Create branded QR codes that link to portals, payment pages, forms, files, WiFi networks, and more so your agency can connect clients to digital services from any physical location.

### Overview

QR codes give your agency a fast, contactless way to direct clients to online resources. Instead of asking clients to type long URLs, you can print a QR code on court notices, lobby signage, business cards, or mailed letters that clients scan with their phone to reach the right page instantly.

- Generate QR codes for portals, payment links, forms, files, and custom URLs
- Customize colors, corner shapes, and dot patterns to match your agency's branding
- Add your agency logo to the center of the QR code for professional recognition
- Export finished QR codes as PDF, SVG, or PNG for both print and digital use
- Create QR codes for WiFi access, vCards (digital business cards), and calendar events

Court clerks print QR codes on jury summons notices that link to a self-service portal. Probation officers post QR codes in check-in lobbies that connect clients to a check-in form. Front desk staff share WiFi QR codes so visitors can connect without asking for a password. Administrative teams include QR codes in mailed letters to increase portal enrollment rates.

### Prerequisites

Before generating QR codes, make sure you have:

- An active eCourtDate agency account with Admin or Manager role access
- At least one configured [web portal](https://app.ecourtdate.com/portals) (QR codes are created through the portals section)
- The destination URL, form, file, or portal page you want the QR code to link to
- (Optional) Your agency logo file in PNG or JPG format for branded QR codes
- (Optional) Your agency's brand colors (hex codes) for customized QR code styling

### How-To Steps

#### Step 1: Navigate to the QR Codes Page

1. Sign in to your eCourtDate agency.
2. Click **QR Codes** from the main navigation.

You see a table listing any existing QR codes along with a form to create new ones.

#### Step 2: Create a New QR Code

1. Locate the **Create QR Code** form on the left side of the page.
2. Enter a descriptive **Name** for internal reference (for example, "Lobby Check-In QR" or "Payment Portal QR").
3. Select the **Portal** from the dropdown. The QR code will be associated with this portal.
4. Select the **Type** of QR code you want to create:

| Type | Description |
|------|-------------|
| Portal Link | Links to your portal homepage or a specific portal page |
| Form | Links directly to a specific form on your portal |
| File | Links to a file available for download |
| Payment | Links to a payment page |
| Custom URL | Links to any external URL |
| WiFi | Generates a QR code that connects devices to a WiFi network |
| vCard | Creates a digital business card with contact information |
| Calendar Event | Creates a calendar event that clients can add to their phone |

5. Enter the required details based on the type you selected (for example, the URL, form, WiFi network name and password, or contact information).
6. Add a **Description** that can be displayed in multiple languages for your audience.
7. Click **Create** to generate the QR code.

The new QR code appears in the table and is ready to customize.

#### Step 3: Customize the QR Code Design

1. Click the **Edit** button next to the QR code you want to customize.
2. Adjust the following design settings:
   - **Foreground Color**: Choose the color for the QR code dots (default is black). Enter a hex code or use the color picker.
   - **Background Color**: Choose the background color (default is white).
   - **Dot Style**: Select from square, rounded, or dot patterns.
   - **Corner Style**: Choose the shape for the three corner markers (square, rounded, or dot).
   - **Logo**: Click **Upload Logo** to add your agency's logo to the center of the QR code. The logo should be a square image for best results.
3. Preview the QR code in the live preview panel on the right side of the screen.
4. Click **Save** to apply your customizations.

#### Step 4: Add Multilingual Descriptions

1. Open a QR code record.
2. Click **Add Translation** next to the description field.
3. Select the target language from the dropdown.
4. Enter the translated description text.
5. Click **Save** to store the translation.

#### Step 5: Test the QR Code

1. Open the camera app on your phone or a QR code scanning app.
2. Point your phone at the QR code preview on screen.
3. Verify you are directed to the correct destination (portal page, form, payment link, or other target).
4. If the destination is incorrect, return to the edit screen and update the target URL or settings.

Always test QR codes before printing or distributing them.

#### Step 6: Export the QR Code

1. From the QR code edit screen, click the **Download** button.
2. Select the export format:
   - **PNG**: Best for digital use, email, and web pages. Choose a resolution that fits your needs.
   - **SVG**: Best for large-format printing (banners, posters, signage) because it scales without losing quality.
   - **PDF**: Best for including in printed documents, letters, and court notices.
3. Save the file to your computer.
4. Share the exported file with your print vendor, IT department, or communications team.

#### Step 7: Track Scan Activity

1. Navigate to **QR Codes** from the main navigation.
2. View the scan count displayed next to each QR code in the list.
3. Click on a specific QR code to see detailed scan analytics, including scan dates, times, and engagement data.

#### Step 8: Generate a QR Code from a Form or Portal (Quick Method)

You can also generate QR codes directly from other pages in eCourtDate:

1. When editing a **Form**, click the **Open QR Code** button to generate a QR code for that form automatically.
2. When editing a **Portal**, click the **Generate QR Code** button under the portal preview to create a QR code for the portal link.

These quick-generated QR codes appear in the **QR Codes** list and can be customized the same way.

### What to Expect

After creating and exporting a QR code, you can include it anywhere your agency communicates with clients: printed court notices, lobby displays, business cards, social media posts, and website pages. When a client scans the QR code, they are taken directly to the linked destination. There is no setup required on the client's end. Modern smartphones recognize QR codes through the default camera app.

QR codes remain active as long as the linked portal, form, or file is active. If you update the destination of a QR code, the change takes effect immediately and any previously printed QR code pointing to the same record will use the new destination.

### Best Practices

- **Test every QR code on at least two different devices** (one Android, one iPhone) before printing. Different cameras and QR readers can behave differently.
- **Maintain high contrast** between the foreground and background colors. Dark dots on a light background scan most reliably. Avoid low-contrast combinations like light gray on white.
- **Print QR codes at a minimum size of 1 inch by 1 inch** (2.5 cm by 2.5 cm). Smaller codes may not scan reliably, especially from a distance.
- **Use SVG format for printed materials** so the QR code stays sharp at any size. PNG works well for screen display but can become blurry when enlarged.
- **Include a short call-to-action** next to the QR code (for example, "Scan to check in" or "Scan to pay online"). Clients are more likely to scan a QR code when they understand what it does.

### Frequently Asked Questions

**Q: Do QR codes expire?**
A: No. QR codes remain functional as long as the destination (portal, form, file, or URL) is active. If you deactivate the linked portal or form, the QR code will direct clients to a page-not-found or the portal's default page.

**Q: Can I update where a QR code points without reprinting it?**
A: Yes, if the QR code links to a portal-based resource (form, file, payment link). Update the target in the QR code settings and click **Save**. The physical QR code does not change, but the destination updates immediately. For QR codes that encode a direct URL (Custom URL type), you would need to regenerate and reprint the code.

**Q: Is there a limit to how many QR codes my agency can create?**
A: There is no limit. You can create as many QR codes as your agency needs across all portals.

**Q: Can I track how many times a QR code has been scanned?**
A: Yes. QR codes that link to portal pages, forms, or redirect links inherit the analytics tracking from those features. View scan counts and engagement data from the linked resource's analytics section.

**Q: What if a client's phone cannot scan the QR code?**
A: Include the full URL as text below the QR code as a fallback. Older phones or devices with damaged cameras may not be able to scan QR codes reliably.

#### Step 9: Configure Scan-Based Notification Triggers

Set up automated notifications that fire when a QR code is scanned.

1. Open the QR code record from the **QR Codes** list.
2. Click the **Notifications** tab.
3. Enable **Scan Notifications** and configure:
   - **Notify Staff on Scan**: Send an email or SMS alert to designated staff members each time the QR code is scanned. This is useful for check-in QR codes where staff need real-time awareness of client arrivals.
   - **Confirm to Client**: Send an automated confirmation message to the scanning client (for example, "Your check-in has been recorded" or "Your payment link is ready").
   - **Trigger Workflow**: Launch a workflow when the QR code is scanned (for example, create a check-in record, update a client status, or log an attendance event).
4. Select the notification template and delivery channel for each enabled option.
5. Click **Save** to activate scan-based notifications.

Scan-based notifications work with all QR code types (portal links, forms, payments, and custom URLs). Combine scan notifications with geolocation tracking to verify both the scan event and the client's location.

### Troubleshooting

**Issue:** QR code does not scan when printed.
**Symptoms:** Clients point their phone camera at the printed QR code but nothing happens.
**Solution:**

1. Verify the print quality is clear and the QR code is not blurry or distorted.
2. Check that the printed size is at least 1 inch by 1 inch.
3. Ensure there is sufficient contrast between the QR code and the background. Test with the default black-on-white colors.
4. Confirm the QR code works when displayed on a screen. If it works on screen but not in print, the issue is with print quality or size.
5. Add a quiet zone (white border) of at least 4 modules around the QR code to help scanners detect the edges.

**Issue:** QR code links to the wrong page.
**Symptoms:** Scanning the QR code takes clients to an unexpected destination.
**Solution:**

1. Open the QR code in the **QR Codes** list and verify the destination URL or linked resource.
2. If you recently changed the destination, clear your phone's browser cache and scan again.
3. Regenerate and reprint the QR code if you changed the QR type (for example, from a form link to a custom URL).

### Related Articles

- [How to Create Web Portals](/how-to-create-web-portals)
- [How to Create Forms](/how-to-create-forms)
- [How to Create Trackable Redirect Links](/how-to-create-trackable-redirect-links)