This guide will explain using QR codes and help you accurately measure the layout of your label page and input these measurements into the following fields: QR code height, QR code width, vertical spacing, horizontal spacing, top margin, left margin, rows per page, and columns per page. By following these instructions and using measurements in millimetres or inches (to 4 decimal places), you can print QR code labels on nearly any page size, Letter and A4 are provided by default as a guide.

Check-in using QR codes

QR code check-in makes it quick and easy to confirm your booking or presence at a specific workspace. Simply scan the QR code at your reserved desk or meeting room using your mobile device. Once scanned, you'll instantly be checked in and your booking will be confirmed in our system.

How It Works:

Locate the QR code: Find the QR code sticker on your reserved space.
Scan with your mobile device: Open your camera app or a QR code reader and scan the code.
Instant check-In: You'll receive a confirmation message letting you know that you've successfully checked in.

If you encounter any issues or receive a message indicating that check-in is not necessary or not available, please contact your administrator for further assistance.

As an administrator, you can easily generate and print QR codes for each workspace. These codes will allow users to scan and check in quickly. Once printed, simply place the QR codes at the designated desks, meeting rooms, or other spaces.

This ensures that your team can seamlessly manage check-ins, improving space utilization and tracking. If you need assistance with check-in, please refer to our check-in guide.

Tools you’ll need

Label providers exact measurements OR
A ruler or calliper that can measure in millimetres or inches (to 4 decimal places for accuracy).
Your label page to measure.

Understanding the measurement fields

QR Code Height & Width	These fields represent the dimensions of each QR code on the label. Measure the exact height and width of one label on your page.
Vertical Spacing	The distance between the top edges of two vertically aligned labels. Measure from the top of one label to the top of the next one directly below it.
Horizontal Spacing	The distance between the left edges of two horizontally aligned labels. Measure from the left edge of one label to the left edge of the next one in the same row.
Top Margin	The space from the top edge of the paper to the top edge of the first label. Measure this carefully to ensure your labels start at the correct point.
Left Margin	The space from the left edge of the paper to the left edge of the first label in a row. Accurate left margins prevent labels from being printed off-centre.
Rows per Page	The number of rows of labels on the entire page.
Columns per Page	The number of columns of labels across the entire page.

How to measure your label page layout

Measure QR Code Height & Width	Use your ruler or calliper to measure the height and width of a single label or QR code space. Be precise, noting the measurements in millimetres or inches to 4 decimal places.
Measure Vertical & Horizontal Spacing	For vertical spacing, measure from the top of one label to the top of the next one below. For horizontal spacing, measure from the left side of one label to the left side of the next label in the same row.
Measure Top & Left Margins	Measure the distance from the top of the page to the top of the first label for the top margin. Then measure the left margin by calculating the space between the left side of the page and the first label.
Count Rows and Columns per Page	Count how many rows of labels are printed on the page vertically and how many columns horizontally.

Inputting measurements

Once you’ve gathered your measurements:

Navigate to the Spaces settings page and scroll down to QR codes.
Click "Generate QR Codes" button.
Select the relevant spaces you wish to print QR codes for.
Select the paper size to print on.
Where you are using a QR code layout which does not match the defaults, then click "Advanced options" to expand the custom measurements input fields.
Enter the measurements for QR code height, width, vertical spacing, horizontal spacing, top margin, and left margin in their respective fields.
Set the number of rows per page and columns per page.
Click "Print QR Codes" to view a layout preview.

Tip: Measurement defaults

For your convenience, the system comes with default measurements for common label sizes:

Inches: The default size is based on 3 x 3 inch QR code labels from Online Labels
Millimetres: The default size is based on 80 x 80 mm QR code labels from Avery

These defaults can be modified to fit your specific label size by following the measurement instructions above.

Review the layout preview

Once you’ve entered your measurements, clicking "Print QR Codes" will show a layout preview that shows how the QR codes will be printed on the page. This allows you to review and adjust your settings before proceeding with printing to ensure everything aligns perfectly.

Printing the QR codes

Open the Print Preview in your browser by selecting Print. This will show how the QR codes will appear on your label sheet.

Note: Make sure the print scale is set to 100% or Actual Size. This ensures that the labels are printed at the exact size you specified without being resized or distorted by your printer or browser settings.

Double-check that the layout matches your label sheet, with the correct margins and spacing.

Select your printer and the appropriate paper size in the print settings.

Finalizing and using the QR code

Once you’ve printed your QR codes, place them at the designated desks, meeting rooms, or other spaces. Your team can now scan these codes with their mobile devices to check in seamlessly, improving space management.

Label Printing Tips

Print Preview in Your Browser

Before printing, always check the layout in your browser’s Print Preview feature to ensure everything is aligned correctly.

Set Scale to 100% or Actual Size

For accurate label printing, ensure the scale is set to 100% or Actual Size. Scaling below or above 100% may result in labels being misaligned or cut off.

Test Print on Regular Paper

Before printing on the actual label sheet, print a test page on regular paper to ensure the layout is correct. This avoids wasting label sheets and allows you to confirm that everything is aligned properly.

Frequently Asked Questions (FAQs)

Is it possible to use the QR codes to book a space?

Yes, after scanning the QR code if there is no booking to check-in to then there is an option to view the schedule where it is possible to book a space.

Why is my label not printing actual size?

Choosing very big margins or QR code measurements which push the labels off the page size selected will result in the browser auto fitting them when going to print and therefore no longer accurate.

It is important to use the correct measurements based on paper size selection.

Common Issues and Solutions

Misaligned Labels:

If the labels aren’t aligned properly, double-check your top and left margins, as well as the vertical and horizontal spacing measurements.

Labels Cut Off:

If part of the label is cut off, ensure your QR code height and width are correct and fit within the label boundaries.

Test Print Before Final:

Always test print a few labels on standard paper to make sure everything aligns correctly before printing on the actual label sheet.

Contents:

Overview