QR Codes

How QR Codes can be Used

The following table lists a number of ways that QR codes can be used within Lucidity. Further down this page is more information about how to generate QR codes for different purposes, and how to print QR codes using card and label printers.

Use of the QR Code	Location of QR Code	How to Create and Print

Use of the QR Code	Location of QR Code	How to Create and Print
Open the Employee or Contractors HR Record from their ID card. In case of emergency it is quick to obtain their next of kin or other details. Future functionality The QR code on an employee card will be able to be scanned within an InForm digital form, to allow the person’s name to be selected from a list (such as for toolbox attendance).	On Employee or Contractor ID card Open	Use excel export from the HR module to create the URLs for each persons HR record. Print the ID Cards using the card printing software supplied with the card printer.
Open the Employee or Contractors Training Records from their ID card. A simple way to verify training and induction - scan the card to open the training history.	On Employee or Contractor ID card (normally on the back of the card)	Use excel exports from the Competency or HR modules to create the URLs for each persons training history. Print the ID Cards using the card printing software supplied with the card printer.
Asset Information page for an individual asset. Scan to open the main information page for an asset, including its maintenance status and to access documentation.	Printed onto a label and fixed to the asset. Open	Use excel exports from the Asset module to create labels in bulk. Use the URL of individual assets to create single labels.
To commence a form on the Lucidity App, such as a plant pre-start, toolbox meeting etc. Include a description as to what the QR code is used for.	Printed onto a notice board, attached via label to a plant item etc.	From the InForm module filter the list of form records using the left hand menu and then click 'Add' to commence a new form. This is the URL for starting that form (it will never change).
To commence a public form in a browser (without logging in). Allows non-logged in users to submit any form that has been enabled for public submission. Does not require the Lucidity App.	Printed and displayed at reception or any location where a public form is helpful. The URL can also be included on websites and in emails. Scan for an example	See details below - the public form link is available from the admin page of each form template.
To enter an area based on Lucidity OnSite Allows users to scan a QR code from the Lucidity app instead of requiring an NFC card. The individuals details are checked against the area within Lucidity OnSite to determine if they are eligible to enter site.	Printed and displayed at any entry point where induction checks and / or company documentation checks are required.	From the Onsite module, locate the relevant area. Open the edit screen - this is the URL used to generate the QR Code.
To scan QR codes for other users so they can enter an area using Lucidity Onsite Allows Site Managers, or Supervisors using the Lucidity app to scan the QR codes of other users so they can enter an area. The individuals details are checked against the area within Lucidity OnSite to determine if they are eligible to enter site.	Each user would print and display their QR code at any entry point where induction checks and / or company documentation checks are required.	From the HR module, locate the relevant user. Open the edit screen - this is the URL used to generate the QR Code.

Including QR Codes in ID Cards and Labels

Incorporating QR codes into employee ID cards, plant cards or labels for plant items are a good way to make information available. A supervisor or other person with appropriate permissions can scan a QR code to easily confirm training and competency. Similarly a QR code can be fixed to a plant item or printed to a plant ID card, linking to the plant maintenance history and documentation within Lucidity.

Most card printers can print bulk QR codes as part of a label or card design via an Excel export from Lucidity. The export includes the required URLs or web addresses (that will be converted to QR codes by the card printing software) as well as other information from Lucidity to be incorporated into the label or card. The steps below detail how to generate the excel export with the appropriate URLs.

Generating QR Code URLs via Excel

URLs to allow QR codes to be generated can be exported as an excel from the following modules within Lucidity:

• HR

• Competency

• Asset

The following steps apply to the generation of an Excel from the HR module, but they also apply to the Competency and Asset modules.

1. Use the Column Configuration tool to ensure that the Excel export will include the following columns as required:

   1. Full name

   2. Company

   3. Training URL (used to generate a QR code to the users Competency Record page)

   4. Person URL (used to generate a QR code to the users HR profile)

   5. Image URL (used to print a photo of the user,)

2. Filter the list of users to only display those users who require cards

   1. It may not be possible to narrow this down to the exact users. Therefore, it may be necessary to remove extra users from the Excel once its exported

3. Click Excel Export to generate the report. An example is included below which has columns for the Employee Photo URL and Employee Training Records URL. The photo URL is used by the card design software to retrieve the appropriate Employee photo and included it in printed card. The Training Records URL is typically converted into a QR code by the card design software.

    

4. This Excel is then imported into the printer design software ready to print a batch of labels. The image below illustrates the Brother P-Touch software with a set of records imported, ready to print QR code labels.

Card Printers

Card printers use dedicated software to design the card, including background images, logos etc. These layouts are designed to connect to a 'database', which in this case will be the Excel export generated in the instructions above. Follow the instructions relevant to the card printer to link the Excel export to the card or label design.

Most card printers are capable of printing double sided colour cards and can include information such as emergency contact, name, images etc. An example of a card is shown below.

Suggested Card Printer: Evolis Primacy

Label Printers

There are a range of label printers that are well suited to printing QR codes for plant and other purposes. They are typically black and white and use thermal transfer. Card printers can normally print individual QR codes as well as bulk.

Suggested Label Printer: TSC TX-600

For water resistant labels use we recommend the use of polypropylene (PP) label stock and a resin ribbon. The resulting labels will be water resistant for an extended period of time and suitable for outdoor use.

Generating QR Codes for Public Forms

Public forms are a useful way to allow people who do not have a user account to complete forms within InForm, such as for visitor or contractor induction, or plant inductions. A QR code is available for each form template which can be printed and placed at strategic locations, ready for scanning. This will open the linked form template in the browser of the users device ready for them to complete (without requiring authentication).

The QR code is available from the Administration page on each form template once it has been enabled for public use. An example if the screen is below. Refer to the InForm user guide for additional details.

Generating a QR Code for a Specific Record (Form, Asset etc)

It is often useful to generate a QR code for a specific record within Lucidity, such as a specific form record which may be the plant Induction for a specific plant item, or a specific item of plant. In this situation it is helpful to generate one QR code specifically for that record, and print it to a label to be fixed to the plant item.

A number of plugins are available for browsers that make this very simple, and have the added benefit of allowing any web address to be easily converted to a QR code (not just Lucidity pages or records).

The following video outlines how this is easily achieved within the web browser using a browser plugin called 'Quick QR Generator', which is available for Chrome, Firefox and Edge.

Once the plugin is installed, the following three steps will create a QR code:

1. Navigate to the desired address using the web browser

2. Click the ‘generate QR code’ button that will be in the toolbar once Quick QR Generator is installed

3. Download or save the resulting QR code.

Generating a QR Code for a Specific Form

QR Codes and links can be used to start a new form within InForm using a specific Form Template. The illustration below shows how to get the web address for the ‘Plant Prestart’ form. This address can be used to either embed directly into a webpage or document for users to click and commence a new form using the ‘Plant Prestart’ form within the browser, or to create a QR code which can be scanned by a mobile phone that has the Lucidity App installed. The Lucidity App will then open this form template for a user to commence a record.

Scanning a QR Code with a Mobile Device

It is easy to use a mobile device with a QR scanner to read a QR codes on an ID card, plant item or other location. The mobile will open an Internet browser, directing to the page as per the QR code (a user's Competency Records page for example).  In some instances the mobile will also open the Lucidity App. Note that the person who is accessing the QR code will need the appropriate permissions to log into Lucidity to view the record. In the case of training records, this ensures privacy.