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Printing QR Codes

Print professional QR code labels using standard label sheets and configure layout settings

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

Overview

Print professional QR code labels for locations, assets, and other items using standard label sheets. CalmCompliance's QR printing tool handles the layout automatically—just configure your label size, select items, and print.

This guide focuses on the technical aspects of printing: choosing the right label format, configuring page layout, and troubleshooting print issues.

Before You Start

What you'll need:

  • A printer (or PDF export for sending to a print shop)

  • Label sheets (e.g., Avery 5160, 5167, or any compatible format)

  • Items already created in CalmCompliance (locations, assets, forms, etc.)

Recommended approach: Print a test sheet on plain paper first to verify alignment before using label sheets.

Choosing Label Sheets

CalmCompliance includes presets for common label formats:

Recommended Label Formats

Preset

Label Size

Labels per Sheet

Best For

Avery 5160

105mm × 74.25mm

21 labels

General purpose - locations and assets

Avery 5167

105mm × 49.5mm

32 labels

Smaller items - equipment tags

Custom

Your dimensions

Varies

Specialty labels or non-Avery brands

Where to buy: Most office supply stores carry Avery label sheets. Look for the product code (e.g., "Avery 5160") to ensure you get the right format.

Configuring Label Layout

Step 1: Open QR Code Printing Settings

  1. Go to Settings > QR Code Printing

  2. Click the Settings tab

  3. Choose a Preset or select Custom

Step 2: Set Label Dimensions

If using a preset:

  • Select the preset from the dropdown (e.g., Avery 5160)

  • All dimensions are filled in automatically

  • Skip to Step 3

If using custom labels:

  1. Select Custom from the preset dropdown

  2. Measure your label sheet and enter:

    • Label Width - Width of one label (in millimeters)

    • Label Height - Height of one label (in millimeters)

    • Sheet Width - Total width of the paper (usually 210mm for A4)

    • Sheet Height - Total height of the paper (usually 297mm for A4)

Step 3: Set Margins and Spacing

These settings control how labels align on the sheet:

  • Top/Bottom/Left/Right Margins - Distance from the edge of the paper to the first label

  • Horizontal Spacing - Gap between labels (left to right)

  • Vertical Spacing - Gap between labels (top to bottom)

For Avery labels: Margins and spacing are usually 0mm because Avery designs labels to fill the entire sheet.

For custom labels: Measure these values carefully with a ruler to ensure proper alignment.

Step 4: Additional Options

  • Quantity per Item - Print multiple copies of each QR code

    • Example: Set to 3 to print 3 labels for each selected location

    • Useful when you need backup labels or want labels in multiple spots

  • Rotate QR Code 90° - Rotates the entire label

    • Use for vertically-oriented labels

    • The logo, QR code, and name all rotate together

  • Hide Name - Removes the item name from the label

    • Useful for very small labels where space is limited

    • The QR code and logo still appear

Selecting Items to Print

  1. Click the appropriate tab: Locations, Assets, Shared Collections, Forms, or Planned Work

  2. Check the boxes next to items you want to print

  3. Use Select All for quick bulk selection

  4. The header shows your selection count (e.g., "12 / 50 selected")

Tip: You can select items from multiple tabs. For example, select 10 locations and 5 forms to print 15 labels total.

Previewing Before Printing

Always preview before printing:

  1. Click the Preview tab

  2. Review the layout:

    • Are labels aligned in a grid?

    • Does the QR code fit within the label boundaries?

    • Is the item name readable?

  3. Check the page count:

    • The preview shows how many pages will print

    • Example: "Page 1 of 3" means you'll print 3 sheets

If the layout looks wrong: Go back to Settings and adjust your dimensions or spacing.

Printing QR Code Labels

Step 1: Prepare Your Printer

  1. Load label sheets into your printer

    • Most labels work in standard paper trays

    • Check your label package for loading instructions

  2. Ensure labels are loaded the correct direction

    • Labels should print on the sticky side (usually face-up in the tray)

Step 2: Print

  1. Click the Print QR Codes button (top-right corner)

  2. Your browser's print dialog opens

  3. Configure print settings:

    • Printer: Select your printer

    • Copies: Usually 1 (use "Quantity per Item" setting instead)

    • Orientation: Portrait (already set by the page layout)

    • Scale: 100% (do not scale—labels won't align)

    • Margins: None (margins are set in CalmCompliance's settings)

  4. Click Print

Printing to PDF: Choose "Save as PDF" instead of a printer to create a PDF file you can print later or send to a print shop.

Step 3: Verify Printed Labels

After printing:

  1. Check label alignment - QR codes should be centered on each label

  2. Test a QR code by scanning with your phone

  3. Ensure labels peel off cleanly

If labels don't align: See "Troubleshooting Print Alignment" below.

Troubleshooting Print Alignment

Labels Don't Line Up with the Sheet

Cause: Incorrect label dimensions, margins, or spacing.

Fix:

  1. Print a test on plain paper and hold it up to your label sheet

  2. Measure the offset (how far labels are from where they should be)

  3. Adjust Top Margin or Left Margin in settings by the offset amount

  4. Print another test and repeat until aligned

Example: If labels are 3mm too far down, reduce Top Margin by 3mm.

QR Codes Are Too Large or Too Small

Cause: Incorrect label width or height.

Fix:

  1. Measure your physical label with a ruler (in millimeters)

  2. Update Label Width and Label Height in settings to match

  3. Preview again to verify

Some Labels Are Missing or Cut Off

Cause: Margins or spacing don't match your label sheet.

Fix:

  1. Verify that Horizontal Spacing and Vertical Spacing match your label sheet

  2. For Avery labels, spacing is usually 0mm

  3. For custom labels, measure the gap between labels carefully

Labels Print in the Wrong Orientation

Cause: Labels are loaded upside-down or backwards in the printer.

Fix:

  1. Check your label package for loading instructions

  2. Most labels print face-up with the top edge toward the back of the printer

  3. Some printers require face-down loading—consult your printer manual

Downloading Individual QR Codes

For single labels or digital use:

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

  2. Click the QR Code tab in the sidebar

  3. Click Download QR

  4. A PNG file is saved with the company logo

Use this for:

  • Printing with a label maker

  • Embedding in documents or signs

  • Sharing digitally (e.g., via email or Slack)

Common Questions

Can I print on plain paper instead of labels?

Yes. Use "Save as PDF" to create a PDF, then print on plain paper. You can cut out QR codes and tape them in place. This is a cost-effective option for testing or temporary use.

What's the best size for QR codes?

QR codes need to be large enough to scan from a comfortable distance:

  • Minimum: 25mm × 25mm (about 1 inch square)

  • Recommended: 50mm × 50mm or larger for easy scanning

The Avery 5160 format (105mm × 74.25mm labels) provides plenty of room for a scannable QR code.

Can I add color to QR codes?

No. QR codes are always black and white for maximum scannability. The company logo appears in color on the downloaded PNG version.

How do I print labels in a different language?

QR code labels show the item name from CalmCompliance. Change the item name in the system before printing (e.g., rename a location to use a different language).

What if my printer doesn't support the label size?

Check if your label sheet has an equivalent Avery code and use that preset. If not, use the Custom preset and manually enter your label dimensions.

Can I save my label configuration?

Currently, label settings don't persist between sessions. If you frequently print the same format, note your settings (dimensions, margins, spacing) and re-enter them each time.

Best Practices

  1. Test first: Always print on plain paper before using label sheets

  2. Measure carefully: Use a ruler to verify label dimensions in millimeters

  3. Print in batches: Large print jobs can be split into smaller batches for easier handling

  4. Store spare labels: Print a few extras to replace damaged labels over time

  5. Use high-quality labels: Cheap labels may not peel cleanly or scan well

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