How to collect data using QR codes

What are QR Code Forms?

QR Code Forms let you collect data without apps, logins, or paper.

Create a form → get a QR code → people scan to open the form → they submit.

How do QR Code Forms Work?

QR Code Forms use the built-in QR scanning feature on most smartphones. Here’s how it works:

1. A user scans a QR code with their phone’s camera
2. The QR code opens a web form with your questions
3. They fill it out and tap Done

The responses are securely stored in the cloud, so you can access them from anywhere. Perfect for teams working on digital transformation or replacing paper-based processes.

How Can QR Code Forms Be Used?

QR Code Forms are ideal anywhere you’d normally hand someone a clipboard or ask them to fill out a form. Common use cases include:

• Contact Tracing
• Maintenance Log Books
• Fault Reporting
• Health & Safety checks
• Event Registration
• Visitor Check-in (replacing forms and touchscreens)

How Do I Create a QR Code Form?

Turning your Orca Scan sheet into a QR Code Form is simple. Just follow these steps:

1. Create a New Sheet

Log in to your Orca Scan account, then click the (+) icon in the bottom-left corner to create a new sheet.

Choose a template that suits your needs, or select Blank Canvas to build your own. Click Create to continue.

TIP: You can add sample data to your sheet for testing before using it in a live environment.

2. Enable QR Code Form

To allow anyone to submit data without logging in, enable the QR Code Form. Click the Share QR Form button in the bottom-right corner, then toggle Enable QR Code Form.

TIP: Make sure to click ‘Save’ after toggling Enable QR Code Form.

Note: Enabling this option means anyone with the QR code or unique URL can submit data to your sheet. You can disable this feature at any time.

3. Print Your QR Code Poster

Orca Scan automatically generates a QR Code poster for you. Print the poster or download the QR code as an image in SVG format to customise with a barcode label designer.

4. Displaying Your QR Code Form Poster

Place your QR Code Form poster where your audience can easily access it.

Anyone can now scan the QR code with their camera and fill out the form - no app required.

5. Review Your Data

As users submit data, it is automatically added to your Orca Scan sheet. You can review this data in real-time from anywhere using the Orca Scan Web or Mobile application.

Adding Photos and Files to Your QR Code Forms

Easily add photos and file attachments to your Orca Scan forms to capture more detailed, complete records.

How to Upload Photos

Upload photos directly into your form for better documentation.

1. Add a Photo Field: Add a photo field to your Orca Scan sheet
2. Capture or Upload: Tap the photo field to take a picture with your device’s camera or upload one from your gallery

How to Add Attachments

Attach files like PDFs, documents, or spreadsheets to your form submissions.

1. Add an Attachment Field: Add a attachment field to your Orca Scan sheet
2. Upload a File: Tap the attachment field, then choose a file from your device to attach

How to Capture Signatures in QR Code Forms?

1. Add a Signature Field: In your sheet, add a new column and set the type to Signature.
2. Capture a Signature: Tap the signature field, then sign directly on your device’s screen.

Supported Attachment Types

Questions about Collecting Data using QR Codes?

If you’d like help getting set up, chat with us live or drop us an email.