Access, privacy and safety
Printing and using Care Protocol QR codes
A printed QR code helps a supporter find the right Care Protocols on their phone. They still need to sign in and meet the access requirements; scanning alone does not reveal the instructions.
Who this article is for
Families, Team leaders, support workers and professionals who use current Care Protocols
Where to find it
- In Care Protocols, use Print Care Protocols QR for the library, or the QR option on an individual protocol.
- Team leaders manage requests and limited readers through the access notification or Team → People & access.
The code opens a link, not public care information
A library code opens the Care Protocols entry for that care team. A code printed for one protocol opens that protocol’s entry. Access checks still apply in both cases.
An authorised member signs in to continue. Someone without access must complete the request or confirmation shown. Merely scanning does not create a request or approve access.
Check what is printed around the code
The printed title or person’s name may itself be private information. Display the poster or card only where it is appropriate for people to see it.
Choose a size and check the print
Scanning needs an internet connection. Small cards may not show an expiry date, so check them periodically.
- 1
Choose the format
Choose A4, A5, A6 or A7 in the download dialog. Smaller cards can be centred on an A4 sheet with cutting marks.
- 2
Print at actual size
Use 100% or Actual size and turn off Fit to page. Keep the white border around the QR code clear.
- 3
Test before displaying
Scan it with a phone before and after laminating. Check that it opens the intended protocol or library entry.
- 4
Replace or revoke when needed
The Team leader can regenerate or revoke the code. This stops the old printed code working; existing approved reader access must be managed separately.
How a new reader gets access
- Sign in with your own account and confirm that you currently support the person.
- With manual review, the Team leader checks the request before approving or declining it.
- If the Team leader has enabled automatic QR access, a verified signed-in person who gives the required confirmation can receive limited Care Protocol access without individual review.
- Limited access can be revoked. The Team leader can also choose an expiry where available.
- An approved reader must accept confidentiality before opening the guidance.
Limited readers do not join the full workspace
A limited reader can see only the current guidance allowed by their approved scope and the protocol’s audience, plus permitted supporting files. They may also be asked to mark instructions as read.
They do not gain ordinary access to the dashboard, team directory, goals, tasks, general document library, private notes, messages or meetings.
The Team leader must use the normal membership controls to give someone broader care-team access. Changing the printed size or scanning another code does not grant that access.
If the code or guidance is unavailable
Check that you are online and signed in with the right account. The code may have expired or been revoked, or your access may need approval. Ask the Team leader to check it.
Do not use a saved copy as proof that guidance is still current. If you cannot access the instructions you need, contact the responsible person through the agreed process.
For urgent help, use the emergency plan
A QR code is a convenient route to guidance, not an emergency response service. Use the person’s established emergency plan and direct contacts when help cannot wait.
Still need help?
Tell us which step you need help with and any error you saw. Leave out passwords, invitation links and private care information that is not needed to explain the problem.
Ask Kinovo support