Skip to main content

QR Code Scanning Workflow

Scan QR codes with your phone to access locations, forms, documents, and work orders

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

Overview

Scanning QR codes with your phone is the fastest way to access locations, forms, documents, or work orders in CalmCompliance. Point your camera at a QR code, and you're taken directly to that item—no searching, no navigation through menus.

This guide explains how scanning works, what happens after a scan, and how to troubleshoot common issues.

Before You Start

What you'll need:

  • A smartphone or tablet with a camera

  • Internet connection (Wi-Fi or cellular data)

  • A printed or displayed QR code generated by CalmCompliance

Permissions: Scanning may require a CalmCompliance login depending on your organization's settings. If public scanning is disabled, you'll need to sign in before accessing scanned content.

How to Scan a QR Code

Method 1: Use Your Phone's Camera (Recommended)

Most modern smartphones can scan QR codes directly with the camera app:

  1. Open your camera app (the standard Camera app on iPhone or Android)

  2. Point the camera at the QR code

    • Hold your phone steady about 6-12 inches from the code

    • Make sure the QR code fits within the camera frame

  3. Tap the notification that appears

    • iPhone: A yellow banner appears at the top

    • Android: A popup appears with the link

  4. Your browser opens CalmCompliance at the scanned location, asset, or form

No app to install: This method works without installing anything—just use your built-in camera.

Method 2: Use CalmCompliance's In-App Scanner

If you're already logged into CalmCompliance on your phone:

  1. Open CalmCompliance and sign in

  2. Navigate to your organization and site

  3. Look for the QR Scanner icon (usually in the top menu or quick access area)

  4. Allow camera access when prompted

  5. Point the camera at the QR code

  6. The scanner automatically detects and processes the code

When to use this: If you're frequently scanning multiple codes, the in-app scanner is faster because you stay within CalmCompliance.

What Happens After Scanning

After scanning, you're taken directly to the item:

Scanning a Location (Building or Room)

  • You see the location's details page

  • Available actions depend on what's attached to the location:

    • View documents - See policies, procedures, or manuals attached to this location

    • Complete forms - Fill out inspections or checklists for this location

    • Report issues - Submit maintenance requests or safety concerns

    • View work orders - See scheduled work for this location

Example use case: A QR code on a fire extinguisher location shows the inspection checklist. Staff scan the code, complete the monthly inspection, and submit—all from their phone.

Scanning an Asset

  • You see the asset's details page

  • View asset information: serial number, model, maintenance history

  • Access documents attached to the asset (manuals, specifications)

  • Complete forms for asset inspections or checks

  • Report issues or request maintenance

Example use case: A QR code on a coffee machine links to the cleaning checklist and maintenance log.

Scanning a Shared Document Collection

  • You see a list of documents in the collection

  • Click any document to view or download it

  • No login required if public sharing is enabled

Example use case: A QR code in the staff room provides access to all health and safety policies.

Scanning a Form

  • You're taken directly to a blank form ready to complete

  • Fill in the form fields on your phone

  • Submit the form when done

Example use case: A QR code on a delivery bay opens the goods receipt form for logging deliveries.

Scanning a Planned Work Schedule

  • You see details about the scheduled work

  • View the work schedule, frequency, and assigned users

  • Access any attached checklists or forms

Example use case: A QR code on a filter housing links to the quarterly filter replacement schedule and checklist.

Scanning Without Logging In (Public Scanning)

By default, QR codes work without requiring login. Anyone with the link can scan and access content.

When this is useful:

  • Contractors or visitors need access to safety documents

  • Staff need to complete forms before they have a CalmCompliance account

  • Emergency information needs to be accessible to anyone

Privacy note: Public scanning can be disabled by your administrator. If disabled, scanning requires a CalmCompliance login.

Scanning with Login Required (Authenticated Scanning)

If public scanning is disabled:

  1. Scan the QR code with your camera

  2. You'll see a message: "Sign In Required"

  3. Click Sign In

  4. Enter your CalmCompliance credentials

  5. After signing in, you're taken to the scanned item

Why this matters: Authenticated scanning ensures only authorized users can access content, which is important for sensitive information or compliance requirements.

Troubleshooting QR Code Scanning

QR Code Won't Scan

Possible causes and solutions:

  1. QR code is damaged or dirty

    • Clean the label with a soft cloth

    • If damaged, print a new label

  2. Lighting is too dark or too bright

    • Move to better lighting

    • Avoid direct sunlight or glare on the label

  3. Camera is too close or too far

    • Move your phone 6-12 inches from the code

    • Ensure the QR code fits fully in the camera frame

  4. QR code is too small

    • QR codes smaller than 25mm × 25mm may not scan reliably

    • Print a larger version

  5. Camera app doesn't support QR scanning

    • Update your phone's operating system

    • Use a third-party QR scanner app from the app store

    • Use CalmCompliance's in-app scanner

"QR Code Not Found" Error

Cause: The item linked to the QR code has been deleted or archived.

Fix:

  • Contact your administrator to verify if the item still exists

  • If the item was deleted, create a new QR code for a replacement item

"Authentication Required" Error

Cause: Public scanning has been disabled for this organization or site.

Fix:

  • Sign in to CalmCompliance before scanning

  • Ask your administrator if public scanning should be enabled

Camera Permission Denied

Cause: You denied camera access when prompted.

Fix on iPhone:

  1. Go to Settings > Privacy & Security > Camera

  2. Find your browser app (Safari, Chrome, etc.)

  3. Enable camera access

Fix on Android:

  1. Go to Settings > Apps

  2. Find your browser app (Chrome, Firefox, etc.)

  3. Tap Permissions > Camera

  4. Select Allow

Scan Takes Me to the Wrong Item

Cause: The QR code is for a different item, or the printed label is incorrect.

Fix:

  • Verify the item name printed on the label matches the item you expect

  • If the QR code is wrong, generate and print a new one

Tips for Effective Scanning

  1. Keep QR codes clean: Wipe labels periodically to prevent dirt buildup

  2. Protect outdoor codes: Use laminated labels or protective covers for outdoor or high-traffic areas

  3. Position codes at eye level: Makes scanning easier for staff

  4. Print larger codes for high-use areas: Larger codes (75mm+) scan faster

  5. Test QR codes after printing: Always verify codes work before applying them

Common Questions

Do I need the CalmCompliance app to scan QR codes?

No. Most phones can scan QR codes using the built-in camera app. The CalmCompliance in-app scanner is optional for convenience.

Can I scan QR codes offline?

No. Scanning requires an internet connection to load the content. The phone must be connected to Wi-Fi or cellular data.

What happens if I scan a QR code for an item I don't have permission to view?

You'll see a message indicating you don't have access. Contact your administrator to request the necessary permissions.

Can I scan the same QR code multiple times?

Yes. QR codes can be scanned as many times as needed. Each scan opens the same item in CalmCompliance.

How do I know what a QR code is for before scanning?

Most QR code labels include the item name printed below the code. If not, you can scan it to find out—scanning is safe and won't change anything.

Can QR codes be scanned from a computer screen?

Yes, but it's less common. If you display a QR code on a computer screen, someone can scan it with their phone camera just like a printed label.

What if someone scans a QR code maliciously or by accident?

Scanning a QR code only views information—it doesn't make changes or submit forms. Accidental scans are harmless. For sensitive content, enable authenticated scanning to require login.

What Happens Next

After scanning and accessing content:

  1. Complete any required actions (forms, inspections, acknowledgments)

  2. Submit or save your work if needed

  3. Scan additional codes as you move through your tasks

CalmCompliance logs when QR codes are scanned (if you're logged in), so administrators can see engagement and usage patterns.

Related Articles

Did this answer your question?