Once you have published a QR Collection, you can download its QR code, update what it shows, replace the link, or switch it off. This guide covers each of those tasks. To build a collection first, see the article How to create a QR Collection.
Get your QR code
After you publish, the QR & sharing tab shows your collection's QR code. To come back to it later, open QR Collections, open the collection's actions and select QR code and sharing.
The QR code for your collection.
The Collection link, which is the web address the QR code opens.
Copy link, to share the address by email or message.
Download PNG, to save the QR code as an image you can print. You only see this button if your role can print QR codes.
The QR code stays the same when you edit and republish the collection, so you only need to print it once.
What people see when they scan
Your company logo, the collection name and description, how many items it contains, and whether it is Private or Public.
A Search this collection box, and filters for All, Substances and Assessments. If the collection covers several locations, people can also filter by location.
For substances, View SDS opens the Safety Data Sheet.
For assessments, View assessment opens the published assessment.
People who are signed in also get a More menu on each item. For substances it offers Download SDS and Open in inventory, and for assessments Download PDF and Open in editor, depending on what their role allows. People viewing a public collection without signing in do not see this menu.
For a private collection, people who are not signed in see Private collection and a Sign in to continue button. After signing in, they come straight back to the collection. They only see items in locations and assessment types their account can open. If some items are hidden, they see "Some items are not shown because they are in locations or assessment types your account cannot open."
For a public collection, anyone with the link can open it without signing in. People from your company can still select Sign in to see what a private collection would show them.
Update a collection
Open QR Collections, open the collection's actions and select Manage collection.
Make your changes on the Details or Contents tabs. Select Save draft to keep them.
While you have edits that are not yet live, the collection shows Unsaved changes or Unpublished changes. People scanning keep seeing the published version until you publish.
Go to the Preview tab to check What scanners will see, then select Publish changes.
If your role can view collections but not edit them, the action shows View collection instead and the tabs are read-only.
Check the history
The History tab lists everything that has happened to the collection, such as drafts being updated, publishing, link replacement and revoking, with the person and the date and time.
Replace the QR link
If a QR code has been shared more widely than intended, you can replace it. On the QR & sharing tab, under Link management, select Replace QR link, then Replace link to confirm.
Important: every QR code already printed for this collection stops working immediately. You will need to print and put up the new code.
If you see "This QR token cannot be read. Rotate the token to create a new link.", use Replace QR link to create a new one.
Revoke a collection
To switch a collection off, open the QR & sharing tab and select Revoke collection, then Revoke to confirm. Its QR code stops opening the collection immediately, and anyone scanning it sees Collection unavailable.
Revoking cannot be undone. A revoked collection can no longer be edited or republished, so create a new collection if you need it again. Revoked collections stay in the list (use the Revoked status filter), and their History is kept for audit purposes.
Who can do what
Each action has its own permission. Safety365's default roles include them as shown below (✓ = included). Custom roles your company has created do not include them automatically.
Action | Super User | Manager | Risk Assessor | Administrator | Viewer |
Open a private collection when signed in | ✓ | ✓ | ✓ | ✓ | ✓ |
See the QR Collections list | ✓ | ✓ | ✓ | ✓ | – |
Create a collection | ✓ | ✓ | ✓ | ✓ | – |
Edit a collection | ✓ | ✓ | ✓ | ✓ | – |
Publish a private collection | ✓ | ✓ | – | – | – |
Publish a public collection | ✓ | ✓ | – | – | – |
Download the QR code (PNG) | ✓ | ✓ | – | – | – |
Replace the QR link | ✓ | ✓ | – | – | – |
Revoke a collection | ✓ | ✓ | – | – | – |
If you use a custom role and see "QR Collections unavailable", ask your Super User to add the QR Collections permissions to your role.
Frequently asked questions
Why does my QR say "Collection unavailable"? The QR may have been revoked or replaced, or the collection is not available to your account. Ask the person who manages the collection for the current QR code.
Do I need to reprint when I change a collection? No. Edits never change the printed QR. You only need a new code if you replace the QR link.
Do I need to republish when I add a new substance to a location? Not if that location was added with Future records ticked. New eligible records appear automatically. Otherwise, add the record and select Publish changes.
Can I use the same QR on several signs? Yes. Every copy opens the same collection.
Can I undo a revoke? No. Create a new collection and print its QR code.