From a sign outside a meeting room to a business card: let customers and staff open your schedule at the very moment they want to book.
Someone is standing outside a meeting room, wondering when it’s available. A customer walks past your shop window after closing time. A visitor at your open day wants to try a class. These are all moments when a QR code linking to your schedule comes in handy.
With a single scan, visitors can open your booking page without having to find your website or type in a web address. They can then choose an available time themselves.
In an earlier blog post, we discussed checking in with a QR code. But QR codes are useful well before an appointment, too. Here are some ideas for using them at your premises, on printed materials, at events and for internal scheduling.
Where can you find your schedule’s QR code?
You can find your QR code on the documentation page Link to your schedule with a QR code.
Log in to your SuperSaaS account.
Open the documentation page and choose the relevant schedule under “Select your schedule”.
Copy the image, or right-click it to save it as a PNG file.
Add the code to your sign, card or other materials.
Have more than one schedule? Repeat these steps for each schedule you want to share.
1. Let visitors book on the spot
This example links to the Meeting Rooms demo schedule. Viewing this on your phone? Tap the link instead.
A QR code is particularly useful wherever someone needs a room, a piece of equipment or a service. Visitors can immediately see what’s available and choose a time themselves. For example:
A sign outside a meeting room or tennis court. “Need a space? Scan to check available times.”
A sticker on a piece of equipment. Let users reserve a 3D printer, laboratory equipment or a shared washing machine while standing right in front of it.
A QR code on your shop window or closed reception desk. Passers-by can book an appointment even outside opening hours.
A card in the waiting room or changing room. Invite customers to book their next treatment or class.
Do you welcome visitors by appointment? Place a code at the entrance linking to a schedule with arrival time slots. Visitors can choose an available time and know when to return. Make sure your on-site reception arrangements accommodate those booked times.
2. Turn printed materials into an invitation to book
A business card tells people how to contact you. Adding a QR code linking to your schedule gives them the opportunity to book an appointment straight away. The same approach works on other materials customers take away:
Appointment cards: “Time for your next appointment? Scan to choose a time.”
Invoices, receipts and service reports: let customers schedule their next maintenance visit.
Flyers, door hangers and local newspaper ads: link directly to the schedule for an introductory appointment or trial class.
Gift vouchers and introductory offers: let recipients choose a date for their experience straight away.
On a gift voucher, the QR code opens the booking page, where the recipient chooses a suitable time. You can apply the voucher or discount using a discount code or gift voucher code that the customer enters when booking. Learn how to set this up in the documentation on vouchers and promotional codes.
This example links to the Cupcake Workshop demo schedule. Viewing this on your phone? Tap the link instead.
Even a parked company van can display your booking link. Make it clear what people can do by scanning the code, for example: “Book a consultation”.
3. Turn interest at an event into an appointment
A good conversation at a trade show often ends with “We’ll be in touch”. A QR code helps turn that intention into a confirmed next step.
For example, place a tabletop sign on your stand so visitors can book a demonstration or consultation for later that day. At an open day for a gym, music school or driving school, visitors can book a trial class or lesson straight away.
This example links to the Fitness Club demo schedule. Viewing this on your phone? Tap the link instead.
At a conference with several workshops, place a code outside each room linking to the relevant session. Visitors won’t need to search through the full programme.
A QR code also works on a staff member’s name badge or the final slide of a presentation. Make the invitation specific: “Book a 15-minute introductory meeting” gives people more direction than simply “Scan me”.
4. Use QR codes on screens
A QR code on an information screen in your waiting area or clubhouse can invite visitors to book a class or appointment. Displaying one on a presentation screen also makes it easy for people to open your schedule on their own phones.
This example links to the Conversation Classes demo schedule. Viewing this on your phone? Tap the link instead.
You can also include a QR code in email signatures, PDF brochures, newsletters and social media posts. Add a clickable booking link as well, so anyone already viewing the content on their phone can go straight to your schedule. For an Instagram story, a link sticker is a useful addition.
5. Make internal bookings easier
Staff and volunteers can also benefit from a QR code linking to a schedule. For example, put a code on the staff room noticeboard so employees can open the rota. With a volunteer schedule, people can sign up for available shifts if you have configured the schedule to allow this.
Other examples include:
A code at the equipment store for reserving a projector, toolbox or trailer.
A card in the clubhouse for signing up for a bar shift.
A code at the key collection point for booking a room or vehicle.
This example links to the Storage Unit Reservations demo schedule. Viewing this on your phone? Tap the link instead.
The QR code makes the schedule easy to reach. You decide who can access it and what they can view or book through your schedule’s access settings.
6. Send every visitor to the right place
The most useful QR code matches the context in which someone scans it. On the door of Meeting Room 1, visitors expect to see that room’s availability. On a staff member’s business card, they expect to find that person’s schedule.
This example links to Kayla’s demo schedule. Viewing this on your phone? Tap the link instead.
You can use separate schedules for this, or link directly to a resource or service within a single schedule. Our guide to linking to a specific class, resource or service explains how to create these links.
Open a specific date or view
URL parameters let you customise the destination further. For example, a code on an event poster could open the schedule on the day of the event, or a link could open a particular calendar view.
You’ll find the options and examples in the documentation on URL parameters. Create the QR code using the complete customised link, then check the result on your phone.
Measure which placements bring in visitors
Want to compare the results of a business card and a trade show banner? Add different UTM tags to their links, such as utm_source=business_card and utm_source=trade_show_banner, along with a medium and campaign name.
With a correctly configured analytics tool, you can distinguish between these sources of visits. To attribute completed bookings to those sources as well, you’ll need to track booking conversions. UTM tags alone don’t do this. You can find more information in the Google Analytics guide to campaign links.
Try it yourself
Here’s what a card in a practice could look like:
Ready to book your next appointment?
Scan the QR code to check available times.
This example links to the Therapist demo schedule. Viewing this on your phone? Tap the link instead.