Managing QR Code Placement

Overview

QR codes are essential for visitor check-in at your site. Proper placement, maintenance, and management ensure visitors can easily check in and be included in emergency procedures.

Who Manages QR Codes

• Site Administrators
• Company Administrators
• Reception staff (day-to-day monitoring)
• Facilities management (placement and maintenance)

Understanding QR Code Requirements

Initial QR Code Request

During your organisation's setup process, you'll be asked how many QR codes you need. These are provided as yellow triangle folded cards called 'toblerones'.

Calculate your needs based on:

• Number of entrances visitors typically use
• Reception areas where visitors might check in
• Meeting room entrances for direct visitor access
• Backup codes for replacements and maintenance

QR Code Format

QR codes are provided as:

• Yellow triangular folded cards - Distinctive and visible
• Self-standing design - Easy to position without additional hardware
• Dual-sided functionality - Check-in code on left, check-out code on right

Understanding Both Sides of the QR Code

Each toblerone contains:

• Left side: Check-in QR code - For visitor arrival registration
• Right side: Check-out QR code - For visitor departure registration
• Clear labelling - Each side is marked to avoid confusion
• Same placement principles - Both functions available at each location

Strategic QR Code Placement

Primary Locations

Main Visitor Entrance:

• Place prominently where all visitors must pass
• Position before security or reception desk if possible
• Ensure good lighting and clear visibility
• Include clear signage directing visitors to scan

Reception Desk:

• Backup location for visitors who missed entrance code
• Allows reception staff to assist with check-in
• Convenient for manual backup if needed
• Good position for explaining the safety purpose

Secondary Locations

Additional Entrances:

• Staff entrances that visitors might use
• Car park entrances where visitors arrive
• Side entrances for meeting access
• Delivery/service entrances if visitors use them

Meeting Areas:

• Conference room entrances
• Training facility access points
• Event spaces with external access
• Showroom or demonstration areas

Placement Guidelines

Optimal positioning:

• Eye level height (approximately 1.4-1.6 metres)
• Well-lit areas with natural or artificial lighting
• Stable surfaces that won't move or tip over
• Protected from weather if outdoors or near openings
• Clear of obstructions like plants, furniture, or equipment

QR Code Visibility and Accessibility

Visual Considerations

Ensure QR codes are:

• Clearly visible from visitor approach paths
• Not blocked by doors, furniture, or decorations
• Well-contrasted against background surfaces
• Appropriately sized for scanning distance
• Clean and undamaged for reliable scanning

Accessibility Requirements

Consider accessibility for:

• Wheelchair users - Ensure codes are reachable
• Visitors with mobility aids - Allow adequate space
• Elderly visitors - Position for comfortable scanning
• Vision impairments - Provide good lighting and contrast

Instructional Signage

Include clear instructions:

• "Scan left QR code to check in for safety"
• "Scan right QR code to check out when leaving"
• "All visitors must register arrival and departure for emergency procedures"
• "Ask reception for assistance if needed"

Daily QR Code Management

Daily Checks

Reception staff should verify:

• QR codes are in position and haven't been moved
• Codes are clean and scannable
• Instructions are clearly visible
• Lighting is adequate for scanning
• No obstructions block visitor access

Monitoring Visitor Success

Track visitor check-in effectiveness:

• Monitor how many visitors successfully check in
• Note if visitors need assistance with QR codes
• Ask visitors about their check-in experience
• Identify locations where check-ins fail most often

Common Daily Issues

QR codes may be affected by:

• Cleaning staff moving codes during cleaning
• Maintenance work temporarily blocking access
• Weather conditions affecting outdoor codes
• High traffic causing codes to be knocked over
• Lighting changes due to facility modifications

QR Code Maintenance and Care

Damage Assessment

Replace QR codes if:

• Scanning becomes unreliable or fails consistently
• Physical damage affects the code image
• Fading or discolouration reduces contrast
• Structural damage prevents proper positioning
• Weather damage compromises functionality

Environmental Protection

Protect QR codes from:

• Direct sunlight that might cause fading
• Rain and moisture for outdoor placements
• High traffic areas where damage is likely
• Temperature extremes that affect materials
• Chemical exposure from cleaning products

Testing QR Code Functionality

Regular Testing Schedule

Test QR codes:

• Weekly during routine checks
• After cleaning or maintenance
• Following facility changes that might affect placement
• When visitors report scanning issues
• Before important events with many visitors

Testing Procedure

To test QR codes:

1. Use a smartphone to scan each QR code (both check-in and check-out sides)
2. Verify both links open correctly to appropriate forms
3. Complete a test visitor check-in to ensure it works
4. Test the check-out process using the right-side QR code
5. Check that test entries appear and are removed from visitor lists
6. Note any scanning difficulties or delays on either side

Troubleshooting Scanning Issues

If QR codes won't scan:

1. Try with different smartphones or tablets
2. Check lighting conditions and adjust if needed
3. Clean the QR code surface thoroughly
4. Verify the code isn't damaged or faded
5. Test from different angles and distances
6. Contact Reggie^® support via live chat for replacement

Requesting Additional or Replacement QR Codes

When to Request New Codes

Request additional QR codes for:

• New entrances or facility changes
• Replacement of damaged codes
• Additional backup codes
• Temporary events requiring extra registration points
• Improved visitor flow based on usage patterns

Replacement Process

To request replacement QR codes:

1. Contact Reggie^® support via live chat
2. Specify the number of codes needed
3. Explain the reason for replacement
4. Provide your site information
5. Arrange delivery or collection details

Training Staff on QR Code Management

Reception Staff Responsibilities

Train reception staff to:

• Direct visitors to appropriate QR codes for check-in
• Remind visitors about check-out when they see them leaving
• Explain both check-in and check-out QR code locations
• Assist with scanning when visitors have difficulty
• Monitor QR code condition throughout the day
• Report issues promptly to facilities management
• Use manual backup procedures when needed

Remember: Well-placed and maintained QR codes are essential for visitor safety. Regular monitoring, maintenance, and optimisation ensure effective visitor check-in and emergency preparedness.