CaoLiao QR Code

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Company Visitor Registration ​

Suitable for reception or administrative departments of small and medium-sized enterprises to quickly collect visitor information. Visitors fill in their information by scanning a QR code with their mobile phones, and the reception can view and manage visitor information in real-time through the workbench.

Basic Information ​

Case Label Image ​

Instructions ​

I. Applicable Scenarios ​

1. Company Types ​

  • Small and medium-sized enterprises with 10~300 employees
  • No need to purchase hardware such as turnstiles
  • Desire to digitally register visitor information for easy future querying and statistics

2. Users ​

Company receptionists, administrative staff, security guards, etc., no training required.

3. Setup Cost ​

  • Company receptionists, administrative staff, and other clerical personnel can create the visitor registration QR code themselves, no IT background needed.
  • Estimated time from creating the QR code to putting it into use is 20-30 minutes.

II. Core Purposes ​

1. Quick Collection of Visitor Information ​

Visitors scan the code and fill in their information themselves using their mobile phones, reducing the burden of manual entry.

2. Improve Reception Efficiency ​

The reception guides visitors to scan the code and record their visit, allowing timely viewing of visitor information in the workbench and notifying the person being visited.

3. Data is Queryable Later ​

All visit records are automatically saved, making it clearer when needing to check visitor details or perform visitor analysis in the future.

4. Enhance Company Image ​

Eliminates the need for paper registration, making the reception area appear more professional. Protects visitor privacy.

III. Usage Process ​

1. Modify the Template ​

Modify the template according to actual needs. The current template is pre-configured with a welcome message and basic visitor information. You can modify the company name and add other information you need to collect, such as ID number, license plate number, etc.

2. Generate and Print the QR Code ​

  • After the QR code content is created, you can choose a label style, modify the company name, upload the company logo, etc.
  • Download and print the QR code; it can be put into use by printing directly on A4 paper.
  • Place or post it in a conspicuous location at the reception desk or entrance.

3. Visitor Scans Code to Register ​

  • The visitor uses their mobile phone to scan the QR code.
  • They fill in their name, phone number, the person they are visiting, purpose of visit, etc.
  • After submission, they receive a registration confirmation.

4. Reception Views Registration Confirmation ​

  • The reception views the registration confirmation to verify successful registration.
  • Notifies the person being visited to receive the guest.

5. Subsequent Data Management ​

  • The workbench saves all visitor data, which remains valid long-term.
  • Supports searching, filtering, and exporting data to Excel locally.

IV. Advanced Usage ​

To meet the daily visitor registration needs of most companies, we have only configured core functions in the template. If you have more in-depth management requirements, you can enable the following advanced features in the workbench:

1. Visitor Signature ​

Scenario: If your company requires it, you can add a handwritten signature component to the form. Require visitors to scan the code, read, and agree to relevant notices and agreements before completing registration.

Setup: Forms settings -> Add handwritten signature component -> Set as required field.

2. Conditional Content Filling ​

Scenario: Dynamically show or hide corresponding fields based on the content filled out by the visitor. For example, selecting "Interview" as the purpose would require filling in the "Position Applied For" field, while other purposes would not.

Setup: Forms settings -> Add radio button component -> Add field display rules.

3. Visitor Information Approval ​

Scenario: After a visitor registers, approval from administrative or security departments is required before formal entry is granted. Suitable for companies with higher requirements for visitor access control.

Setup: Forms settings -> Follow-up process settings -> Data review. Enable data review and select the appropriate reviewers.

4. Create a Visual Dashboard ​

Scenario: Synchronize visitor data to Tencent Docs. Tencent Docs supports sharing with other colleagues and can also be used to create data reports, allowing management to stay informed about visitor status.

Setup: Find the visitor registration form -> Sync to Tencent Docs -> Authorization completes the sync automatically. Can be directly shared with other colleagues or management for viewing, or used to create statistical reports and dashboards.

V. Frequently Asked Questions ​

1. What if a visitor doesn't know how to scan the code or has no internet? ​

If a visitor is unable to scan the code to register, reception staff can use their own mobile phone to fill out the form for the visitor, or keep paper forms as a backup.

2. Is this system free to use? ​

Free version is fully functional for basic use:

  • No limit on the number of people or times the QR code can be scanned for registration. Visitor data is stored long-term and can be viewed at any time. The free version can be used stably long-term.
  • Meets basic visitor registration and data management needs.

Paid versions offer more features:

  • Remove the CaoLiao logo from the bottom of the QR code to enhance corporate branding. You can purchase the Basic edition (780 RMB/year).
  • Require multiple members to collaboratively manage QR codes and approve visitor data. You can purchase the Flagship edition (2680 RMB/year). Detailed purchasing advice can be found here: Edition Selection Advice

3. How does CaoLiao ensure my information security? ​

User data security is our top priority. CaoLiao has passed the Level 3 certification of the Multi-Level Protection Scheme (MLPS) from the Public Security Bureau and Alibaba Cloud security penetration tests, with security capabilities recognized by the industry.

Since 2012, we have provided stable and reliable services to over 10 million users and numerous large projects including the Beijing Winter Olympics and the Zhejiang Provincial Government Office in Beijing. We will continue to strengthen security measures to ensure your data is always strictly protected. View Data Security Protection Measures