Public QR codes let you share selected job sheets and location data with external auditors or contractors on site — without needing Onetrace accounts — while keeping sensitive data secure.
Controlled public access – Choose exactly which job sheet and location details are visible via public QR codes, keeping sensitive information protected.
No account required – External auditors and contractors can access evidence of work instantly without needing an Onetrace login.
Point-of-need visibility – Scan a QR code on site to quickly view relevant job records and supporting information in read-only mode, improving efficiency and compliance.
There are several ways to enable public QR codes in your Onetrace workflows.
Repeated work — For routine inspection and maintenance tasks, enable public QR codes on your global library forms and templates to streamline recurring workflows.
One-off projects — Working on a site with multiple trades or subcontractors? Enable public QR codes within a specific project so work can be viewed and inspected without impacting other forms or templates.
Data visibility
You can manage which job sheet data is visible on the public QR code page for a location across three levels:
01. Project level
Go to Project setup → QR public page to disable or enable visibility for the entire project. This will need to be enabled to allow forms and location attributes to be displayed on the page. This switch will be disabled by default.
02. Form level
Go to Project setup → QR public page to control the individual forms that submitted or approved job sheets will display on the public page. This is disabled by default and only applies if the project-level toggle is active.
03. Form field level
Go to Project setup → Forms or to control which specific fields will display once the job sheet has been submitted or approved. These inherit permissions from the Global library. These will be enabled by default if the field has also been selected to display on the PDF report.
💡 Job sheet information will only show within the web page when the job sheet status is:
Submitted: If there is no approval process set up within the project.
Approved: If you are using approvals, job sheet information will only show once it has been approved.
One-off projects: Enable public QR codes in forms and locations
Enable forms within a project
How to enable public QR codes in a project form:
Head to Projects in the left-hand sidebar.
Select the project where you want to enable public QR codes.
Navigate to Project Setup in the top-right corner of your screen.
From the dropdown, select public QR page.
Toggle Enable public QR page.
Choose which forms within your project should have a public page. To control which fields are visible on the public page, you will need to edit the forms individually.
Navigate to Forms in the left-hand menu.
Select the relevant form. Note: Changes here affect only this project’s form. To update the global form library, follow the separate instructions provided below.
Click Edit on the right-hand side.
By default, all fields are disabled for public display, unless they have been enabled on the original library form.
To show a field on the public QR page, click the relevant field. Enable Show on public QR page.
Choose whether to show only when the field is filled or always show.
Go to Form Settings > Advanced Options. Make sure QR code linking is switched on. This allows operatives to link job sheets to QR codes already on-site.
Click Save & Publish to push your changes live.
Enable location attributes within a project
To show location attributes on the public QR page, you need to enable this feature for the project first. This acts as the master switch for the page. You can then choose which specific location attributes to display publicly by enabling them individually.
💡 Turning on the QR code for an attribute does not affect how location attributes show on PDF reports. Read our guide to learn more about location attributes and reporting.
How to enable public QR codes in a project:
Go to Projects in the sidebar.
Select your project.
Click Project setup in the top-right corner.
Select Public QR page from the dropdown.
Toggle Enable public QR page—you’ll need this enabled even if you aren't displaying forms on the public page.
Next, go to Locations in the sidebar of Project Setup.
Create or click an attribute. Every attribute can be displayed on the public page.
Toggle Show on public page in the modal.
💡 To stop sharing the location attribute data, disable the individual attribute or turn off the whole Public QR page in your project setup.
Repeatable work: Enable public QR codes in the global form and template libraries
Set up global library forms for public QR codes
How to enable public QR codes in a global library form:
Navigate to the Library in the bottom-left corner of your screen.
Select Forms.
Choose the form where you want to enable public QR codes.
Click the Edit button on the right-hand side.
Select the field you want to display on the public page.
Enable the Show on public QR page toggle.
Choose whether the field should always show or only display when filled to prevent blank spaces.
Once you’re satisfied with the displayed information, click Save & Publish.
These changes will apply to all future projects and update your project templates where these forms are included. To enable public QR codes on existing projects, you will need to enable them through project setup, following the steps above.
Set up location attributes in a template
How to enable public QR codes in a global library form:
Go to the Library in the bottom-left corner.
Select Project templates.
Choose the template you want to edit or create a new one.
Select Locations from the sidebar.
Create or click an attribute. Every attribute can be displayed on the public page.
Toggle Show on public page in the modal.
💡 New projects created from this template will now include these settings. For existing projects, follow the project-level steps above. Remember to enable the Public QR page in the project setup once the project is created.