How to Use the QR Code Builder

What It Does

• Shows every possible combination of your job layers (e.g. Client + Project + Task) in a searchable table
• Lets you assign a custom name and/or an existing barcode/QR code to any combination
• Generates a downloadable QR code PDF label for each combination - with configurable print size - ready to print and stick on-site
• Supports bulk upload and bulk download of custom code overrides via spreadsheet
• Select multiple rows and download all their QR labels in one PDF - up to 100 at a time

Getting There

• Click Job Tracking in the left sidebar
• Select the QR Code Builder tab

Browsing Combinations

The table displays one row per job combination. Each column represents a job layer (e.g. "Cost Centre", "Project"), plus columns for Name, Existing barcode / QR code, and a download action.

• Use the Search bar in the toolbar to find combinations by name or custom symbol
• Click Filters to expand the filter panel and narrow results by specific job items or saved custom codes
• Filters are multi-select - choose multiple items per layer to view all matching combinations
• Your filter selections are remembered across page reloads

Editing a Name or Custom Code

• Click the pencil icon next to the Name or Existing barcode / QR code cell
• Type your value and click the tick icon to save
• Click the X icon to cancel without saving
• To remove a barcode/QR code, click the delete icon in that cell and confirm

Choosing a Label Print Size

Before downloading, you can set the page dimensions for your QR label PDFs.

• Click the printer icon in the toolbar (next to Download Overrides)
• The Label print size dialog opens with three presets:
  • Small - 105 x 105 mm (default)
  • Medium - 148 x 148 mm
  • Large - 210 x 210 mm
• Select Custom to enter any size between 50 and 400 mm
• Click Save to apply
• Your chosen size is remembered across sessions - every QR label you download will use it until you change it
• All layout elements (text, QR code, logo) scale proportionally to fit the chosen size

Downloading a Single QR Code

• Click the QR code icon on the right side of any row
• A PDF label downloads automatically - it includes the job name, QR code, and Timecloud branding, sized to your chosen label print size
• Print the label and place it at the relevant site or workstation

Downloading QR Labels in Bulk

Need labels for multiple job combinations at once? Use the row checkboxes and the Download QR Labels button to generate a single multi-page PDF.

Selecting Rows

• Each row has a checkbox on the left
• Tick the rows you want to include in the download
• Use the checkbox in the header row to select or deselect all rows on the current page
• Selections persist across pages - you can navigate to the next page and continue selecting
• You can select up to 100 combinations at a time

Downloading

• Once you have rows selected, click Download QR Labels in the toolbar
• The button shows a progress spinner with the label count while the PDF is being generated (e.g. "Generating 25 labels...")
• A single PDF downloads containing one label per page, each with the job name, QR code, and Timecloud branding
• The label print size you configured in the printer icon settings applies to every page

Good to Know

• If any selected combination is no longer valid (e.g. a job item was deactivated), it is automatically skipped and you will see a message telling you how many were skipped
• Duplicate combinations in your selection are automatically removed
• Changing filters or searching clears your selection - select your rows after you have finished filtering
• The Download QR Labels button is disabled when nothing is selected

Bulk Upload

• Click Bulk Upload in the toolbar
• Download the template spreadsheet, fill in your custom names and codes, then upload it back
• This is the fastest way to assign codes to many combinations at once

Download Overrides

• Click Download Overrides in the toolbar
• This exports only the combinations that already have a saved custom name or barcode - not every permutation
• Use it to review or back up your existing overrides

Supported Barcode Formats

Click the info icon next to the "Existing barcode / QR code" column header to see all supported formats. These include:

• 2D codes: QR Code, Data Matrix, PDF417, Aztec
• 1D retail codes: EAN-13, EAN-8, UPC-A, UPC-E
• 1D industrial codes: Code 128, Code 39, Code 93, Codabar, ITF

If your site already uses barcodes or QR codes on badges, equipment, or signage, enter that code in the "Existing barcode / QR code" field so Timecloud recognises it at clock-in.

Tips

• You don't need to assign a custom code to every combination - only the ones you want to print or map to an existing barcode
• Filters persist between sessions, so you can pick up where you left off
• Your label print size preference also persists - set it once and all future downloads use that size
• For large labels, the QR code and text scale up automatically so they remain clear and readable
• The QR code encodes a Timecloud-specific token; employees scan it with the Timecloud mobile app to clock in to that exact job combination
• To quickly generate labels for a whole page of results, tick the header checkbox and click Download QR Labels