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Generating QR Codes for Locations and Assets

Create QR codes for locations, assets, documents, forms, and scheduled work

Written by Ben Gale
Updated over 2 weeks ago

Why QR Codes

QR codes let your team access information instantly by scanning with their phone—no searching through menus or asking colleagues. When someone scans a QR code, they're taken directly to that item in CalmCompliance, where they can view documents, complete forms, or perform other actions. Generate QR codes for locations, assets, shared document collections, forms, or planned work schedules, then print them as physical labels or download them for digital use.

How to Generate a QR Code

You can get a QR code in two ways: quickly for a single item, or in bulk using the printing tool.

For a Single Location or Asset

  1. Go to Premises > Locations (or Premises > Assets) and click the item

  2. Open the QR Code tab in the sidebar (next to Comments)

  3. Use Copy URL to share the link digitally, or Download QR to save a PNG with your company logo

This is ideal when you need one QR code quickly—download it, print it on a label maker, and attach it to the location or asset.

For Multiple Items (Bulk)

  1. Go to Settings > QR Code Printing

  2. Click the tab for the type you want: Locations, Assets, Shared Collections, Forms, or Planned Work

  3. Check the boxes next to items you want, or use Select All for quick bulk selection

    You can select items from multiple tabs—for example, 10 locations and 5 forms to print 15 QR codes in one batch.

  4. (Optional) Open the Settings tab to choose a label preset (e.g. Avery 5160) or enter custom dimensions

  5. Open the Preview tab to see how labels will look

  6. Click Print QR Codes in the top-right corner

Your browser's print dialog opens; choose your printer or Save as PDF to create a file. For label layout details and troubleshooting, see Printing QR codes.

Before You Start

You need view access to the items you want to create QR codes for (e.g. view locations, view assets, view documents). If you don't see an item in the selection lists, you may not have permission—ask your site administrator to grant access or generate the QR codes for you.

What you can create QR codes for:

  • Buildings and rooms (Premises)

  • Assets (Premises)

  • Shared document collections (Documents)

  • Forms (Forms)

  • Planned work schedules (Operations)

Common Questions

Do QR codes expire?

No. QR codes remain valid as long as the item exists in CalmCompliance. If you delete an item, its QR code will no longer work.

What if I change the name of a location after printing the QR code?

The QR code still works—it links to the item ID, not the name. The printed label will show the old name, so you might want to print a new label with the updated name.

Can I print QR codes for archived items?

No. Archived items don't appear in the selection lists. Restore the item first if you need a QR code for it.

What happens when someone scans a QR code without being logged in?

By default, scans work without login. Your site administrator can disable public scanning in Settings > Premises, which requires users to sign in before accessing QR code content.

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