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Generating QR Codes for Locations and Assets

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

Ben Gale avatar
Written by Ben Gale
Updated over a week ago

Overview

QR codes let your team access information instantly by scanning with their phone. Generate QR codes for locations, assets, shared document collections, forms, or scheduled work—then print them as physical labels or download them for digital use.

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 without searching through menus.

Before You Start

Permissions needed: Access to the items you want to create QR codes for (e.g., view locations, view assets, view documents).

What you can create QR codes for:

  • Buildings and rooms (Premises module)

  • Assets (Premises module)

  • Shared document collections (Documents module)

  • Forms (Forms module)

  • Planned work schedules (Operations module)

Viewing a QR Code for an Individual Item

For a quick QR code for a single location or asset, you don't need to visit the printing page:

For Locations

  1. Navigate to Premises > Locations

  2. Click on any building or room to open its details

  3. Look for the QR Code tab in the sidebar (next to Comments)

  4. You'll see the QR code displayed with options to:

    • Copy URL - Copy the scan link to share digitally

    • Download QR - Save the QR code as a PNG image with your company logo

For Assets

  1. Navigate to Premises > Assets

  2. Click on any asset instance to open its details

  3. Look for the QR Code tab in the sidebar

  4. Download or copy the QR code URL as needed

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

Accessing the QR Code Printing Tool

For bulk printing or more control over label formatting:

  1. Navigate to Settings in the main menu

  2. Click QR Code Printing

  3. You'll see tabs for different types of content:

    • Preview - See how your labels will look before printing

    • Locations - Select buildings and rooms

    • Assets - Select asset instances

    • Shared Collections - Select document collections

    • Forms - Select form templates

    • Planned Work - Select work schedules

    • Settings - Configure label size and layout

Selecting Items for QR Codes

Each tab shows all available items for that type. The process is the same for all:

  1. Click the tab for the type of item you want (e.g., Locations)

  2. Browse the list of available items

  3. Check the box next to each item you want to print

  4. Use Select All to quickly select everything, or use folder/category selections for bulk actions

  5. The top of the page shows how many items are selected

Example: If you want QR codes for all rooms in your Main Building:

  • Go to the Locations tab

  • Expand the "Main Building" folder

  • Check the box next to "Main Building" to select all rooms inside it

Tip: You can select items from multiple tabs. For instance, select 10 locations and 5 forms to print 15 QR codes in one batch.

Configuring Label Layout

Before printing, configure your label size in the Settings tab:

  1. Click the Settings tab

  2. Choose a Preset or enter custom dimensions:

    • Avery 5160 - Standard address labels (105mm × 74.25mm)

    • Avery 5167 - Return address labels (105mm × 49.5mm)

    • Custom - Enter your own label dimensions

  3. Adjust settings as needed:

    • Label Width/Height - Size of each individual label

    • Sheet Size - Paper size (usually A4: 210mm × 297mm)

    • Margins - Space around the edges of the sheet

    • Spacing - Gap between labels (horizontal and vertical)

    • Quantity per Item - Print multiple copies of the same QR code

  4. Additional options:

    • Rotate QR Code 90° - Useful for vertical labels

    • Hide Name - Print only the QR code without the item name

Why this matters: Your label dimensions must match the physical labels you're printing on. Using the wrong size means labels won't align correctly.

Previewing Your Labels

Before printing, check how they'll look:

  1. Click the Preview tab

  2. You'll see a grid showing exactly how labels will appear on the page

  3. Each label displays:

    • Company logo at the top

    • QR code in the center (with embedded logo mark)

    • Item name at the bottom (unless you enabled "Hide Name")

  4. The preview shows:

    • How many labels fit per page

    • How labels are arranged in rows and columns

    • Actual size and spacing

If something doesn't look right: Go back to the Settings tab and adjust dimensions or spacing.

Downloading or Printing QR Codes

Bulk Printing (Multiple Labels)

  1. Select the items you want to print from the various tabs

  2. Check your layout in the Preview tab

  3. Click the Print QR Codes button in the top-right corner

  4. Your browser's print dialog will open

  5. Choose your printer or "Save as PDF" to create a file

  6. Print the sheet and apply labels to your locations or assets

Tip: Save as PDF first to verify everything looks correct before using label sheets.

Downloading Individual QR Codes

For digital use or custom printing:

  1. Open the item's details (location, asset, etc.)

  2. Go to the QR Code tab in the sidebar

  3. Click Download QR

  4. The QR code is saved as a PNG image with your company logo

  5. Use this image in documents, presentations, or with a label maker

Common Questions

Can I create QR codes for items I don't have permission to view?

No. You can only generate QR codes for items you can access. If you need QR codes for items outside your permissions, ask your site administrator to either grant you access or generate the QR codes for you.

How many QR codes can I print at once?

There's no strict limit, but the system generates one PDF page for every set of labels that fits on a sheet (based on your label dimensions). Printing hundreds of codes will create a large PDF—consider printing in batches.

Do QR codes expire?

No. QR codes for locations, assets, and other entities 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. However, 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. However, your site administrator can disable public scanning in Settings > Premises, which requires users to sign in before accessing QR code content.

What Happens Next

Once you've printed QR codes:

  1. Apply labels to locations, assets, or equipment

  2. Test the codes by scanning with your phone's camera

  3. Train your team on how to use QR codes to access forms, documents, or work orders

  4. Review usage - You can see when people scan codes and access content

Related Articles

  • QR Code Scanning Workflow - How to scan and use QR codes

  • Creating Buildings and Rooms - How to set up locations

  • Creating Asset Instances - How to register assets

  • Creating Shared Collections - How to make documents accessible via QR

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