# 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.

Source: https://useqr.app/docs/how-to/qr-code-register-and-ownership · Last reviewed 2026-10-02 · UseQR is free forever, no signup.

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## 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](/url), or use the [bulk tool](/bulk) 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.

## Try it

- https://useqr.app/bulk
- https://useqr.app/url
- https://useqr.app/validate