your meeting.

Before You Begin

  • You must be a club officer (President, VP Education, Secretary, or Admin).
  • Your club must have an OurClub.site website set up. Marketing emails are part of the club website feature.
  • This feature is currently in beta.

Overview

Marketing emails are automated follow-up sequences that nurture visitors toward attending your club. There are two types:

Sequence Triggered By Purpose
Website Form A visitor fills out the contact form on your OurClub.site website Encourage first-time attendance
QR Code A visitor scans your QR code at a meeting Follow up after an in-person visit

Each sequence sends a series of timed emails automatically — you set it up once and it runs on its own.

Accessing Marketing Settings

  1. In the left sidebar under "Club Administration," click Marketing.
  2. You will see the Marketing Settings page with options for email automation and QR code check-in.

Marketing Email Settings

Enable Marketing Emails

Toggle Enable Marketing Emails to turn the entire automation system on or off. When disabled, no automated emails are sent to visitors.

Custom Club Message

Add a personalized message that appears in all marketing emails sent to your visitors. Use this for details like:

  • Meeting location and parking information
  • What to expect at a first visit
  • Any special instructions for guests

Reply-To Officer

Choose which officer's email address visitors see when they reply to a marketing email. This defaults to the VP Membership but can be set to any officer.

QR Code Check-In

When enabled, your club gets a unique QR code that visitors can scan at meetings to check in and provide their contact information.

Setting Up QR Code Check-In

  1. Toggle Enable QR Code Check-In on.
  2. Click Download QR Code to get a printable PNG image.
  3. Print the QR code and display it at your meetings (e.g., on a table tent, welcome sign, or handout).

How It Works

When a visitor scans the QR code:

  1. They are taken to your OurClub.site visitor form.
  2. They fill out their name and email.
  3. They are automatically added to your visitor list.
  4. The QR Code email sequence begins for that visitor.

Tips for QR Codes

  • Print the QR code large enough to scan easily (at least 2 inches square).
  • Place it where guests check in — at the welcome table or near the sign-in sheet.
  • Include a brief instruction like "Scan to check in as a guest."

How Email Sequences Work

Once a visitor triggers a sequence (via website form or QR code):

  1. The first email is sent immediately.
  2. Follow-up emails are sent on a schedule, timed around your club's meeting dates.
  3. Some emails may only be sent if the visitor actually attended a meeting.
  4. The sequence runs automatically — no officer action needed.

Email timing and content are managed by the platform. Officers can add a custom club message (see above) that is included in all emails.

Visitor Tracking Integration

Marketing emails work alongside your visitor list:

  • New visitors are automatically added to your visitor list when they submit a form or scan a QR code.
  • Visitor status updates as they progress: New → Contacted → Visited → Joined.
  • You can view marketing email delivery status for each visitor.

Tips

  • Enable both website form and QR code sequences for maximum reach — website catches online visitors, QR code catches in-person guests.
  • Review your custom club message periodically to keep it current (especially meeting location or time changes).
  • Check your visitor list regularly to follow up personally with engaged visitors.
  • The reply-to officer should be someone who actively monitors their email and can respond to visitor questions.

Troubleshooting

I don't see the Marketing option in the sidebar

  • Your club must have an OurClub.site website set up first. Go to Club Website to create one.
  • The marketing feature must be enabled for your account.

Visitors aren't receiving emails

  • Check that Enable Marketing Emails is toggled on.
  • Verify the visitor's email address is correct in the visitor list.
  • Ask the visitor to check their spam/junk folder.

The QR code isn't working

  • Make sure Enable QR Code Check-In is toggled on.
  • Test the QR code yourself with your phone's camera.
  • If the code links to the wrong page, try downloading a fresh copy.