How to collect data using QR codes

What are QR Code Forms?

QR Code Forms are a digital method of collecting information without the need for pen, paper, or a mobile app. All you need is a QR code and a smartphone camera.

How do QR Code Forms Work?

QR Code Forms utilises the built-in QR code scanning capability of most smartphones. Here’s how they work:

1. A user scans a QR code with their smartphone camera
2. The QR code directs them to a web page with a series of questions
3. The users fills out the form and clicks Done

The responses are securely stored in the cloud, making them accessible from anywhere. This feature is ideal for projects focusing on Digital Transformation.

How Can QR Code Forms Be Used?

QR Code Forms can be used in any environment that typically requires users to complete a paper form, such as:

• 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: Follow these steps:

1. Create a New Sheet

Login to your Orca Scan account and create a new sheet by clicking the (+) icon in the bottom left of the screen. Select a template that matches the data you need to collect, or choose a Blank Canvas to create your own. Click Create to proceed.

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

2. Enable Anonymous Data Entry

To allow users without an Orca Scan account to submit data, enable anonymous entry. Click the paper airplane icon at the bottom left of the screen:

Then, toggle Allow anonymous data entry and click save:

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 share with a 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 Photo and Files to Your QR Code Forms

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

How to Upload Photos

Easily upload photos directly into your forms for better documentation.

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

How to Add Attachments

You can attach various file types to your forms.

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

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.