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Home » Settings

QR Code Template

Donors use a QR code to access In-kind Pro without a password. The QR code template defines what the PDF with those QR codes looks like: the logo, the text at the top and bottom of each page, the instructions for the donor, which donor and children information is printed, and how long the QR codes stay valid.

The template is set once per agency and is used every time QR codes are generated from the Donors list. You can preview the PDF before saving, and the page tells you when you have changes that have not been saved yet.

1. Opening the template

In the side menu, open Settings.
Click QR code template.

Settings > QR code template.

The saved template of your agency loads automatically, and a “Template loaded successfully” message appears. If your agency has no template yet, the page opens empty and shows “No template found”.

System administrators Administrators first choose the Agency whose template they want to edit. Each agency has its own template, and the page loads it as soon as the agency is selected.

The page at a glance

The top of the QR code template page.

Element	What it does
Preview (top right)	Generates a sample PDF with the template as it is on screen, without saving it (see section 4).
Save (green round button)	Saves the template. From then on, every QR code PDF uses it.
Image	Logo printed at the top left of every page.
Expiration / Days	How long the QR codes stay valid.
Layout switches	Force to one page, Show donor information and Show children information.
Header, Body, Footer	The text of the PDF (see section 3).

2. General settings

2.1 Image

The image is printed in the top left corner of every page of the PDF, next to the agency name.

Click the pencil icon to upload a new image, or the X to remove the current one.
If the template has no image of its own, the agency logo is used instead.
A new image is only stored when you click Save; until then it is shown on screen and in the preview only.

Tip Use an image with a transparent or white background and a horizontal shape: it is scaled to fit a small area of the header.

2.2 Expiration

Defines for how long a QR code can be used after it is generated. After that date the donor needs a new QR code.

Expiration options.

Option	Validity
One week	7 days
One month	30 days
Six months	183 days
One year	365 days
Custom	The number of days you type in Days (starts at 60). The Days field is only editable with this option.
No expiration date	The QR codes never expire. The PDF shows “Without expiration date”.

When an expiration is selected, the page shows the resulting Expiration date, counted from today. That date is printed below the QR code in the PDF.

Keep in mind The expiration date is calculated from the day the QR codes are generated, not from the day the template was saved. Choose “No expiration date” only if the printed QR codes are kept safe: anyone holding one can access that donor's information.

2.3 Layout options

Switch	When it is on
Force to one page	Each donor fits on a single page. If the body text or the list of children is too long, it is cut, and the children list ends with “…and N additional children.”
Show donor information	Prints a Donor Information table: name, phone, email, donor category, state, city, address and donor type. Missing fields show “Not provided”.
Show children information	Prints the children associated with the donor, with their center. Only applies to donors of type Donor; volunteers and other types never show children.

This is how the same template looks with and without Force to one page, using a donor with twelve children:

Force to one page on: one page per donor; the list of children is cut.

Force to one page off: the full list is printed and the QR code moves to an extra page.

Watch out with long lists With Force to one page off, a donor with many children can take more than one page, and the QR code may end up alone on the following page. If you print and hand out the pages, keep them together or turn the switch on.

3. Content

Header, Body and Footer.

Section	What it is
Header	Text inside a box at the top of every page, below the logo. Required. Up to 105 characters.
Body	Instructions for the donor, shown below the header. Supports bold, italics, underline, two heading sizes, numbered and bulleted lists, and alignment.
Footer	Text inside a box at the bottom of every page. Required. Up to 105 characters.

Below the Header and the Footer there are two buttons, 1 and 2, to choose the text size: 1 is the largest and 2 is medium. With neither selected, the regular size is used. The counter on the right shows how many of the 105 characters you have used.

The QR code itself, the donor information and the children are added automatically below the body; you do not need to type them.

Writing the body Explain what the QR code is for, how to scan it and who to contact for help. Remind donors to keep it private: it gives access to their information.

4. Previewing the PDF

The Preview button generates a sample of the PDF with the template exactly as it is on screen, including changes you have not saved. Use it to check the layout before saving or before generating QR codes for your donors.

Make your changes to the template.
Click Preview at the top right. Generating it can take a few seconds.
Review the PDF in the window that opens.
Close the window, adjust the template if needed, and preview again.

The preview window. The banner at the top means the template has unsaved changes.

Preview controls

Control	What it does
Zoom in / Zoom out	Changes the size of the pages (the percentage is shown between the buttons).
Rotate	Turns the pages.
Drag	When zoomed in, click and drag the page to move around it.
Pages	The total number of pages is shown at the top; scroll to see them all.

What the preview uses

Sample donors, not your real donors: a volunteer without children and a donor with a long list of children, so you can see both cases and how long lists behave.
Your agency's name and the image on screen, even a new one you have not saved yet.
Sample QR codes that do not give access to anything. They are only there to show the layout.

The preview is not the export The preview cannot be downloaded and its QR codes do not work. To give donors real QR codes, save the template and generate them from the Donors list (section 6). Previewing does not save anything. If you close the page without clicking Save, your changes are lost.

5. Unsaved changes

As soon as you change anything in the template (the image, the expiration, a switch, the header, the body or the footer), a yellow banner appears at the top of the page:

The unsaved changes banner.

The banner reads “Your changes haven't been saved yet. Click the save button (top right) to confirm.” It is also shown inside the preview window, so you know that what you are looking at is not the saved template yet.

Click the Save button (green, top right) to store the changes. The banner disappears once the template is saved.
If you undo your changes by hand and the template is back to what was saved, the banner also disappears.
Administrators: switching to another agency loads that agency's template; changes that were not saved are discarded.

Required fields
Header, Footer and Expiration are required to save. If one is missing, the field is highlighted and the message “Please fill in all fields” appears. The preview does not require them, so you can preview a template that is still incomplete.

6. Generating QR codes for donors

Once the template is saved, it is applied to every QR code PDF of the agency:

One donor: in the Donors list, click the QR icon in the donor's row (Create QR Code).
Several donors: in the Donors list, filter the donors you need and use Bulk export of QR. The PDF includes one page per donor (or more, depending on the layout options).

Before a bulk export
Preview the template first. Changing the template afterwards does not change PDFs that were already generated.
If the agency has no saved template, the export shows “Please configure your template”.

7. Frequently asked questions

The Preview button does nothing for an administrator. Select an agency first; the preview needs it to load the agency name and logo.

The PDF has no logo. Neither the template nor the agency has an image. Upload one in the Image field and save.

Children are not printed for a donor. Check that Show children information is on, that the donor's type is Donor and that the donor has children assigned.

The list of children ends with “…and N additional children”. Force to one page is on and the list did not fit. Turn it off to print the full list.

Can I see the preview with a specific donor? No. The preview always uses sample donors. Generate the QR code from that donor's row to see the real result.

System preferences Email Template Setting Up Your Profile