Give the people who create, update, and review your QR codes access to the same Pro workspace. Workspace invitations are useful when several colleagues share responsibility for printed materials, campaign links, menus, event signage, or scan reporting.

Before you begin, decide who needs access and what each person will be responsible for. Keep one person accountable for workspace administration, then invite the colleagues who need to work with the QR codes themselves.

Before you invite members

Confirm that you are working in a Pro workspace and that you have room for the people you plan to add. Pro workspaces can include up to 10 members.

Make a short list of invitees and use the email address each person uses for work. It also helps to agree on a few practical rules before access is shared:

• Use clear names for QR codes, such as “Spring menu table tent” or “Conference booth handout.”
• Record the physical placement of each printed code.
• Decide who may change a dynamic code’s destination.
• Agree on when scan analytics will be reviewed and shared.

These habits matter most for dynamic QR codes. A dynamic code can be updated after printing and can provide scan analytics, so a clear ownership process helps prevent an unintended destination change or confusion about which code belongs to which campaign.

Open workspace member settings

1. Sign in to the QRhubly account that owns the Pro workspace.
2. Open the workspace selector or account menu. [VERIFY WITH YOUR TEAM]
3. Select the Pro workspace where you want to add colleagues.
4. Open the members, team, or workspace settings area. [VERIFY WITH YOUR TEAM]

Check the workspace name before sending invitations. If your organization uses separate workspaces for different locations, brands, or clients, adding someone to the wrong workspace may give them access to QR codes they do not need.

Send an invitation

1. Select the option to invite or add a member. [VERIFY WITH YOUR TEAM]
2. Enter the colleague’s email address.
3. If the workspace provides an access-level choice, select the role that matches the colleague’s responsibilities. [VERIFY WITH YOUR TEAM]
4. Review the workspace name and recipient email address.
5. Send the invitation.

Invite one person first if you are setting up a new team process. Ask them to accept the invitation and confirm they can see the expected workspace before adding the remaining members. This gives you a quick way to catch an incorrect workspace selection early.

If you are preparing a time-sensitive print run, do not wait until the last minute to invite collaborators. Give the team time to access the workspace, check the QR code destination, and confirm that the final downloaded file is the one sent to print.

Confirm member access

After an invitation is accepted, ask the new member to complete a brief handoff check:

1. Sign in and open the intended workspace.
2. Locate the QR code or project they will work on.
3. Confirm the destination and code name match the team’s records.
4. For a dynamic code, confirm they understand the approval process before changing its destination.
5. Scan a test copy with a phone before approving any printed material.

A scan test should happen after design changes as well as destination changes. If you use a logo, colors, gradients, frames, or custom dot and eye shapes, test the final downloaded QR code at the size and distance intended for use. Download formats include PNG and SVG, so choose the file format that fits your production workflow.

For physical placements, keep a simple shared record with the QR code name, destination, location, owner, print date, and planned review date. That record is especially helpful when a colleague needs to update an old poster, menu, or business card without replacing it.

Manage the workspace member limit

A Pro workspace supports up to 10 members. Before inviting someone new, review the current member list and remove access for people who no longer need it. This is a sensible practice when a contractor finishes a campaign, an event ends, or a team member changes roles.

When you reach the limit, avoid sharing a single sign-in among several people. Instead, review whether every existing member still needs workspace access and keep the list limited to active collaborators. [VERIFY WITH YOUR TEAM]

For recurring work, assign one workspace owner to review membership regularly. They can confirm that current members are appropriate, that QR code naming remains consistent, and that dynamic-code destinations are still accurate.

Next step

Once your team has access, create a shared process for naming codes, approving destination edits, and checking print-ready files. If you need an editable destination and scan data after a code is printed, start with a dynamic QR code trial.

Start a dynamic QR code trial or learn about inviting workspace members.