A practical case: Eight clients, one campaign template, printed materials
Imagine this: your agency has eight restaurant clients. Menus change every week, flyers have already been printed, and the restaurateurs want their own logos on the QR code. You need a solution that keeps printed codes flexible, meets branding requirements and makes billing cycles and approvals transparent.
Why dynamic QR codes make sense for agencies
A dynamic QR code separates print and destination: the code on the flyer or display stays the same, while the target (menu, ordering page, review link) can be changed at any time. For agencies this means: fast updates without reprinting, centralized control of all client projects and traceable analytics per client. Linkentra provides exactly these tools—as a cloud service or self-hosted option—and thus supports both data protection requirements and white-label demands.
How Linkentra concretely helps agencies with client management
The basic idea is simple, the implementation practical: create a separate project for each client and use templates for branded QR codes. This keeps client content, media and statistics clearly separated. The most important levers at a glance:
- Select editions: BASIS for single users, PRO for agency workflows with extended features, WHITE-LABEL for agencies that want to offer the system fully branded.
- Projects as client containers: One project per client keeps QR codes, media (logos, PDFs, images) and target addresses together.
- Templates for branded delivery: Create QR templates with client branding (color, logo, individual additional elements) and deploy them automatically.
- Media management: Central storage of assets that can be used across all a client's codes.
- Export & formats: PNG and SVG for print, so agencies can always provide print-ready files.
- Statistics & exports: Scans can be analyzed and exported as JSON/CSV—useful for billing or reporting.
- Automation: API, Webhooks and Bulk-Import support onboarding, interfaces to billing systems and automated workflows.
Concrete workflow: From creating a client to billing
Below is a proven process that you can adopt unchanged into your agency processes:
1. Create a project (client)
Create a separate project for each client. This separates media, templates and statistics. In the project you store logos, PDF menus and product images—everything in one place.
2. Create a template (white-labeling for the client)
Build a QR template with colors, logo and an optional footer (e.g., copyright/imprint). The template serves as the standard for all of the client's printed materials. Use the WHITE‑LABEL edition if the interface should appear without Linkentra branding.
3. Generate dynamic QR codes
Create a dynamic QR code for each campaign or use case with the appropriate template. Set the destination (URL, PDF, WhatsApp, location, review page)—and retain the flexibility to adjust that destination later without reprinting the code.
4. Export and share print files
Export PNG or SVG from Linkentra for print. Use internal review loops: send the exported file to the client for approval. After approval, activate the QR code permanently—or schedule the go-live via time control.
5. Operation, reporting and billing
Collect scans and export the data as CSV/JSON or access the figures via API. Use these data for campaign reporting or to bill based on scan volume/services. Webhooks allow real-time notifications to your billing system for defined events.
Tips for agency workflows and approvals
- Use templates with placeholders for variable content (e.g., monthly offer) to simplify updates.
- Work with a clear naming convention (Client_Campaign_Date) so bulk imports and exports can be properly assigned.
- Set fallback destinations in case a page is temporarily unavailable (e.g., an info page instead of a 404).
- Plan automatic time controls for seasonal campaigns so codes automatically point to the correct destinations at specified times.
- Use centralized media management: a single logo upload is enough instead of maintaining assets multiple times.
Onboarding multiple clients simultaneously
For large rollouts, bulk import pays off: templates, QR codes and target addresses can be created en masse. Combined with API scripts you can automate user and project creation, assignments and initial reports—allowing an entire client base to be made productive in a short time.
Self-hosted vs. Cloud: When to choose which option?
Agencies with strict data protection requirements or clients who want full data sovereignty choose the self-hosted installation on their own infrastructure. This enables full control over logs, backups and integrations. For faster setup and less maintenance effort, the Linkentra cloud option is suitable—both support the tenant structure and white-label features.
Checklist: Quick implementation for a new agency client
- Create a project and upload client assets
- Create a template with client branding
- Set up dynamic QR codes for campaigns
- Generate exports (PNG/SVG) for print and approvals
- Configure fallback and scheduling
- Enable statistics and set up reporting export (CSV/JSON)
- Integrate API/Webhooks for billing if needed
Practical example: Monthly menu for a restaurant chain
A restaurant chain uses one project per branch, with central menus managed as media. Each branch has a branded template with its local logo. Monthly, the agency adjusts the target PDFs via bulk import, schedules the switch with time controls, and exports the scan reports at the end of the month for billing. No reprints, clear reports, centralized control—this keeps service costs low and changes fast.
Conclusion and call to action
For agencies managing multiple clients, Linkentra offers clear advantages: clean separation per client through projects, reusable branded templates, print-ready exports, and integration options for billing and automation. Whether Self‑Hosted or cloud— the combination of dynamic targets, centralized media management, and analytics makes agency workflows more efficient and transparent.
Test now and optimize client processes: Discover Linkentra
Next step
Try Linkentra yourself
Dynamic QR codes with control over hosting and data: change content afterward, adjust branding, manage media centrally and analyze scans – optionally on your own infrastructure (Self‑Hosted) or immediately in the Linkentra Cloud. Edition-dependent features for teams, API and white‑label.