Campaign Admin Guide

How to create, configure, and manage campaigns on the EventureMap platform

For event organizers and business owners

Table of Contents

Who can create and manage campaigns?

Campaigns are available to two kinds of users:

Role What they can do
Tenant admin
e.g. Carolina Beach Locals admin		 Create, edit, and view campaigns across all vendors in their tenant. Required feature: campaigns. Sees the full campaign list when they open Campaign Management.
Vendor admin
primary admin for a vendor		 Create campaigns tied to vendors they manage. Edit campaigns they created. View campaigns others created where their vendor participates. The Campaigns link appears in their navigation automatically — no extra feature grant needed.
Teammate
added via the Team section on a vendor		 Same access as the primary vendor admin for that vendor: create campaigns, view campaigns the vendor participates in. Today they can edit their own campaigns; full co-edit on the primary admin's campaigns may be added based on real-world feedback.
"Standalone" vs. tenant-tied: When a vendor admin creates a campaign, they choose whether it lives in their tenant (visible to the tenant admin alongside the area's other campaigns) or as Standalone in the vendor-managed bucket (private to the vendor's team only). Standalone is the right pick for vendor-only promos that don't need broader visibility.

1. Creating a New Campaign

Campaigns are interactive experiences that drive foot traffic to your participating locations. Follow these steps to create one from the admin dashboard.

1
Open Campaign Management
Log in to the admin dashboard and navigate to Campaign Management from the left sidebar.
2
Click "Create Campaign"
The campaign creation form will open. Start by entering a Campaign Name (what participants will see) and an optional Description (shown on the campaign page beneath the logo).
3
Choose a Campaign Type
Select one of the available types: Passport, Spinner Wheel, or Best Of. Each type provides a different engagement mechanic (see Section 2).
4
Set the Date Range
Choose a Start Date and End Date for your campaign. The campaign will only be active and accessible between these dates.
5
Configure the Details
Fill in branding, vendors, prizes, email settings, and other options covered in the sections below. Click Save when finished.
Tip: You can save a campaign as a draft and come back to finish configuring it later. The campaign will not be visible to the public until you publish it.

2. Campaign Types Explained

Type How It Works Best For
Passport Participants visit multiple locations and collect a stamp at each one (via QR scan or GPS check-in). Complete all stamps to earn a prize. Multi-venue tours, restaurant crawls, downtown shopping trails
Participants spin a prize wheel for a chance to win one of several configured prizes. Can be gated by location or open to anyone. Events, trade shows, in-store promotions
Best Of Participants vote for their favorite vendor across categories. Results are tallied and winners can be announced. "Best of Town" competitions, community engagement, audience choice awards

3. Setting Up Participating Vendors

Most campaign types require you to select which vendors (businesses/locations) participate.

1
Open the Vendors Section
In the campaign editor, scroll to the Participating Vendors section. You will see a list of all vendors registered in your tenant.
2
Select Vendors
Check the box next to each vendor you want to include. For Passport campaigns, the number of vendors determines how many stamps are needed to complete the tour.
3
Cross-Tenant Vendors
If your campaign spans multiple businesses from different organizations, cross-tenant vendors are supported. Select vendors from the dropdown that includes shared vendors.

4. Configuring Email Collection

You control when and how participants are asked for their email address. The system uses a non-blocking soft prompt that encourages users to share their email without forcing them to stop playing.

Email Collection Modes

Mode When the Prompt Appears Can They Skip It?
on_start Immediately after the user opens the campaign for the first time. A friendly prompt says "Save Your Progress" and asks for their email. Yes. They can tap "Skip — play anonymously" and participate without an email.
on_prize (default) When the participant earns a prize or coupon. Email is needed to deliver the reward. Skipping is possible, but they need an email to receive and redeem their prize.
never No email prompt is shown at any point. Fully anonymous participation. N/A — no prompt is shown.
How the soft prompt works: Unlike a blocking gate that forces users to sign in, the soft prompt appears as a friendly overlay with a clear skip option. This keeps drop-off rates low while still collecting emails from willing participants. If a user skips initially, the system may prompt again at a natural moment (e.g., when collecting a stamp or winning a prize) to give them another chance to save their progress.
Recommendation: Use on_prize for most campaigns. It lets everyone play freely, which increases engagement, and captures emails at the moment of highest motivation (when they have won something).

5. Setting Up Branding

Every campaign has its own branding that is displayed to participants on the campaign page, prize screens, and printed materials.

1
Campaign Logo
Upload a logo image (PNG or JPG recommended, square or landscape). This appears at the top of the campaign page and on the "How It Works" overlay.
2
Campaign Image
Upload a main campaign image (landscape recommended). This is used as a hero banner on the campaign page and in shared links/social previews.
3
Primary Color
Choose a hex color (e.g., #1e3a5f) that matches your brand. This color is used for buttons, headers, stamp icons, and the progress bar throughout the campaign experience.
4
Secondary Color (optional)
An accent color for highlights and backgrounds. If not set, a complement to your primary color is used automatically.
Tip: Use a high-contrast primary color that looks good on both white and dark backgrounds. Your logo should work well at small sizes (it will appear at roughly 120px wide on mobile devices).

6. GPS Proximity and QR Requirements

For Passport campaigns, you control how participants prove they are physically at each location. These settings prevent people from collecting stamps remotely.

GPS Proximity Validation

When enabled, the participant's phone must be within a set radius of the vendor's location to collect a stamp. The system checks GPS coordinates in real time.

QR Code Requirement

When enabled, participants must scan a QR code physically posted at the vendor location to collect their stamp. This is the strongest proof of physical presence.

Best practice: For high-value prizes, enable both GPS and QR. GPS prevents sharing QR code photos online, and QR prevents GPS spoofing. For casual campaigns, QR alone is usually sufficient.

7. Setting Up Prizes

Prizes are the reward participants earn when they complete your campaign. Different campaign types offer different prize mechanics.

Prize Types

QR Coupon

The most common prize type. A one-time-use QR code is generated and emailed to the participant. When they present the QR at a participating location, staff verifies and redeems it on the participant's phone. The screen changes to a "Redeemed" state that cannot be re-used or faked.

Wallet Pass

A digital pass that can be added to Apple Wallet or Google Wallet. Useful for ongoing discount wristbands, membership perks, or event access.

Raffle Entry

Instead of an instant prize, completing the campaign earns the participant an entry into a raffle drawing. You run the drawing manually at a specified date and notify winners.

One-time redemption: All QR coupons are enforced as one-time use. Once redeemed, the coupon screen shows a permanent "Redeemed" state. This prevents coupon sharing or re-use.

8. First Visit Instructions (How It Works Overlay)

The "First Visit Instructions" is a branded overlay shown to participants the very first time they open your campaign. It explains what the campaign is, what to do, and what they can win.

1
Write Your Instructions
In the campaign editor, find the "First Visit Instructions" field (below the Description). Enter step-by-step instructions explaining how your campaign works. You can use basic formatting and links.
2
Preview It
Use the Preview button to see exactly what participants will see on their phone. The overlay shows your campaign logo, your instructions text, and a "Let's Go!" button.
3
How It Behaves
The overlay is shown exactly once per device. After the participant taps "Let's Go!", they proceed to the campaign and never see the overlay again. Returning visitors go straight to the stamp card (or whatever the main campaign view is).
This is separate from the Description field. The Description is always visible on the campaign page. The First Visit Instructions appear as a one-time welcome screen only, then disappear forever. If you update the instructions, only new visitors will see the updated version.
Example: For a 3-stop restaurant tour, your First Visit Instructions might say: "Welcome to The Three Dollar Tour! Visit all 3 Dollar restaurants, scan the QR code at each one, and earn a wristband good for 10% off all week. Tap 'Let's Go!' to see your stamp card."

9. Publishing and Sharing Your Campaign

Once your campaign is configured, here is how to get it in front of participants.

Direct Links

Every campaign has a direct URL that you can share via email, social media, text message, or embed on your website. The link format includes your tenant ID and campaign ID.

QR Codes

1
Generate QR Codes
From the campaign detail view, click "Generate QR" for each participating vendor. This creates a QR code that links directly to the campaign with the vendor pre-selected (for stamp collection).
2
Print Vendor Signs
Click "Print Sign" to generate a printable sign page that includes your campaign branding, the QR code, and a call to action. Print these and place them at each vendor location.
3
Bulk Print
Use the "Print All Signs" button to generate a multi-page document with one sign per vendor, ready for printing.

View Tokens (Public Access)

Campaigns use token-based access so that participants do not need an account to play. The campaign URL includes all necessary tokens. Anyone with the link or QR code can participate immediately.

Tip: For source-attributed campaigns (with partner locations driving traffic), each source gets its own unique QR code with a sourceId baked in. See the Source Attribution Guide for details on setting up source signs.

10. Editing and Managing Active Campaigns

You can make changes to a campaign after it has been published. Here is what you need to know.

What You Can Change on a Live Campaign

What You Should Avoid Changing

Viewing Campaign Analytics

From the campaign list, click on any campaign to see its analytics dashboard. You can track:

Scans
QR code scans
Starts
Users who began
Completed
All stamps collected
Redeemed
Prizes claimed
Need help? Each campaign type also has type-specific analytics (e.g., spin distribution for Spinner campaigns, completion rate for Passport). These appear automatically based on your campaign type.

11. Sharing Vote Photos with Sponsors (Best Of campaigns)

For Best Of voting campaigns, voters can upload a photo with each vote. The Vote Photo Gallery page (campaign-vote-photos.html) shows every submitted photo with the vendor, rating, voter notes, and the voter's social-share consent. From there you can mint a public, read-only share link for a sponsor, vendor, or marketing partner — no admin account required on the receiving end.

Creating a share link

  1. Open Vote Photo Gallery from the Campaigns area.
  2. Pick the Best Of campaign from the dropdown.
  3. Click Share Gallery… next to Refresh.
  4. Optionally set a PIN (4–12 digits) — the recipient will be prompted for it before they can see any photos. Recommended for any link you wouldn't want a forwarded copy of to be wide-open.
  5. Set the expiry (default 30 days, max 365).
  6. Tick the opt-in checkboxes if needed (see below).
  7. Click Create Link and copy the URL.

Per-share privacy options

Both options default off. Leaving them off gives you the safest possible share link: only consented photos, no voter emails.

Include voter email addresses — adds each voter's email to the public page as a clickable mailto link. Anyone with the share URL will see and be able to contact them. Use only when the recipient is a trusted business partner (and pair with a PIN if possible).
Include photos without social-share consent — by default the public page excludes any vote whose voter declined the "OK to share on social" checkbox. Turn this on if the recipient needs to see every photo (e.g. internal curation). The public page will show a "Show only consented" toggle so they can hide them again; opt-out photos are tagged with a red "No consent" pill. Strongly recommend using a PIN with this option.

GPS coordinates are never sent to the public surface, regardless of options.

Managing existing share links

The Share Gallery modal lists every share link you've created for the selected campaign, with quick-look pills:

Each row has a Copy button (puts the URL on your clipboard) and a Revoke button (immediately disables the link — anyone with it will see "Share link revoked").

What the recipient sees: a clean photo grid branded with your campaign logo, with vendor name, rating, voter notes on each tile. Click a photo for a lightbox with a Download button. No admin chrome, no edit actions, no way to navigate elsewhere in your dashboard.
EventureMap Campaign Platform · Campaign Admin Guide · 2026