QR Codes in Incident Reporting
QR codes make it possible to report Incidents, Near Misses, and Hazard Identifications without logging in. This feature helps organizations capture reports more quickly, especially in environments where workers may not have access to corporate devices, company email addresses, or system credentials.
At a Glance
Audience | Use this article to |
Administrators | Create, configure, download, post, inactivate, and regenerate QR codes. |
Users | Scan a QR code, choose a report type if prompted, complete the form, and submit a report without logging in. |
For Administrators
QR code reporting allows organizations to provide a fast, accessible way for workers to submit safety-related reports without signing in.
Administrators can configure a single QR code to support one or more reporting categories, including Incident, Near Miss, and Hazard Identification. Administrators can also configure attachments and allow users to select names from the organization’s employee directory when appropriate.
Before You Create a QR Code
Review the following options before creating or updating a QR code:
- Reporting categories: A single QR code can support Incident, Near Miss, Hazard Identification, or multiple categories.
- Attachments: Administrators can enable or disable file uploads.
- Person and user selection: Selection From Person and Users List can be enabled so users can select names from the organization’s employee directory instead of entering names manually.
- Default language: The default language must be selected from Accelerate-supported languages. It does not refer to customer-specific or custom translations.
- Posting location: QR codes should be posted in appropriate, controlled locations because they are public access points.
Supported Attachment Types
If attachments are enabled, users can upload files in the following formats:
- Documents: DOC, DOCX
- Presentations: PPT, PPTX
- Spreadsheets: XLS, XLSX
- PDF files: PDF
- Images: PNG, JPG, JPEG, GIF, HEIC
Individual attachments cannot exceed 25 MB.
Create and Manage QR Codes
Watch the video below for step-by-step instructions on how to create and manage QR codes, configure reporting categories, enable attachments, and support Incident, Near Miss, and Hazard Identification reporting.
Before creating or distributing QR codes, review QR Code Management Settings. These settings control whether users can upload attachments and select names from your organization’s Persons and Users list when submitting QR code reports. See QR Code Management Settings, for more information.
Create a QR Code
- Navigate to Settings > QR Code Management
- Select Add
- Enter the required details:
- Name
- Description (if needed)
- Default Language (based on Accelerate-supported languages)
- Location
- Select the reporting category or categories that should be available from the QR code.
- Enable attachments, if applicable.
- Enable Selection From Person and Users List, if applicable.
- Accept the Security Terms.
- Select Save.
Download and Post a QR Code
- From QR Code Management, locate the QR code
- Select Options and select a download format:
- PDF (recommended for printing)
- PNG or SVG (for digital use)
- Download the file
- Post the QR code in a visible and appropriate location
Manage QR Codes (Inactivate or Regenerate)
Administrators are responsible for keeping QR codes up to date. Use Inactivate when a QR code should no longer accept new submissions. Use Regenerate when a new version of the QR code is needed and all previously downloaded versions should be disabled.
- Navigate to Settings > QR Code Management
- Select the QR code
- Choose Inactivate or Regenerate
- Select Save
Administrator Must Knows
- Admins must accept security terms when creating a QR code.
- A single QR code can support one or more reporting categories.
- Available categories include Incident, Near Miss, and Hazard Identification.
- Attachments can be enabled or disabled by the administrator.
- Selection From Person and Users List can be enabled to allow users to select names from the organization’s employee directory.
FAQs
What does Default Language mean?
The default language is selected from Accelerate-supported languages. It does not refer to customer-specific or custom translations.
What happens if a QR code is shared outside the organization?
Anyone with the code can access the reporting form. If a code is shared inappropriately, regenerate it to disable the old version.
What happens when a QR code is regenerated?
All previously downloaded versions of that QR code stop working, and a new code is created.
What happens when a QR code is inactivated?
The QR code can no longer be used for new submissions.
Which download format should I use?
Use PDF when you need a print-ready version for physical posting. PNG and SVG may be useful for digital or design purposes.
Why would I enable multiple reporting categories on a single QR code?
A single QR code can support Incident, Near Miss, and Hazard Identification reporting. This reduces the number of QR codes that need to be created, distributed, and maintained.
Should I enable Attachments and Selection From Person and Users List?
Consider who may have access to the QR code before enabling these options. Attachments allow users to upload files, while Selection From Person and Users List allows users to view and select names from the organization’s employee directory. These settings should align with your organization’s security, privacy, and compliance requirements.
For Users
QR codes provide a quick, simple way to report incidents without logging in.
Users can scan a QR code using any device with a camera, open the reporting experience, and submit an Incident, Near Miss, or Hazard Identification report. This removes common barriers to reporting and helps organizations capture reports in real time.
Submit a Report
- Scan the QR code using a device camera.
- Tap the link to open the reporting experience.
- Accept the Terms of Use.
- Select or change the language, if needed.
- Select a reporting category, if more than one option is available.
- Complete the form with the relevant details.
- Upload attachments, if attachments are available and applicable.
- Select Submit.
- View the confirmation message.
User Must Knows
- No login is required.
- No special app is required.
- Users need a device with a camera to scan the QR code.
- Users must accept the Terms of Use before proceeding to the form.
- Users can select or change the language before completing the form.
- If multiple reporting categories are available, users will be asked to select a category before completing a form.
- If enabled by the administrator, users can upload attachments as part of their submission.
- Supported file types include DOC, DOCX, PPT, PPTX, XLS, XLSX, PDF, PNG, JPG, JPEG, GIF, and HEIC.
- Individual attachments cannot exceed 25 MB.
FAQs
What do I need to submit a report?
You need a device with a camera to scan the QR code and open the reporting form.
Do I need an account to submit an incident?
No. You can submit an incident without logging in.
What happens after I scan the QR code?
After accepting the Terms of Use, you may be asked to select a reporting category if multiple categories are available. You can then complete and submit the appropriate form.
Why am I being asked to select a report type?
The QR code has been configured to support multiple reporting categories. Select the option that best matches what you want to report.
Can I change the language?
Yes. You can change the language before proceeding to the form.
Can I upload attachments?
You can upload attachments if attachments have been enabled by the administrator. Supported file types include documents, presentations, spreadsheets, PDFs, and images. Individual attachments cannot exceed 25 MB.
What if the QR code does not work?
The QR code may be inactive or no longer valid. Contact your administrator for assistance.
