QR-Code Scanning Using Mobile App For Meeting Room And Desk Booking System

4 Ways QR Code Helps In Office Management & Desk Booking

QR Codes or “Quick Response” codes, have become quite ubiquitous in modern times with its capability to compact and encode information of various types. Modern smart phones can capture, interpret and react to them using their camera to provide a wide variety of applications. Unlike barcodes, QR Code technology can store a variety of information including business cards, custom codes and website links within a compact square. This has opened up new usability scenarios from asset tracking to modern day contact tracing. 

While the applications of QR Codes are varied, we would like to focus more on how these versatile codes can be used in an office setting. Here we explore the 4 ways that QR Codes can help in office management and desk booking process.


Room and Desk Booking

 In a hybrid work environment, selecting, reserving and checking into and out of a desk is required to ensure that you have a workspace to work at.

QR Codes can be a powerful and cost effective way to achieve seamless room and desk booking. With a unique QR Codes for each meeting room and desk, staff can quickly determine the availability of the space and reserve the it for their work. Ecobook provides automatic generation of QR Codes for each facility, be it desks, rooms or equipment. Staff can scan the QR Code stuck on the desk or room with their mobile app and then check its schedule and make a reservation on the spot.The QR Codes can be easily printed using any standard printer or a sticky label printer and stuck to the table.


Attendance Tracking

Ecobook provides the capability to track attendance of staff using QR Codes. On the day of the visit, the staff uses the ecobook app installed on their phones to generate a unique QR Code. This can be scanned against our QR Code reader located at the office reception to authenticate the user. Similarly, when checking out, staff can again generate another QR Code to scan out. There are several advantages with this technique. Firstly, it is touch-less. There is no need to touch any device other than your phone. Secondly, it is fast. Today’s QR Code readers are extremely fast due to their high resolution cameras and image processing algorithms. During peak periods, multiple staff may come to the office and speed is essential. If the volume of traffic is large, multiple devices can be placed at the reception. Thirdly, it is secure as the QR-Code generated is unique for each transaction.

If tied to the appointment module, access rights can be controlled on whether the staff can visit the office on dates when he or she does not have an appointment.


Occupancy Detection

One of the main challenges of occupancy detection is to ensure that the staff actually end up occupying the desk that they have reserved when they come to office. One of the ways to achieve this is to allow staff to scan the QR Code generated for each desk and room that is stuck on the desk or outside the meeting room. When a staff makes a reservation, he or she needs to scan the code and then check in to the desk or meeting room. When scanning, the check-in button will appear on the mobile app that allows the staff to occupy the desk. When leaving the desk, he can scan the QR Code and then check-out. This is directly fed into ecobook to capture the occupancy details such as timestamps and who occupied the space.

With the data being collected, management can have a clear picture and understanding of how desks and meeting rooms are being utilized and allow them to plan ahead. The other advantage is the ability to keep track of no-shows where staff book desks or rooms and do no occupy it thereby causing an opportunity loss for other staff who would have otherwise used those rooms and desks. It can also come in handy for management to have oversight on staff who have occupied desks in close proximity for contact tracing purposes.


Visitor Management

Visitor Management Touch Screen Kiosk

QR Code is a very popular registration method for visitor and access management systems. When a staff invites an external visitor, the visitor is sent an email with a unique link that generates a QR Code just prior to their visit.

The visitor does not need to install any App for this purpose. The displaying of the QR Code generated by the link can help onboard the visitor by scanning the code at the visitor registration kiosk. Once successfully scanned, the host can be notified of their visitor’s arrival via email, app or SMS. The generated QR Code cannot be reused after the visit. There are several advantages in adopting this technique.

Firstly, it eliminates as much touch as possible for the visitor. Just scanning the QR-Code on the interface, the kiosk can retrieve the visitor information. 

Secondly, the seamless registration process can be a great experience with the visitor as it is the first interaction of the visitor with your company.

Thirdly, it is secure in the fact that the QR-Code generated is unique to that visitor. A unique QR Code can be generated for each individual visitor if they are invited in a group.



QR Code is a versatile technology that can be used for various purposes in and around the office. Ecobook has incorporated QR Codes as a core capability that can provide a cost effective way of managing meeting rooms, desks, visitors while keeping track of occupancy and enforcing business rules.