Case Sharing丨Replacing Pen and Paper with QR Codes for Paperless Registration

Original: https://cli.im/article/detail/1930

In daily work, collecting various types of data—such as training records, visitor logs, customer information, and feedback—is essential for tasks like meeting attendance statistics, customer feedback collection, and documentation. Using paper-based methods often leads to issues like proxy sign-ins, illegible handwriting, or damaged/lost forms, making later statistical analysis and archiving time-consuming and labor-intensive...

Replacing pen and paper with QR codes allows for quick form filling via WeChat scan, improving the efficiency of information collection and summarization.

Epidemic Situation Recording: Farewell to Shared Pens and Paper

Zhang Zhiqiang, Yan Nan Coal Mine, Inner Mongolia Dayan Mining Group Co., Ltd.

During the pandemic, we needed to conduct temperature checks and record them upon entry to the mine. Due to the特殊性 of coal mining, which involves shift work, recording was particularly cumbersome. We initially used CaoLiao QR Codes at the mine entrance for vehicle registration. Later, we discovered they could be applied to each team for temperature recording, eliminating the need for crowding around a single pen. CaoLiao's comprehensive features, ease of use, and free services led us to integrate QR codes into a unified learning platform for employee training and communication. This has significantly improved our work efficiency and helped enhance employees' professional skills through online learning.

Passenger Feedback via QR Codes: Enhancing Service Quality

Zhang Zhonghua, Director of Information Center, Cangzhou Public Transport Group Co., Ltd.

Our group operates over 1,200 buses, each equipped with a QR code on the door for collecting passenger feedback, complaints, and suggestions. The QR codes are convenient—passengers can scan with WeChat to fill out forms. We summarize and analyze the data daily, generating reports and summaries that enable timely follow-up, further elevating our bus service standards.

Ticket Registration: Standardizing Entry Standards

Ma Zhenzhong, Baofeng Energy

Previously, records for various equipment, materials, and work permits were disorganized and nearly unmanageable. Equipment maintenance logs were tedious to fill out, and subsequent statistics were equally cumbersome. Now, a single QR code resolves these issues—it contains all registrations for equipment, materials, and work permits. Scanning to register standardizes entry, simplifies processes, and allows for easy data export from the backend for archiving and queries.

Supplier Arrival Registration: Clear Data at a Glance

Xu Jin, Bertac Automotive Electronics (Wuhu) Co., Ltd.

Previously, arrival registrations relied entirely on manual recording, which was troublesome and time-consuming. Busy periods often led to forgotten entries. Now, with a registration QR code, suppliers scan to register upon arrival, and we receive instant notifications. Data can be summarized and exported at month-end, ready for use, saving significant time on manual recording and consolidation.

Customer Survey Data: Synchronizable to Databases

Lao Hui, Guangzhou Carrick Emergency Management Service Co., Ltd.

We primarily use QR codes for customer surveys. After designing the survey form, generating a QR code allows users to fill it out. We then gather user information and analyze results from the survey data, synchronizing it directly into our ERP database. QR codes conveniently capture user data, form design is straightforward, and the provided database enables easy data import for companies with development capabilities.

Personnel Entry Registration: Preventing Proxy Sign-ins

Xu Pengjie, Safety Officer, China Construction First Group

Paper-based recording made personnel attendance tracking difficult, prone to false information and proxy sign-ins, and was time-consuming. I created QR codes for entry registration and real-name information (including violation counts). Scanning upon entry automatically logs the location, which cannot be manually altered. A voice prompt confirms the scan, and daily scan limits can be set for recording clock-ins. Data is visible in the backend, allowing review of daily, monthly, and yearly scans, with individual worker data easily retrievable.

Paperless Property Management: Reducing Daily Workload

Ren Zhining, Beijing Construction Engineering North China Property Service Co.

Using CaoLiao QR Codes for community gate vehicle management, we quickly collected data on resident and visitor vehicles through QR code registration. After exporting and processing the data, we imported it into the gate vehicle management system, enabling automatic gate opening for registered vehicles. For external vehicles, we placed registration QR codes at the entrance, facilitating contactless, paperless registration for non-automatic entries. Previously, collecting and summarizing resident information was inefficient and time-consuming, with subjective property assessments. Now, integrating the gate system with QR codes has fully realized paperless operations, cutting costs and reducing gatekeepers' workload.