Generating QR Codes
Generate QR Codes
Generate a QR code for meetings to enhance engagement and streamline sign-ins. This method allows easy digital sign-ins for accurate attendance tracking. Print the QR code for on-site display.
QR codes provide a simple, contact-free way to access key project information when working onsite. In Plexa, QR codes can be generated for a range of objects such as documents, forms, defects, assets, project check-ins, and site access.
Scanning a Plexa-generated QR code will instantly open the relevant page or action in the platform (mobile or desktop), allowing teams to complete tasks quickly without navigating menus.
Where QR Codes Can Be Used in Plexa
Plexa QR codes can be created for:
• Project Access
Direct link to the project homepage for visitors, contractors, or staff.
• Forms & Checklists
Prestart forms, SWMS acknowledgment, inductions, toolbox talks, safety inspections.
• Assets & Equipment
Plant, machinery, tools, equipment logs, service records, maintenance sheets.
• Defects
Place QR codes onsite so trades can scan and update defect status instantly.
• Documents
Safety manuals, emergency plans, site rules, drawings, or plan revisions.
• Rooms / Areas
Scanning provides area-specific details, tasks, defects, or instructions.
How to Generate a QR Code in Plexa
Note: Steps may vary slightly depending on the module. The process is the same across all object types.
Step 1 — Navigate to the item you want to generate a QR code for
Examples:
• A specific form
• A defect item
• An asset/equipment profile
• A document stored in Plexa
Step 4 — Choose Format & Download
You can normally download in:
• PNG (standard image)
• SVG (high res vector for printing)
• PDF (for signage or handouts)
Click Download.
Using QR Codes Onsite
Print & place in the correct location
Attach the QR code to:
• entry gates
• site sheds
• specific rooms
• plant/equipment
• hazard zones
• meeting points
Use weather-proof printing
Laminated A5/A4 Sticker labels Metal plates for equipment
Ensure mobile coverage or WiFi
Scanning requires internet access to open Plexa.
Assign a responsible owner
E.g. Foreman or Site Admin to maintain accurate placement.
Best Practice for Construction Teams
• Label the QR code so people know what it links to (e.g. “Scan for Daily Prestart Form”).
• Use unique QR codes for each asset/room to avoid confusion.
• Version control — always update QR codes when linking to updated documents.
• Train staff during onboarding on how and when to scan codes.
• Use QR codes at entry points to ensure everyone completes mandatory forms.
Examples of Use Cases
Safety & Compliance
• Contractor induction forms
• SWMS sign-off station at entry
• Toolbox talk attendance
• Emergency evacuation map access
Quality & Defects
• Sticker QR on door frames so trades can update defect status
• Room-by-room inspection QR for QA managers
Plant & Equipment
• QR attached to machinery → opens maintenance log
• Track usage, service dates, and inspection reports
Project Management
• QR placed on noticeboards linking to:
• updated drawings
• schedules
• procurement documents
• RFIs
Troubleshooting
QR code not scanning
• Check lighting
• Ensure lens is clean
• Reprint if resolution is low
• Ensure the code is not distorted or damaged
Page won’t load
• Check mobile coverage
• User may not have permission → update their access settings
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Step by step Guide
- Click "Site Management" on the Plexa Dashboard
- Select "Meetings & Inspections" from the Site Menu
- Select the desired "Meeting" you wish to generate QR Codes for
- Click the "Onsite Signing Page" icon
- Click "Show QR Code" to produce a QR Code for the meeting or inspection
- Attendees can scan this QR Code to view details and record their attendance.
- Optional: Print and place the QR Code on the site shed if necessary.
Video Tutorial
For a visual guide, please watch the video tutorial below