A campaign handover should preserve the links your audience already has, document who maintains each destination and confirm that the next responsible person can keep the service running. Record short URLs, printed placements, domain and account responsibility, campaign labels and the reporting cutoff. Test existing links before retiring anything. A branded hostname alone does not transfer a workspace, its history or its redirect rules to another provider.
Start with the campaign that must keep working
Imagine a small agency finishing a seasonal launch for a local retailer. The campaign has a shop-window QR code, a brochure link and a newsletter link. The client will maintain the catalogue next month. This is an illustrative planning example: there are no measured client results behind it.
The handover is successful when a customer can still scan the old window card and reach the correct page after responsibility changes. Start by walking through that journey with the client. Decide who will update prices, replace the catalogue and check the links after the agency engagement ends. A folder of artwork is only one part of that operational handover.
Create one inventory row for each public short URL
Use a spreadsheet with these columns: campaign name, exact short URL, current destination, physical or digital placement, intended action, responsible contact, review date and current status. Add the publication title for a flipbook and record whether the destination is public or requires a login. Keep this inventory private if it contains internal contacts.
For the window card, record the exact URL encoded in the printed QR image rather than a newly created replacement. For the newsletter, record the link already sent to readers. If both placements use the same URL, document that limitation: the link report cannot identify their physical origin simply because the inventory describes two placements. Create separate links for future placements when that distinction matters.
Write down account responsibility before promising a transfer
Record which organization is responsible for the short-link account, the domain registration, DNS settings and destination website. Name the renewal contact and the person who will authorize future destination changes. Do this early in the engagement where possible, so long-lived printed links are created in an account arrangement the client can maintain.
Do not assume campaign grouping creates separate client permissions. Share to Reach lets you organize links into campaigns, but this checklist does not promise client roles, automatic workspace transfers or a migration service. If an existing agency account contains several clients, ask support about the specific account arrangement before committing to a transfer. Do not hand over a shared agency login or include credentials in the inventory.
Treat the branded domain as a dependency, not decoration
A short URL depends on its hostname as well as its path. Share to Reach supports a branded platform subdomain or a domain you control, after the required verification and activation. For a custom hostname, working DNS and HTTPS routing are also necessary. Record the registrar, DNS provider, renewal date and responsible organization before approving branded URLs for print.
ICANN advises registrants to track expiration and keep renewal contact and payment information current. Verify the applicable terms with the registrar. Moving DNS or connecting a domain elsewhere does not automatically recreate short-link destinations: the new system needs the same paths and redirect behavior. Plan and test that mapping before changing a live hostname.
Preserve existing destinations and publications deliberately
In Share to Reach, edit the destination of the existing link when a landing page moves. The QR codes page also lets you update the selected link's destination while keeping its short URL and QR image. Reusing the existing item matters: generating another short link does not change what is already printed on a brochure.
For a revised PDF catalogue, replace the file on its existing publication and check its sharing URL again. Confirm current upload and replacement allowances before the handover. Also record whether the publication is live or archived, since an archived reader is unavailable. Keep an agreed useful destination for campaigns that end, such as a current information page, instead of leaving an expired promotion unexplained.
Include a small UTM dictionary and a dated report
Write down the exact source, medium, campaign and content values used by each tracked link. For the example newsletter, source=newsletter, medium=email and campaign=seasonal_catalogue are a readable starting convention. Document the actual values already in use rather than silently renaming historical labels during handover.
Google Analytics treats differently capitalized UTM values as distinct. Agree a consistent spelling and case; use content to distinguish placements where appropriate. Share to Reach offers optional campaign parameters in its creation workflows. Test the resulting destination and confirm that expected labels survive. Never put customer names, email addresses or other personal information in campaign values.
Save a report with its date range, timezone and included links, plus a note explaining which destination system measures purchases or enquiries. Link visits and QR scans are not those outcomes. Active paid subscribers can use Share to Reach's read-only reporting API for their retained workspace data; a link-credit purchase alone does not provide API eligibility. Arrange any reporting connection through the receiving account's authorized process rather than copying an agency-wide key.
Run a short acceptance test with the receiving person
Scan the existing printed sample on a phone, tap the newsletter's actual link and open the existing brochure URL. Check the destination, mobile readability and the intended next action. Confirm that the receiving person knows where to request or perform an authorized update. Record the tested URLs, date, expected result and any unresolved dependency.
Finish with a maintenance agreement in plain language: who checks old links, who pays recurring charges, who approves changes and where support requests go. Schedule the next review around a real campaign milestone. This worksheet organizes responsibility and testing; it does not itself transfer accounts, renew domains or guarantee uninterrupted service.
Common questions
Can we keep the same QR code when a client changes its landing page?
Yes, if the printed code points to an editable short link that remains active. Update that existing link's destination and test the printed code again. Creating a different short URL does not update an old print.
Does moving a branded domain move all short links and reports?
No. Domain and DNS control are separate from the application's redirect records and reporting history. Confirm what can be transferred, preserve the required paths and test the planned routing before changing the hostname.
Does Share to Reach automatically transfer an agency workspace to a client?
This workflow does not include an automatic transfer feature. Agree account responsibility before creating long-lived client links, and contact support about an existing account's particular circumstances. Campaign grouping should not be treated as client access control.
Sources and further reading
- Share to Reach: branded domains, verification and activation
- Share to Reach: editable short links
- Google Analytics: campaign parameters and naming conventions
- ICANN: domain renewal and expiration guidance
Last reviewed 5 November 2026. Tell us if something needs correcting. · Plain text version
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