Why won’t my QR scan on some phones?

Common causes include low contrast, insufficient quiet zone, or a printed size below 2 x 2 cm. Test on multiple devices and increase size or error correction level if scans fail.

Can a QR link to a signed document?

Yes. A QR can point to a secure landing page that initiates an eSignature session or downloads a signed PDF. Ensure the landing page enforces authentication and preserves the audit trail.

Is it safe to embed payment links in QR codes?

Embedding payment links is acceptable if the destination uses TLS and the payment provider meets PCI DSS requirements. Avoid embedding raw card data or transient tokens in the QR itself.

Do QR templates change retention obligations?

Retention depends on the record created after scanning (signed agreements, receipts, audit logs). Apply the relevant retention schedule, such as IRC §6501(a) for tax records or 45 CFR §164.530(j) for HIPAA records.

What authentication should follow a scan?

Choose authentication based on risk and data sensitivity: email or SMS OTP for low-risk forms, stronger methods (KBA or multi-factor) for PHI or financial transactions.

Can QR templates be updated after printing?

You can redirect the QR target via a managed short-link or redirect service, but record changes and ensure version control. Avoid silent redirects that alter contract terms without notice.

QR Code Template

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

QR Code Template

This General Business Agreement ("Agreement") is entered into as of Effective Date: by and between:

Client Name: Client Address: Provider Name: Provider Address:

RECITALS

WHEREAS, Client desires to commission design, generation and delivery of one or more QR code templates and associated digital assets for use in Client's marketing, packaging and digital channels; and

WHEREAS, Provider represents that it possesses the technical capability and resources to create QR code templates to Client specifications, including file format delivery, color profiles, logo integration, and, if applicable, dynamic redirect and tracking services; and

WHEREAS, the parties wish to set forth the terms and conditions under which Provider will prepare, deliver and license such QR code templates to Client.

SCOPE OF WORK

Scope of Work (detailed description): Deliverables (file types, counts, acceptance criteria):

File format requirements (select all required):
PNG SVG PDF EPS

QR TECHNICAL SPECIFICATIONS

Encoded Data (URL, text or payload):

QR Type: Static Dynamic (redirect/tracking)

Error correction level: Size (mm): Quiet zone (mm):

Foreground color: Background color:

Logo inclusion: Yes

Logo specification or placement details: Testing and acceptance (number of test scans, environments):

PAYMENT TERMS

Total Fee: Deposit / Milestone Schedule: Payment Terms (Net days):

Late payment fee (choose at least one): Percentage or Fixed amount

TERM AND TERMINATION

Term start date: Term end date:

Notice period for termination (days): Effects of termination (deliverables, access, data handling):

CONFIDENTIALITY

Each party shall hold in confidence and shall not disclose or use for any purpose other than performance of this Agreement any Confidential Information of the other party. Confidential Information includes non-public business information, specifications, designs, trade secrets, and recipient data resulting from use of dynamic QR services. Confidentiality obligations survive termination for a period of three (3) years, except as to trade secrets where obligations survive as long as protection is permitted by law.

Scope / exceptions to Confidential Information (if any):

INTELLECTUAL PROPERTY AND LICENSE

Unless otherwise agreed in writing, Provider retains ownership of pre-existing materials and tooling used to produce the QR code templates. Upon full payment, Provider grants Client a non-exclusive, non-transferable license to use the delivered QR code templates for Client's internal and commercial purposes as set forth in this Agreement. If dynamic services are provided, Client receives rights to use redirect functionality as specified in the deliverables.

Ownership / special IP terms:

WARRANTIES, INDEMNITY AND LIMITATION OF LIABILITY

Provider warrants that delivered QR code templates will conform in material respects to the specifications set forth in this Agreement for a period of thirty (30) days after delivery. EXCEPT FOR THE FOREGOING, PROVIDER DISCLAIMS ALL OTHER WARRANTIES, EXPRESS OR IMPLIED. Each party agrees to indemnify the other for third-party claims arising from that party's breach of representations or misuse of deliverables. Neither party's aggregate liability shall exceed the total fees paid under this Agreement.

DATA, TRACKING AND PRIVACY

If dynamic QR functionality is used, Provider may collect scan analytics. Provider will process analytics in accordance with applicable data protection laws and not retain or disclose personally identifiable information except as required by law. Client must not upload personal data into QR payloads unless mutually agreed and documented.

Enable tracking/analytics:

Yes, tracking analytics required

Tracking details / retention policy:

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of:

ENTIRE AGREEMENT

This Agreement, including all exhibits and attachments expressly incorporated by reference, constitutes the entire agreement between the parties with respect to its subject matter and supersedes all prior agreements and understandings, whether written or oral. Any amendment or waiver must be in writing and signed by an authorized representative of each party.

MISCELLANEOUS

Contact for Notices (Client): Contact for Notices (Provider):

Client:

By:

Date:

Provider:

By:

Date:

What a QR Code Template Is and how it’s used

A QR Code Template is a preformatted layout that embeds a scannable QR code into forms, notices, labels, or digital documents so recipients can open a URL, download a file, complete a form, or start an electronic signing session from a mobile device. Templates standardize placement, size, and optional human-readable text so the code scans reliably across phones and cameras. Organizations use QR Code Templates to link printed materials to digital workflows — for example, to open an online consent form, payment page, or an eSignature request — while preserving auditability and version control.

Why a QR Code Template improves consistency and traceability

QR Code Templates reduce scanning errors and ensure uniform placement and resolution for reliable user access. They help maintain a clear connection between a physical or static asset and the live digital workflow it references, improving auditability and reducing user friction.

Who typically issues or completes a QR Code Template

Organizations that combine printed materials with digital processes use QR Code Templates to route users to online forms, payments, or signing pages.

Marketing and events teams who distribute printed collateral that links to registration or consent pages.
Real estate and property managers who place QR codes on listings, leases, or move-in packets for tenant forms.
Healthcare and administrative staff who link intake forms or patient authorizations to secure online workflows.

Templates simplify reuse across departments, reduce design time, and standardize the user experience for scanning and completing the linked digital action.

Core parts of a professional QR Code Template

A complete QR Code Template balances technical scanning requirements with legal and workflow metadata. These elements ensure the code resolves correctly, the linked action is auditable, and the document remains compliant when used for signatures or protected data.

QR artwork

High-contrast PNG or SVG at recommended minimum 2 x 2 cm printed size, error correction level specified, and margin (quiet zone) maintained for reliable scanning on mobile devices.

Human-readable link

Short URL or caption placed near the code so users can type the address if scanning fails, improving accessibility and fallback options without exposing long tracking parameters.

Action description

One-line instruction stating the linked action (for example: 'Scan to complete consent form') so users know what to expect before scanning.

Destination metadata

Internal tags or UTM parameters embedded in the linked URL to track source, campaign, or document version for analytics and audit trails.

Security controls

Notes about authentication required after scan (email/SMS/KBA), TLS-protected destination URL, and whether the link leads to PHI or financial pages that require additional safeguards.

Versioning info

Template ID, creation date, and revision number printed or encoded so teams can confirm the QR points to the current, approved workflow.

Required data elements to include on the template

Template ID: Short code

Version: v#, date

Destination type: Form/Payment

Auth required: Yes/No

Privacy note: PHI/Non-PHI

Contact: Owner info

Step-by-step: create and test a QR Code Template

Follow these sequential steps to ensure the QR links to the correct workflow and meets scanning and compliance checks.

01

Draft template: Define name, destination, and purpose.
02

Generate QR: Create code with chosen error correction.
03

Embed and label: Place code and fallback text on layout.
04

Test scan: Scan on multiple devices and validate routing.

How to customize and publish the QR Code Template online

Configure the template in your document or CMS so the QR directs users to the correct, audited workflow and preserves tracking data.

Field	Configuration
Destination URL	HTTPS link with UTM tags enabled
Access control	Guest link or require authentication
Analytics	Enable click/scan tracking and source tags
Audit trail	Capture IP, timestamp, and signer attributes

Where to route scans and how recipients interact

Identify the destination types and expected recipient actions so the template links to the correct workflow and authentication flow.

Public page: No authentication, immediate access
Form with auth: Email or SMS OTP required after scan
eSignature session: Opens signing flow with audit trail
Payment gateway: Secure checkout over TLS

Technical platforms and integrations to consider

Choose a platform that supports secure HTTPS destinations, analytics, and integration with your eSignature or form provider.

Integrations: CRM and cloud storage
Formats: PDF, DOCX, HTML supported
Authentication: Email, SMS, KBA options

Ensure the platform you select can record audit trails and export signed documents in standard formats; integrations often include Salesforce, Microsoft 365, NetSuite, Google Workspace, and Box for streamlined workflows.

Timelines, deadlines, and what to expect

Typical timelines govern template creation, testing, approval, and distribution. Plan for testing and compliance review before production printing or posting.

Design and approval:

1–3 business days for standard review

Printing lead time:

2–7 business days depending on vendor

Integration testing:

1–5 business days to validate routing

Compliance review:

Up to 10 business days for PHI or legal review

Deployment:

Immediate once live links and tests pass

Common mistakes to avoid when preparing a QR Code Template

Using a low-resolution image or insufficient quiet zone that causes frequent scan failures on consumer devices and increases support requests.
Embedding session tokens or transient links in the QR which expire and result in broken access for recipients after printing.
Omitting an authentication or privacy notice when the destination collects protected data, which can lead to noncompliance with HIPAA or other rules.
Failing to include a visible fallback short URL or contact method, leaving users without options if scanning fails or accessibility is required.

Penalties and risks from incorrect QR usage

Data exposure: Unauthorized access

HIPAA breach: Civil penalties

Broken link: Operational failure

Misleading action: Liability risk

Non-compliance: Regulatory fines

Reputational harm: Loss of trust

Real examples showing how organizations use QR Code Templates

Two signNow customers illustrate typical QR-driven use cases where printed assets link to secure online workflows.

Martin Properties

Tim Martin used QR codes on rental listings to open tenant intake and lease signing workflows instantly.

Tenants scanned on mobile and completed forms in minutes.
The firm standardized templates across agents so each printed flyer linked to the correct, auditable lease packet and reduced in-person visits.

Fertility Centers

John Butler linked QR codes in patient packets to pre-visit consent and medical history forms.

Patients completed forms before appointments, reducing wait times.
The center retained signed records digitally and used version tags to ensure staff accessed the most current consent language during clinics.

Saving, exporting, and companion documents to include

Decide how to distribute and archive both the template file and the signed outputs; include companion documents to support legal and operational needs.

Export options

Save templates and signed outputs as PDF/A for archival, and maintain a separate editable DOCX copy for updates and reprints.

Embedded audit trail

Include the signing certificate or audit summary with exported PDF so each signed file contains IP, timestamps, and signer attribution.

Companion docs

Attach privacy notices, consent language, and version history as supporting exhibits when QR links collect sensitive information.

Archive strategy

Maintain a read-only repository of final signed records for the full retention period and track template revisions separately.

Practical tips for accurate and efficient QR Template completion

Follow these best practices to reduce errors, simplify user experience, and ensure legal compliance when QR codes initiate digital workflows.

Standardize naming and version control

Use a clear naming convention that includes template ID, version, and date to prevent mistaken reuse of outdated QR codes; maintain a central registry for approval and audit.

Test on multiple devices

Always test printed and on-screen QR codes on a variety of smartphones and camera apps; check routing behind corporate firewalls and across carriers before mass distribution.

Avoid ephemeral links

Do not embed one-time or short-lived session tokens in QR destinations. Use stable redirect endpoints that handle session initiation after the scan to prevent post-print failures.

Document privacy and auth

If the scanned action collects PHI, payments, or personally identifiable information, document the required authentication, consent language, and retention policy to support compliance reviews.

eSignature vendor comparison relevant when QR codes trigger signing (signNow first)

If your QR Code Template launches an eSignature flow, vendor choice affects cost, compliance, and features such as bulk send and HIPAA support.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Available (Business Premium)	Available	Available	Available	Varies
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently asked questions about QR Code Templates

Answers to common questions about scanning, security, links, and compliance for QR-driven workflows.

Need help? Contact support

Why won’t my QR scan on some phones?
Common causes include low contrast, insufficient quiet zone, or a printed size below 2 x 2 cm. Test on multiple devices and increase size or error correction level if scans fail.
Can a QR link to a signed document?
Yes. A QR can point to a secure landing page that initiates an eSignature session or downloads a signed PDF. Ensure the landing page enforces authentication and preserves the audit trail.
Is it safe to embed payment links in QR codes?
Embedding payment links is acceptable if the destination uses TLS and the payment provider meets PCI DSS requirements. Avoid embedding raw card data or transient tokens in the QR itself.
Do QR templates change retention obligations?
Retention depends on the record created after scanning (signed agreements, receipts, audit logs). Apply the relevant retention schedule, such as IRC §6501(a) for tax records or 45 CFR §164.530(j) for HIPAA records.
What authentication should follow a scan?
Choose authentication based on risk and data sensitivity: email or SMS OTP for low-risk forms, stronger methods (KBA or multi-factor) for PHI or financial transactions.
Can QR templates be updated after printing?
You can redirect the QR target via a managed short-link or redirect service, but record changes and ensure version control. Avoid silent redirects that alter contract terms without notice.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now