An employee handbook QR code staff can reach
A poster in the break room and a sticker on the locker open the current handbook, for every shift and every new hire.
An employee handbook QR code opens the current handbook on any phone, which helps teams who never sit at a desk. Upload the handbook as a PDF, print the code on a break room poster, locker stickers and the welcome sheet for new hires, and upload the new version when a policy changes. Every printed code shows it.
The new rule reached the night shift
A night shift worker scans the poster at the time clock and reads the new shift swap rule before clocking in.
How to put the handbook in every pocket
Date the first page
Put "Version: March 2027" and a short contents list on page one, so staff see at once that they read the current rules.
Upload the PDF
Choose the PDF type above and upload the handbook. Any phone opens it in the browser, without an app or an intranet login.
Print where people wait
The break room, the time clock, the inside of locker doors and the welcome sheet handed out on day one.
Replace, never reprint
New holiday rule or shift swap policy? Upload the new version, and every poster opens it from the next scan.
Worked example: a warehouse with three shifts
- The prints
- An A3 poster by the time clock, a sticker inside each of 140 lockers and a line on the payslip envelope, all with the same code.
- The handbook
- A 24-page PDF: shifts and breaks, holiday requests, safety rules, who to call, plus a two-page summary in Polish and Romanian at the back.
- The change
- In June the swap rule changes. The office uploads version June 2027, and the night shift reads it that evening without a meeting.
Fixed or editable for a staff handbook?
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Fixed QR code (static)
A fixed code can only link to a file you host yourself, at an address that must never change. Every new version then needs the same file name.
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Editable QR code (dynamic) Our pick for this job
An editable code hosts the handbook and swaps it for each version, so the posters and lockers stay right. We recommend it for documents that change. From $9 a month after the 14-day trial.
Handbooks people actually open
Leave out the private parts
Anyone with the code can open the file. Keep salaries, door codes and personal data out of it and in your HR system.
Summaries in other languages
A short summary in the languages your team speaks helps more than a full translation nobody keeps current.
Make it readable on a phone
Portrait pages, 12 point text or larger and headings on every page. A scan of a printed binder is hard to read on a small screen.
Questions and answers
Before you print
- Is it free?
- Fixed codes are free: make as many as you like, download a PNG with no sign-up, and get every other format and print files with a free account. Editable codes come with a plan, a pass, Keep-alive or the 14-day trial.
- Can I change the link after printing?
- Yes, with an editable code. It holds a short link you control, so you can point the printed code somewhere new any time, and the next scan opens the new page. A fixed code keeps the link it was made with.
- Can I use my own domain?
- Yes. A custom domain is included on passes, from Starter, and during the trial. Starter covers one subdomain, for example go.yourbrand.com, and apex domains start on Pro.
- What happens if I stop paying?
- Editable codes work to the end of your paid period, and after a failed payment every code keeps working for 14 days. Turn codes back on within 12 months. Fixed codes keep working as long as their links do.
Can staff read the handbook without a company account?
Yes. The code opens the PDF in the phone's browser. That suits shift workers who have no company e-mail or intranet login.
Is it safe to put the handbook behind a QR code?
The file is open to anyone who has the code, like a printed copy on the wall. Keep confidential details out and link to your HR system for those.
How do staff know they read the current version?
Print the version date on page one and on the poster. When the poster's date matches the file, everyone knows it is current.
Where should the code go?
By the time clock, in the break room, inside lockers and on the day-one welcome sheet. Places where people wait a minute work best.
Can I see how many people opened the new version?
An editable code counts scans by day, so you see whether a change reached the night shift. It does not show who scanned.
Can new hires get it before day one?
Yes. Print the code in the offer letter or send it with the welcome e-mail, so they read the basics before their first shift.
The current rules, one scan away
Upload your handbook and print the poster for the time clock today.