Automate Beta Tester Verification & Onboarding with Trello, Gmail and QR Codes

Verified Beta Tester Access Kit - Automated Onboarding System

Transform Your Beta Testing Program

Automate your entire beta tester onboarding process from signup to tracking with this comprehensive, production-ready n8n workflow.

📚 CATEGORY TAGS

Primary Category: ✅ Marketing & Sales

Additional Tags: Automation Email Marketing User Management Onboarding SaaS Product Launch Beta Testing Access Control

What This Workflow Does

When a beta tester signs up through your form or API, this workflow automatically:

✅ Verifies Email Authenticity - Uses VerifiEmail API to validate addresses and block disposable emails ✅ Generates Unique Access Codes - Creates secure BETA-XXXXXX codes with timestamps ✅ Creates QR Codes - Generates scannable codes for quick mobile activation ✅ Builds Branded Access Cards - Produces professional HTML/CSS cards with tester details ✅ Converts to Images - Transforms cards into shareable PNGs ✅ Sends Welcome Emails - Delivers beautifully formatted emails via Gmail ✅ Logs in Trello - Creates organized tracking cards automatically ✅ Returns API Responses - Sends success/error responses with complete data

Complete execution time: 5-10 seconds per signup

Perfect For

🚀 SaaS startups launching beta programs 📱 Mobile app developers managing beta testers 🎮 Game studios running closed beta tests 🏢 Enterprise teams controlling early access 💼 Product managers organizing user testing 🔬 Research projects managing participants

Key Features

Security First Real-time email validation Blocks disposable email addresses Unique, non-guessable access codes Webhook authentication ready

Professional Branding Customizable HTML/CSS templates Embedded QR codes Responsive email design High-quality PNG generation

Team Collaboration Automatic Trello card creation Organized tracking boards Checklist items for follow-ups Easy team assignments

Production Ready Comprehensive error handling Detailed logging Scalable architecture Easy integration

What You'll Need

Required API Keys (All Have Free Tiers):

VerifiEmail - Email verification at https://verifi.email HTMLCSSToImage - Image generation at https://htmlcsstoimg.com Gmail Account - Email delivery Trello Account - Project tracking at https://trello.com/app-key

Workflow Steps

Webhook receives POST request with tester data VerifiEmail validates email authenticity Conditional logic routes valid/invalid emails Function generates unique BETA-XXXXXX access codes HTTP Request creates QR code image Set node stores QR code URL HTMLCSSToImage converts access card to PNG Gmail sends branded welcome email with kit Trello creates tracking card in board Webhook responds with success/error status

Sample Request

POST to webhook: { "tester_name": "Aarav Mehta", "tester_email": "aarav@example.com", "product_name": "YourApp v1.0", "signup_date": "2025-11-05" }

Success Response (200): { "status": "success", "message": "Beta tester verified and access kit delivered", "data": { "tester_name": "Aarav Mehta", "access_code": "BETA-A7K9M2", "trello_card_created": true, "email_sent": true, "qr_code_generated": true } }

Error Response (400): { "status": "error", "message": "Invalid or disposable email address detected", "reason": "Disposable email" } Customization Options

Email Template Modify HTML in Gmail node Add company logo Change colors and fonts

Access Card Design Edit CSS in HTMLCSSToImage node Adjust QR code size Match your brand

Access Code Format Change prefix from "BETA-" to your choice Modify length and characters

Trello Integration Add custom fields Include labels Set due dates Assign team members

Use Cases

Mobile App Beta Launch User fills form → Email verified → Code sent → App activated → Team tracks in Trello

SaaS Early Access User signs up → Email validated → Access kit received → Product team manages

Game Testing Campaign Player requests access → Email verified → Unique key generated → Community team tracks

What Makes This Special

Unlike simple email workflows, this is a complete system that handles: Security (email verification) Branding (custom access cards) Communication (professional emails) Tracking (team collaboration) Integration (webhook API)

All in one cohesive, production-ready workflow!

Troubleshooting

Common Issues & Solutions:

Webhook not receiving data → Check URL and POST method Email verification fails → Verify API key and rate limits Gmail not sending → Reconnect OAuth2 Trello card fails → Confirm List ID is correct Image not generating → Check HTMLCSSToImage credentials

🏷️ ADDITIONAL METADATA

Difficulty Level: ⭐⭐⭐ Intermediate (requires API key setup)

Time to Setup: 🕐 10-15 minutes