When to use a QR code
Every published form can have a QR code that, when scanned with a phone camera, opens the form ready to fill in. It's the fastest way to give a site team access to a form without making them navigate menus or type in URLs.
Use a QR code whenever you want to:
- Stick a poster up in the site office so anyone can scan and start a daily inspection
- Label individual pieces of plant with a QR for their pre-use check form
- Drop a QR into a site induction pack so new operatives can immediately access the right forms
- Share a form via WhatsApp or email as a printable image, no long URLs to copy
- Print labels for visitor sign-in at the gate
- Cut down on training time for forms that get used occasionally — scan and you're in
Opening the QR code
QR codes are only available for Published forms. Drafts don't have a live page to point at, so the option is hidden until you publish.
- 1
Open the Forms list and find the published form.
- 2
Click the actions menu on the form's row and choose View QR Code. (Or use the QR icon in the row's quick actions if it's there.)
- 3
The QR code dialog opens, showing the QR rendered at a comfortable size with the form's name above it.
From the dialog you can either print the QR or download it as an image.
What happens when someone scans it
The QR encodes a link to the form's page in the system. When scanned:
- A user already logged in goes straight to the form, ready to fill in
- A user not logged in is asked to log in first, then taken to the form
That means scanning works for anyone with login access — including site managers, operatives and subcontractors who've been set up in the system.
Printing the QR
Click Print in the dialog to open your browser's print dialog. The print layout is clean — just the form name as a title and the QR underneath. Standard A4 prints fine, but the QR is also sized to work for label printers if you want to print onto adhesive labels.
The toolbar buttons are hidden on the printed page so you only get the title and the QR, nothing else.
Downloading as an image
Click Download to save the QR as a PNG image file. The file is suitable for:
- Embedding in documents (Word, PDF, project handover packs)
- Sharing on WhatsApp, email or Teams without sending a long link
- Sending to a print shop that doesn't have access to the system
- Bulk-printing externally through a label-printing application
The downloaded image is named after the form, so you'll know what each one is when you have a folder full of them.
A few tips for QR codes that actually work on site
A QR code is only useful if your team can actually scan it. A few habits make a real difference:
- Print at a generous size — small QRs are hard to scan from a metre away
- Use a white or light background — phone cameras need contrast to read the code
- Test the scan from where people will actually be standing — what scans cleanly on your desk might not scan from across a portacabin
- Laminate any QRs that live outside — printed paper degrades quickly in the rain
- Re-print after big changes if you ever move the form, but a normal versioning update keeps the same URL so existing QRs continue to work
A few things QR codes don't do
Worth knowing up front:
- No bulk QR generation — you print or download one form's QR at a time. There's no "print all" feature.
- No scan tracking — the system doesn't count how often a QR has been scanned. The QR is just a normal URL with no tracking added.
- No pre-fill via the QR — scanning takes the user to a fresh blank form. The QR can't pre-set values like "I'm filling this in for project X".
Real-world examples
- Site office wall — print A4 QRs for the daily inspection, the visitor sign-in and the toolbox talk sign-in. Anyone walking in can scan whichever they need.
- Plant labels — laminated QR labels stuck on each piece of plant link straight to that plant's pre-use check form. The operator scans before starting up.
- Induction pack — every new operative's pack contains a QR for the daily safety briefing form. They scan and sign in as part of the induction.
- Snagging walks — share the snagging form QR via WhatsApp the morning of the walk so everyone has it on their phone.
Next steps
- Finding your way around the Forms list — for the View QR Code action.
- Filling in and submitting a form — for what users see after they scan.