How to Create a WhatsApp QR Code with a Form and Automated Message Link for Small Businesses

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This tutorial will guide you through creating a WhatsApp QR code that directs customers to a form, collects their information, and sends an automated message with a link. This process is ideal for small businesses, agencies, or developers looking to generate leads through flyers, email notifications, CRMs, and webhooks. Our tool, as described by Cesar from tochat.be, is user-friendly, secure, and offers unlimited, permanent QR codes that never expire—all included in your account.

View this video > https://www.youtube.com/watch?v=pdGvqwfphO0

Why Use WhatsApp QR Codes?

  • Simplify Customer Engagement: Customers scan the QR code, fill out a form, and receive an automated message with a link to a promotion, coupon, or group.
  • Versatile for Flyers: Perfect for printing on flyers, business cards, or product packaging to attract leads.
  • Seamless Integration: Automatically store lead data in a CRM, send email notifications, and use webhooks for advanced automation.
  • Cost-Effective: No need for complex WhatsApp API setups or paid templates—our solution is straightforward and included in your account.

Before you start creating your QR Code with a link to WhatsApp

  • A tochat.be account (all features, including unlimited QR codes, are included in the lifetime deal).
  • A WhatsApp Business or personal account with a registered phone number.
  • Access to a design tool (e.g., Canva, Adobe Express) for flyer creation (optional).
  • A clear goal for your campaign (e.g., lead magnet, coupon, or group access).

Step-by-Step Tutorial to create your QR Code with WhatsApp link

Step 1: Create a Widget with a QR Code

  1. Log in to tochat.be: Access your tochat.be account dashboard.
  2. Create a Widget:
    • Navigate to the widget creation section.
    • Each widget automatically generates a unique QR code upon creation.
    • This QR code links to a landing page with a form for collecting user information.
  3. Download the QR Code:
    • In the widget settings, locate the QR code.
    • Click to download it as an image (e.g., PNG) or copy the image directly.
    • Pro Tip: Test the QR code by scanning it with your phone to ensure it directs to the correct landing page.

Why It Matters: The QR code is permanent, never expires, and is ready to print on flyers, business cards, or other marketing materials.

Step 2: Set Up the Form

  1. Access the Form Builder:
    • In the tochat.be dashboard, go to the widget’s form settings.
    • Create a form to collect user details like first name, last name, email, or phone number.
  2. Customize the Form:
    • Add fields relevant to your campaign (e.g., “First Name,” “Last Name,” “Email”).
    • Keep it simple to encourage completion—3 to 5 fields are ideal.
    • Example: For a coupon campaign, include fields for name and email to send personalized offers.
  3. Save the Form: Ensure the form is linked to the widget’s landing page.

Why It Matters: The form captures lead information, which is stored in the tochat.be database and can be integrated with your CRM.

Step 3: Configure the Automated Welcome Message

  1. Navigate to Agent Profile:
    • In the tochat.be dashboard, go to the agent profile settings.
    • Find the “Default Message” or “Welcome Message” section.
  2. Craft the Automated Message:
    • Write a concise message that users will receive after submitting the form.
    • Example: “Hi [Name], thanks for signing up! Here’s your exclusive deal: [Insert Link].”
    • Use variables (e.g., [Name], [Email]) to personalize the message with form data.
    • Include a link to your promotion, coupon, group, or website.
  3. Optional Attachments:
    • Add a PDF, image, or other file to the message (e.g., a coupon code or product catalog).
  4. Choose Message Settings:
    • Decide whether to include only the welcome message or add form data (e.g., user’s name and WhatsApp number).
    • For simplicity, select “Welcome Message Only” to avoid cluttering the response.
  5. Save the Settings: Test the form submission to ensure the message is sent correctly.

Why It Matters: The automated message engages users immediately, providing a seamless experience without manual intervention.

Step 4: Integrate with CRMs, Email Notifications, and Webhooks

  1. CRM Integration:
    • tochat.be automatically stores form submissions in its built-in database.
    • Connect to your CRM (e.g., HubSpot, Salesforce) to sync lead data for follow-up campaigns.
  2. Email Notifications:
    • Enable email notifications in the agent settings to receive alerts when a lead submits the form.
    • Include the lead source (e.g., “QR Code Flyer Campaign”) for tracking purposes.
  3. Webhooks:
    • Set up webhooks in the tochat.be dashboard to send form data to external tools or automate workflows (e.g., Zapier, Make).
    • Example: Trigger a follow-up email or add the lead to a marketing funnel.
  4. White-Label Option:
    • Customize the landing page and QR code link with your branding for a professional look.

Why It Matters: These integrations streamline lead management, making it easy to track and nurture prospects.

Step 5: Design and Print QR Codes for Flyers

  1. Prepare the QR Code for Printing:
    • Use a high-resolution version of the QR code (downloaded from tochat.be).
    • Ensure the QR code is at least 1 inch x 1 inch for easy scanning.
  2. Design the Flyer:
    • Use a design tool like Canva or Adobe Express to create a flyer.
    • Place the QR code prominently with a clear call-to-action (e.g., “Scan to Get Your Coupon!”).
    • Add branding elements (logo, colors) and campaign details (e.g., “Exclusive 20% Off Deal”).
  3. Test the QR Code:
    • Print a sample flyer and scan the QR code with multiple devices (iOS and Android) to confirm it works.
    • Verify that the form loads and the automated message is sent correctly.
  4. Print in Bulk:
    • Use a professional printing service or local printer for high-quality flyers.
    • Distribute flyers in high-traffic areas or include them in product packaging.

Why It Matters: A well-designed flyer with a scannable QR code maximizes visibility and engagement for your campaign.

Step 6: Monitor and Optimize

  1. Track Performance:
    • Use tochat.be analytics to monitor QR code scans and form submissions.
    • Check CRM reports or email notifications to see lead activity.
  2. Optimize the Campaign:
    • If scans are low, try a different flyer design or placement (e.g., storefronts, events).
    • Experiment with different welcome messages or incentives to boost engagement.
  3. Follow Up with Leads:
    • Use the collected data to send personalized WhatsApp messages, emails, or offers.
    • Example: Send a reminder about the coupon or invite leads to a WhatsApp group.

Why It Matters: Analytics and follow-ups help you measure success and improve future campaigns.

Advanced Option: WhatsApp API (Not Recommended for Simplicity)

  • What It Involves: Using the WhatsApp Business API to send templated messages automatically after form submission.
  • Requirements:
    • A WhatsApp Business API account.
    • Approved message templates by Meta.
    • Payment for each message sent.
  • Complexity: This approach requires technical setup, is more expensive, and involves a lengthy onboarding process.
  • Recommendation: Stick with tochat.be built-in solution for a simpler, cost-free alternative that achieves similar results.

Why It Matters: The API option is overkill for most small businesses, as tochat.be standard features are effective and included in the account.

Best Practices

  • Clear Call-to-Action: Use phrases like “Scan for a Free Coupon” or “Get Instant Access” to entice users.
  • Secure and Reliable: tochat.be QR codes are secure, permanent, and never expire, unlike some free tools that limit usage to a few weeks.
  • Test Everything: Always test the QR code, form, and message flow before launching your campaign.
  • Leverage Analytics: Use tochat.be dashboard to track scans and conversions to refine your strategy.
  • Keep It Simple: Avoid overly complex forms or messages to ensure a smooth user experience.

Conclusion for your QR Code

With tochat.be, creating a WhatsApp QR code with a form and automated message link is fast, secure, and accessible for agencies, developers, and small business owners. The unlimited, permanent QR codes, combined with CRM integration, email notifications, and webhooks, make it a powerful tool for generating leads through flyers and other marketing materials. Follow this tutorial to set up your campaign and start connecting with customers effortlessly.

For further questions or support, check the tochat.be documentation or reach out via AppSumo’s Q&A section. Happy lead generation!

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