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 have become quite popular in modern times with its capability to encode and compact information of various types and the ability of modern devices to capture, interpret and react to the codes. Unlike barcodes, QR Code technology can store a variety of information including business cards and website links. This has opened up new usability scenarios. 

Here we explain how QR Code is embedded into the core of ecobook and how offices can leverage this technology that can be a fraction of the cost to achieve the same level of usability and flexibility using other technologies. 

QR Codes In 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 appointnent.

QR Codes In Room and Desk Booking

QR Codes can be a powerful, easy and cost effective way to achieve seamless room and desk booking. With QR Codes for each facility, staff can quickly determine the availability of the facility and reserve the place 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 in the spot.The QR Codes can be easily printed using any standard printer or a stick label printer and stuck to the table. 

QR Codes In Occupancy Capturing

One of the main challenges of occupancy capturing is to ensure that the staff actually end up occupying the desk that they have reserved when in 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 room. When a staff makes a reservation, he needs to scan the code and then check in to the desk. 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. With the data being collected, management will have a clear picture and understanding of how desks are being occupied 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.

QR Codes In Visitor Management

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 a unique link that generates a QR Code just prior to their visit. The link can be sent via a reminder email or through SMS. The visitor does not need to install any App for this purpose. The displaying of the QR Code generated by the link can help easily 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. The generated QR Code cannot be reused after the visit. There are several advantages in adopting this technique. Firstly, it is a touch-less form of registration. 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. Ecobook has incorporated QR Codes as a core capability that can be used to reserve any kind of facility.

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