Tracking Offline Referrals and In-Person Conversions

Ensure you receive credit for referrals made through offline channels like conferences, meetings, phone calls, and printed materials.

Quick Answer

For offline referrals, you have two options: provide prospects with a memorable link (using URL shorteners or QR codes) that includes your tracking, or request manual attribution within 30 days of account creation by having the customer confirm the referral to [email protected] with you CC'd.

Tracking Methods for Offline Referrals

Method 1: QR Codes

Generate QR Code

Log into affiliate.heritageweb.com
Navigate to Links & Assets → QR Code Generator
Create QR code with your referral link
Add UTM parameters (e.g., utm_source=business_card)
Download QR code image

Use Cases

Business cards
Conference booth displays
Printed brochures
Event handouts
Presentation slides
Office signage

Method 2: Memorable Short Links

Create Vanity URL

Use URL shortener (bit.ly, TinyURL, etc.)
Shorten your referral link to something memorable
Example: bit.ly/YourNameHeritage
Share verbally or in print

Best Practices

Include on business cards
Mention in presentations
Share during phone calls
Easy to type and remember

Method 3: Manual Attribution Request

When to Use

Prospect created account without using your link
Technical issues prevented tracking
Phone or in-person sign-up assistance
Enterprise bulk enrollments

Process for Manual Attribution

Act Quickly: Must request within 30 days of account creation
Customer Confirmation Required:
- Customer emails [email protected]
- Subject: "Referral Attribution Confirmation"
- Message: "I was referred by [Your Name/Email] to Heritage Web"
You're CC'd: Ensure you're copied on the confirmation email
Processing: Heritage Web verifies and applies attribution (3-5 business days)

Tracking Enterprise Referrals

Special Process for Bulk Sign-Ups

Before Making Referral:

Email [email protected] BEFORE introducing the enterprise client
Explain the opportunity and expected number of accounts
Get confirmation that tracking will be properly configured

Why This Matters:

Enterprise deals often use bulk templates
Standard tracking cookies don't work for bulk creation
Manual attribution ensures you get credit
Protects your 30% commission on potentially large deals

UTM Parameters for Offline Campaigns

Recommended UTM Tags

Offline Source	Suggested UTM Parameters
Business Cards	utm_source=business_card&utm_medium=print
Conferences	utm_source=conference_name&utm_medium=event
Phone Calls	utm_source=phone&utm_medium=direct
Networking Events	utm_source=networking&utm_medium=in_person
Presentations	utm_source=presentation&utm_medium=speaking

Benefits of Offline UTM Tracking

Measure offline marketing ROI
Compare offline vs. online performance
Identify best networking venues
Track seasonal event effectiveness

Best Practices

For Printed Materials

Always include QR codes with tracking
Add short memorable URLs
Print "Referred by [Your Name]" near links
Test QR codes before printing bulk materials

For Verbal Referrals

Provide simple instructions: "Go to [short link] to sign up"
Follow up with email containing your tracked link
Mention they should use your link for best service
Offer to help them sign up while together

For Professional Settings

Keep QR code on phone for quick sharing
Have business cards with tracked links ready
Create presentation slides with embedded QR codes
Use consistent vanity URLs across materials

Important Notes

30-Day Window: Manual attribution only available within 30 days of account creation
Customer Confirmation: Customer must confirm referral—you cannot request attribution alone
Enterprise Deals: Always contact [email protected] before referring enterprise clients
Permanent Attribution: Once confirmed, attribution is permanent for 12 months of commissions

FAQs

What if the customer forgets to use my link? Request manual attribution within 30 days by having them email [email protected] confirming you referred them.

Can I get credit for referrals made before I became an affiliate? No. Attribution only applies to accounts created after you joined the Affiliate Program.

How do I track conference or event effectiveness? Create unique QR codes or links for each event using specific UTM parameters (e.g., utm_source=conference_name_2025).

What if an enterprise client signs up 50 employees? Contact [email protected] BEFORE the referral to ensure proper tracking setup for all accounts.

Can I verbally tell someone my affiliate ID? While possible, it's not recommended. Use memorable short links or QR codes for better tracking and user experience.