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Humly Reservations - QR Code Booking

Background

QR Booking allows users to book resources (such as desks or meeting rooms) instantly by scanning a QR code with their mobile device. This feature provides a flexible alternative for resources that do not have a dedicated Humly Room Display or Booking Device.

When a user scans the code, they are directed to the Humly Reservations interface to complete an instant booking or view current availability.

Table of contents:

Common Use Cases

Desks: Apply a QR code sticker directly to the desk surface. This allows employees to claim a free spot immediately upon arrival.



Meeting Rooms: Mount a QR code label on the wall or glass next to the room entrance. This enables ad-hoc booking for impromptu meetings without needing to open a laptop.



Admin Guide: Pre-Requisites & Managing QR Codes

This section covers how to locate and distribute QR codes for your resources.

Prerequisites

Before using QR codes for booking, ensure the resource has instant booking enabled:

  1. Navigate to the resource settings in Humly Control Panel
  2. Go to Booking Settings section
  3. Enable "Enable 'Make Instant Booking'" checkbox
  4. Save changes

Note: Without Enable Make instant booking enabled, non-admin users will not be able to book instant meetings using the QR code.

Managing QR codes

  1. Log in to the Humly Control Panel
  2. Navigate to Rooms or Desks settings
  3. Select the specific resource you wish to configure
  4. Click Edit Selected
  5. Access the QR code options at the top of room settings

Options for Generating Codes

You have two options for deploying QR codes:

Option 1: Download QR Code

Clicking Download QR Code downloads a pre-generated PDF file optimized for printing.

PDF Layout:

  • Top: Room alias (resource name)
  • Center: QR code (300×300 pixels)
  • Bottom: Room email address

File Specifications:

  • PDF page size: 340×440 points (approximately 4.72" × 6.11")
  • QR code image: 300×300 pixels
  • Color: Black and white
  • Error correction: High (Level H)

Filename Format: The file is automatically named to help you identify the location:

{Country}-{City}-{Building}-{Floor}-{ResourceName}.pdf

Example:

Sweden-Stockholm-Sveagatan-05-P2-Room_30.pdf

Note: Spaces in names are replaced with underscores.

Option 2: Copy QR Link

Clicking Copy QR Link copies the direct resource URL to your clipboard.

Example URL:

https://12345.humly.cloud/sl/abc123

You can use this link with any third-party QR code generator to create your own codes.

Important: Each link ends with a unique 6-character code specific to that resource. This code never changes, so the link remains valid even if you modify the resource details (such as the name or location) later.

QR Code Persistence

The QR code is static and tied to the unique resource ID. This means:

  • You can update the resource name without reprinting the QR code
  • You can move the resource to a different location without reprinting
  • You can change the resource email without reprinting
  • You only need to download a new file if you want the updated resource name or email reflected on the printed PDF

The underlying link will continue to work regardless of these changes.

User Guide: How to Book

Step 1: Scan & Authenticate

  1. Scan the QR code located at the desk or room using your mobile device camera
  2. You will be redirected to Humly Reservations
  3. If you are not already logged in, you will be prompted to log in to the Humly Control Panel




Step 2: Instant Booking

Once logged in, the system assesses the availability of the resource in real-time. If the resource is Available, a booking dialog appears automatically with the start time set to Now.

Default End Time Calculation

The system automatically calculates the end time for instant meetings by rounding the current time UP to the nearest 15-minute interval, then adding 30 minutes.

Example:

  • You scan at: 14:43 as seen in the image above.
  • Start time rounds up to: 14:45
  • Default end time: 15:15 (30 minutes later)

Conflict Handling

If a future meeting blocks the default 30-minute window, the system adjusts the end time to an earlier 15-minute mark.

Example:

  • Current time: 15:35pm
  • Upcoming meeting: 16:15 - 17:15

System Logic:

  1. Start time rounds up to: 15:45
  2. Adding 30 minutes would push to: 16:15 (exactly when next meeting starts)
To prevent overlap, default end time is set to: 16:00 (15-minute duration)




Note: This is just a default safety buffer. You can manually edit the end time in the dialog and extend it up to 16:15 to fill the entire available gap.

Availability Scenarios & Booking Logic

The interface changes depending on the status of the resource and who booked it.

Scenario A: Resource Already Booked by Another User

If the resource is currently in use by another person, or if a future meeting is scheduled to start so soon that it overlaps with the minimum possible end time of a new instant meeting, the system prevents the booking.

What you see:

  • An error or status modal indicating the resource is "Already Booked" or busy
  • No instant booking option available

Scenario B: Resource Already Booked by You

If the resource is currently booked by you:

  1. The system recognizes you as the owner
  2. You are redirected to the My Bookings tab in Humly Reservations
  3. The Edit Booking modal opens automatically
  4. You can extend or modify your meeting as seen below

 

Technical Details

Short Link Format

URL Pattern:

https://{cloud ID OR DOMAIN name}/sl/{code}

Code Format:

  • Length: 6 characters
  • Characters: Lowercase alphanumeric (a-z, 0-9)
  • Pattern: /^[a-z0-9]{6}$/

Example:

https://xxxxx.humly.cloud/sl/abc123

Query Parameters (After Redirect)

When the short link redirects to the booking interface, it includes these parameters:

Parameter Description Example Values
resource Resource identifier (email or ID) room123@company.com
resourceType Type of resource room, desk, parking_space
open Auto-open booking modal true

Full Redirect Example:

https://xxxxx.humly.cloud/reservations?resource=room123@company.com&resourceType=room&open=true

PDF File Structure

Page Dimensions:

  • Width: 340 points
  • Height: 440 points

Layout Elements:

  1. Top Section (60pt from top):

    • Resource alias (room name)
    • Font size: 24pt
    • Alignment: Center
    • Max length: 30 characters (truncated with "...")

  2. Center Section:

    • QR code image: 300×300 pixels
    • Positioned: 20pt from sides, calculated from top
    • Error correction: High (Level H)

  3. Bottom Section (35pt above QR code):

    • Resource email address
    • Font size: 14pt
    • Alignment: Center
    • Max length: 35 characters (truncated with "...")

Colors:

  • Background: White (RGB: 255, 255, 255)
  • QR code/text: Black (RGB: 0, 0, 0)

Short Link Generation

Deterministic Algorithm:

  • Each resource gets a unique code based on its ID and properties
  • Uses SHA-256 hash with resource ID and type as input
  • Converts hash to 6-character alphanumeric code
  • If collision detected, adds resource properties (email, name, etc.) as salt
  • Guarantees uniqueness across all resources

Troubleshooting & Common Issues

QR Code Not Scanning

  • Ensure adequate lighting when scanning
  • Clean the camera lens on your mobile device
  • For printed codes: ensure QR code is not wrinkled, faded, or damaged
  • Recommended print size: At least 300×300 pixels for best results

"Unable to find short link" Error

  • This error appears when scanning a QR code for a resource that has been deleted from the system
  • Solution: Generate a new QR code if the resource was recreated, or remove the old QR code sticker

 

Instant Booking pop-up not available after scanning as guest user

  • Ensure that the global admin user has enabled allow guests to book resource in the resource settings.



 

Function disabled by administrator error 

  • Tell the admin user to enable all the required resource settings to allow you to create, edit or delete a booking.




Redirect Issues

  • Clear browser cache and cookies
  • Try scanning with a different device or browser
  • Ensure you have network connectivity
  • Verify the Humly Control Panel URL is accessible

PDF Download Not Working

  • Check browser pop-up blocker settings
  • Ensure sufficient storage space on your device
  • Try a different browser if the issue persists

Getting Help

If you continue experiencing issues:

  1. Contact your Humly administrator
  2. Provide the resource name and QR code URL
  3. Include screenshots of any error messages
  4. Specify the device and browser you're using

Best Practices

For Administrators

QR Code Placement:

  • Mount at eye level (approximately 1.5m / 5ft) for easy scanning
  • Ensure adequate lighting in the area
  • Avoid placing on reflective surfaces that may cause glare
  • Use weather-resistant materials for outdoor or high-humidity areas

Labeling:

  • Include the resource name on or near the QR code for visual confirmation
  • Consider adding simple instructions: "Scan to book this room"
  • For desks: attach QR codes to a visible, stable surface

Maintenance:

  • Periodically check QR codes for wear and tear
  • Replace faded or damaged codes promptly
  • Keep a digital record of which codes are deployed where

For End Users

Booking Etiquette:

  • Only book resources you intend to use immediately
  • Release bookings if plans change to free up the resource
  • Be mindful of the default 30-minute duration and adjust as needed
  • Check existing bookings before scanning to avoid conflicts