Generating QR Codes

CatalogIt enables you to generate QR codes for your collection records so they can be easily accessed by staff or visitors. QR codes can link either to internal records in CatalogIt, accessible only to authorized users of the account, or to public-facing pages published in the HUB. This is useful for labeling, inventory, exhibitions, and visitor engagement.

This article walks through various ways to generate QR codes for your collection.

When to Use QR Codes

QR codes are helpful for:

• Staff access to internal CatalogIt records
• Visitor access to public HUB pages
• Temporary exhibitions and labels
• Inventory tracking
• Educational programming

CatalogIt offers two QR code types depending on your audience.

QR Code Types

When generating QR codes, you can choose between:

Internal QR Code

• Designed for staff use
• Links directly to the internal CatalogIt Entry record
• Best for collections management, storage, and internal workflows

HUB QR Code

• Designed for visitors and the public
• Links to the object’s public HUB page
• Best for exhibitions, tours, labels, and education

How to Generate QR Codes

There are several ways to generate QR codes in CatalogIt:

A. Print → Table Feature

• Navigate to the records you want QR codes for; you can navigate to a particular published folder, use a set of search results, or select individual records.
• Click the Action Menu, then select Print.
• Choose Table.
• In the settings panel, locate Images and URLs.
• Select the QR code type you want: Internal QR Code, or HUB QR Code.
• Add any additional fields you would like for your table.
• Click the download cloud symbol to download the table or Print to create your table with QR codes included.

Your output will now include a QR code for each selected record.

B. Single Entries and Profiles

1. Navigate to the Entry or Profile you'd like a QR code for.
2. Click the Action Menu.
3. Select QR Code/ URL.
4.  Copy the QR Code to your clipboard to use it in other applications.

   

Generating QR codes tied to Location Profiles can be particularly useful because staff can instantly open a location record and see all Entries assigned to that location. This saves time and reduces errors during inventory, installs, and day-to-day collections work.

To generate a QR code for a specific Location Profile:

1. Navigate to the Profiles page from the Main Menu. 
2. Select Location.
3. Search for the Location you'd like a QR code for; for example, Cabinet 2 [Basement: Museum Main].
4. Click the Actions Menu and select QR Code/ URL.
5. Generate the QR code. You can now place the QR code on the Cabinet, and staff can easily scan to see what is inside; no unlocking the cabinet or searching required. 

Tips for Best Results

• Use Internal QR Codes for staff-only environments like storage rooms or workspaces.
• Use HUB QR Codes for anything public-facing, including gallery labels and tours.
• Test your QR codes on a phone before printing large batches.
• Pair QR codes with clear text labels so users know what they link to.

Common Use Cases

• Exhibit labels linking to object stories
• Storage location tracking
• Condition reporting access
• Classroom activities
• Self-guided tours

Video Tutorial- Generating QR Codes