What inspection QR codes are used for

Each QR code is tied to one inspection template and one facility. When someone scans the code, the system creates a new inspection for that template and facility, dated for the day it's scanned.

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

• A forklift or other piece of equipment that needs a daily or pre-use inspection.
• A safety station or work area where inspections happen on a recurring basis.
• Any location where you'd rather have employees scan a code than search for a template on their device.

Who can generate and use inspection QR codes

Admins and other users with access to manage inspection templates can generate QR codes.

Anyone scanning a QR code needs permission to perform inspections in order to actually start and complete one. Scanning the code on its own doesn't bypass your organization's existing inspection permissions.

Generate an inspection QR code

1. Go to Manage Content > Inspection Templates and open the template you want to use for the QR code.
2. Select Generate QR Code.
3. If the template is assigned to a specific facility, that facility is already set, and you can skip ahead. If it's a global template, select the facility the QR code should be used for in the Facility box. This makes sure inspections started from the code get created for the right facility.
4. Complete the rest of the QR code settings:
   • Priority – Choose the priority that inspections started from this code should use.
   • Inspection Title – Optionally add a title to make inspections from this code easier to identify later.
   • Zones – Optionally choose one or more zones to associate with the inspection. For global templates, this list becomes available after you select a facility; for facility-specific templates, it's based on the template's assigned facility.
   • Instructions – Optionally add a note that prints on the QR code page, such as where to post it or when it should be scanned.
   • Paper Size – Choose the paper size for the printed page.
5. Select Generate PDF.

The system creates a printable page with the QR code along with the template, facility, priority, zones, and instructions you set. Print the page and post it wherever the inspection needs to happen.

How users start an inspection from a QR code

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

   If the person scanning isn't logged in, they'll land on the login page first. Once they log in, they're brought to the Start Inspection screen, as long as they have the right permissions.

2. Review the inspection details on the Start Inspection screen. This screen shows:

   • Inspection template
   • Assignee (the person who scanned the code)
   • Facility
   • Priority
   • Zones, if any were selected
   • Recurrence
   • Due date (the day the code was scanned)

   If you added an inspection title when you set up the code, it appears here too, and the person starting the inspection can edit it before continuing.

3. Select Start Inspection.

The system creates the inspection, assigns it to the person who scanned the code, and opens it right away so they can start answering questions.

Permissions and messages you might see

No permission to perform inspections If someone scans a QR code but doesn't have permission to perform inspections, they can't start the inspection. They'll see a message similar to:

You don't have permission to start inspections from this QR code. Contact your administrator if you need access.

Not logged in Scanning while logged out sends the person to the login page first. After logging in, they're returned to the Start Inspection flow — and from there, the same permission rules apply.

Template is no longer active If the inspection template behind a QR code has since been deactivated, the inspection can't be started from that code. The person scanning it will see a message explaining that the template is no longer active and to contact an administrator.

Facility or zones are no longer available If the facility or the selected zones tied to a QR code are no longer available, the inspection may not be able to start, and the person scanning will see a message that the code can no longer be used as configured. If this happens, review the template's facility and zone settings and generate a new QR code.

Best practices

• Post QR codes where the inspection actually happens — near the equipment, at an entrance, or at a safety station — rather than somewhere users have to go out of their way to find.
• Add clear instructions on the printed page so people know when and why to scan it.
• For global templates, generate a separate QR code for each facility that needs one.
• Check your QR codes periodically to confirm the template, facility, and zones behind them are still active and accurate.

Related: Managing Inspection Templates, Managing User Permissions