Print and put up resource stickers

A resource sticker is a printed QR code linked to a specific desk or meeting room. When scanned with a smartphone camera or the Offision app, users can instantly book the resource, check in, extend their reservation, or check out early without requiring a dedicated hardware display.

This makes stickers an economical solution for hot desks, phone booths, and small meeting spaces.

1. Configure allowed scan actions in policy

The physical QR code is static, but what happens when a user scans it is controlled by the resource’s assigned booking policy. Configure these policy options before printing your stickers:

• Allow booking from User Portal: Must be turned on. Scanning a sticker opens the User Portal on mobile; disabling this channel stops scans from booking the resource. See Choose where a resource can be booked from.
• Require check-in: Prompts users to confirm arrival. If not checked in within the allowed window, the system automatically cancels the booking and frees up the space.
• Allow early check-out: Enables users to tap End now upon scanning, freeing the desk or room early.
• Allow extend booking: Enables users to tap Extend to add time if the following slot is free.
• Allow attendees to check-out / extend in User Portal & check-in via QR: Controls whether all invited attendees can perform these actions, or only the original booking organizer.
• User Portal check-in IP restriction: Restricts check-in to your corporate Wi-Fi or office IP subnets. Because printed QR codes are static, this prevents users from checking in remotely using a photo of the sticker.

2. View an individual resource’s sticker

1. Go to Booking › Hot desks (or Standard Rooms).
2. Select a resource row to open its details panel on the right.
3. Locate the QR Code sticker row to see a preview of that resource’s code.

Click the preview row to open the sticker generation dialog.

3. Choose the sticker format and size

The dialog offers three layouts:

• QR Code only: The raw QR code and resource name on a plain background. Ideal for importing into custom company badge designs or third-party nameplates.
• Small: A square sticker format designed for desk surfaces, monitor stands, or partitions.
• Large: A portrait poster format with scan instructions (Please scan before usage), ideal for room doors and entryway walls.

4. Download or print the sticker

When clicking Download or Print, choose your target DPI resolution (96, 150, 300, or 600 DPI). Selecting higher DPI ensures sharp lines when printing at physical scale.

For desk placement, choose durable, water-resistant sticker material that withstands regular cleaning and wear.

5. Generate stickers in bulk for an entire floor

Generating stickers individually is practical for a few items, but bulk export is faster for entire floors or buildings.

1. In any resource list, click the QR code manager button in the top toolbar.
2. Filter or select the desired resources across your floors.
3. Choose the layout format (Large, Small, or QR Code only).
4. Click Download to save all stickers as a single compressed archive.

6. Physical placement guidelines

• Desks: Place the small sticker in an easily accessible area that remains unobstructed during work, such as the front corner of the desk or on the monitor stand arm. Avoid placing it in the center where laptops or paperwork will cover it.
• Rooms: Place the large poster sticker outside the room near the entrance latch or door frame at eye level (~140–150 cm / 4.5–5 ft), allowing people to scan before entering.

7. Verify the setup

After placing stickers:

1. Scan the sticker using your mobile phone camera or the Offision app.
2. If the resource is currently available, verify that the scan prompts you to create a booking.
3. If you have an active booking on that resource, verify that scanning checks you in directly.

Additional considerations

• Access permissions: Permissions are determined by department and user groups assigned to the resource. A scan by an unauthorized user will display an access denied message. See Give a department its own rooms.
• Dynamic room panel codes: Interactive door panels display rotating, dynamic QR codes rather than static stickers. See Check in by QR code and GPS.
• Check-in time windows: How early or late check-in is accepted is defined in your check-in policy settings. See How check-in and no-show work.