How-to guides
Build a QR code register for your organisation
Treat printed QR codes as maintained assets. Record the payload, destination owner, print location, approval date and review schedule in a register. Keep source files and a human-readable fallback beside each code. UseQR generates the codes; your organisation remains responsible for the destination and its access controls.
Start with a register, not a folder of images
A filename such as final-qr-v7.png does not tell a colleague where the code was printed or who can repair its destination. Create one row per deployed code, even when several copies share the same payload.
| Field | Example |
|---|---|
| Asset ID | reception-directions |
| Exact payload | https://example.com/visit |
| Destination owner | Facilities team |
| Physical locations | Reception desk and visitor invitation |
| Source artwork | reception-directions.svg |
| Approval record | Internal ticket or sign-off document |
| Last physical scan | Date, phone model and result |
| Next review | Scheduled date |
| Retirement action | Replace desk sign and update invitation |
Use your existing document system for permissions and history. Avoid putting employee or customer personal data into a public QR payload.
Generate and approve
Create one code with the URL generator, or use the bulk tool for rows that have different destinations. Keep the original spreadsheet and exported artwork together. The bulk UI defaults to full readback; if you choose sample mode, record that separately from full-batch acceptance. Keep the downloaded manifest beside the artwork.
Check three things independently: decoded text matches the approved payload, the destination belongs to the intended owner, and the page gives the visitor the expected experience. A valid QR image can still point to the wrong department.
Review after deployment
Walk the actual locations. Test the printed code, look for replacement stickers, and open the destination without a staff login when the audience is public. For staff-only resources, check that the destination requires the right login.
Review again when a department changes ownership, a domain moves, or artwork is replaced. Retire obsolete physical copies as well as digital files. A register is useful only when someone owns the review schedule.
FAQ
Does UseQR store this register?
No. Maintain it in your own spreadsheet or document system. UseQR does not provide a cloud asset database.
Should each printed copy have a different QR code?
Only when location-specific routing or measurement serves a real purpose. Otherwise record the locations under one approved payload.