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.
⚠️ This feature is currently in beta release while our product team gathers feedback. If you would like more information, please contact our support team.
Enable public QR codes
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.
Enable public QR codes in a project
How to enable public QR codes in a project:
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 public QR codes in a global library form
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.