This is especially useful at locations where employees may not already be navigating within NextGen, since it removes the extra steps between "something happened" and getting it reported.

What incident reporting QR codes are used for

Each QR code can be set up for one facility, or left open so the reporter picks their facility when they report. When someone scans a facility-specific code, the incident is automatically tied to that facility. When someone scans a code that wasn't set up for a specific facility, they choose the applicable facility as part of reporting.

A few examples of where a QR code comes in handy:

• A job site or shared area where you want to make reporting as fast as possible.
• A location used by employees across more than one facility, where a single code can cover all of them.
• Any workplace where you'd rather have employees scan a code than search for the reporting form on their device.

Who can generate and use incident reporting QR codes

Administrators and incident managers with View and Edit Incidents permission can generate QR codes. This option is only available on the desktop experience.

Anyone scanning a QR code needs permission to report incidents in order to actually submit one. Scanning the code on its own doesn't bypass your organization's existing incident reporting permissions.

Generate an incident reporting QR code

1. Go to the Incidents tab.

2. Select the QR code icon at the top of the page. Hovering over the icon shows the tooltip Generate QR Code. This opens the Generate Incident Reporting QR Code window.

3. Optionally, select a facility in the Facility box. This list includes the facilities you have access to, and you can only select one.

   When you select a facility, incidents reported through this QR code are automatically set to that facility. If you leave this blank, the reporter chooses their own facility from the ones they have access to when they report.

4. Optionally, add instructions in the Instructions box, such as where the code will be posted or when it should be used. Anything you add here prints on the QR code page.

5. Choose a paper size in the Paper Size box.

6. Select Generate PDF.

The system creates a printable PDF titled Scan to Report an Incident, including the facility name (if you selected one), your instructions (if you added any), and using the paper size you chose. The file downloads as Incident-Reporting-QR-Code.pdf, or as Incident-Reporting-QR-Code-[Facility Name].pdf when you selected a facility.

If the PDF doesn't generate, you'll see an error message letting you know so you can try again. You can generate as many codes as you need — for example, a separate code for each facility, plus one open code for shared areas.

How employees report an incident from a QR code

1. Scan the QR code with a phone or other device.

   If the person scanning isn't logged in, they're directed to the login page first. Once they log in, they're returned to incident reporting, as long as they have the right permissions.

2. Choose the type of incident to report.

3. Depending on how the code was set up:

   • Facility was selected when the code was generated – That facility is applied to the incident and shown to the reporter so they know where it's being reported. The reporter can still change it to any facility they have access to, if needed.
   • No facility was selected when the code was generated – The reporter chooses a facility from the ones they have access to.

4. The incident date defaults to the current date and time, based on the reporter's time zone. The reporter can update this if needed.

5. The reporter completes the rest of the incident information and submits it.

The reporting experience is optimized for mobile, since most people scan these codes from a phone. Incidents reported this way are identifiable in NextGen, so your team can tell they came from a QR code for tracking, support, and reporting purposes.

Permissions and messages you might see

No access to incident reporting In rare cases, an organization may have removed the Incidents module from its subscription while keeping QR codes in place. If a reporter without incident reporting access scans a code, they'll see a message and be directed to the Home page:

Incident reporting is not currently available for your organization. Please contact your administrator for assistance.

Access to incident reporting, but not to the facility If the reporter has permission to report incidents but not to the facility tied to the code, they can still submit the incident. They won't be able to view or edit it afterward.

Facility is no longer available If the facility tied to a QR code is no longer active, the reporter will see a message and be directed to the Incidents tab:

This QR code is linked to a facility that is no longer available. Contact your administrator for assistance.

Not logged in Scanning while logged out sends the reporter to the login page first. After logging in, they're returned to incident reporting with the QR code's configuration preserved.

Best practices

• Post QR codes where incidents actually happen — at job sites, entrances, or shared work areas — rather than somewhere employees have to go out of their way to find.
• Use a facility-specific code where you can, so incidents come in already tied to the right facility. Reserve open (no-facility) codes for locations shared across multiple facilities.
• Add clear instructions on the printed page so employees know when and why to scan it.
• Check your QR codes periodically to confirm the facility behind each one is still active.

Related: Managing Incident Reports, Managing User Permissions, Inspection QR Codes