How to prepare a QR code for a rental apartment

A QR code can give apartment guests quick access to Wi-Fi, check-in instructions, a house guide, or a contact page. But a code that looks fine on screen may be too small, blurry, or difficult to scan after printing.

Choose what guests need, make the code with the QR Code Generator, then test a paper copy at the place where you plan to display it.

Make and test the QR code

1. Open the QR Code Generator and choose the kind of information to encode, such as Wi-Fi access, a link to a guest guide, or contact details. Use a page you expect guests to be able to open.
2. Enter the information carefully. For a web link, use a short, stable address rather than a long link full of tracking details. For Wi-Fi, check the network name and password against the guest network settings.
3. Choose a dark foreground and a light background. If you add a logo, keep it small and make sure it does not cover too much of the code.
4. Save the generated QR code image to your device. Place it in a simple sign or guest card, with a short line explaining what it opens, such as “Scan to join guest Wi-Fi.”
5. Print a draft at the intended size. Scan it with at least two phones, from the distance and angle a guest is likely to use. Confirm that the code opens the right page or connects to the intended network.

Keep a plain-text alternative nearby. For example, print the Wi-Fi network name and password below the code, or include a short web address under a link code. This helps guests whose camera cannot scan it.

Choose what guests should open

Guest Wi-Fi

A Wi-Fi QR code can save guests from typing a long password. Use a guest network rather than sharing the password for your personal or work network. Check that the router is using a supported security setting, and test the code on a phone that is not already connected to that network.

A house guide or check-in page

A link can lead to directions, check-in steps, appliance instructions, or local contact information. Keep the page address short and the content easy to use on a phone. If the page requires an account or permission, test it in a private browser window or on a device that is not signed in.

Contact details

A contact QR code can help guests save a host's details. Include only the information you are comfortable making available to anyone who can scan the printed code. Keep an ordinary phone number or other contact method visible too.

Size and layout for paper

For a sign guests scan from arm's length, start with a code about 1.5 to 2 inches wide. A larger code is easier to scan from farther away. Leave a clear white margin around every side, and do not place a border, illustration, or text over that margin. Put the short instruction outside the code, not on top of it.

Fix a QR code that will not scan

1. Increase the printed size. If a phone must be held very close, enlarge the code and print another draft. Avoid shrinking it to fit a crowded card.
2. Restore strong contrast. Use a dark code on a light background. If you used custom colors or a logo, make a plain version and compare it. A decorative design is not worth losing reliable scans.
3. Leave clear space around the code. Remove nearby text, lines, or artwork that touch the code's outer edge. Keep the background flat and uncluttered.
4. Check print quality and scaling. On Windows 11, open Settings › Bluetooth & devices › Printers & scanners, select your printer, and review its preferences for the correct paper size and print quality. On macOS, open System Settings › Printers & Scanners, select the printer, and check its available print options. In the app's File › Print dialog, use the intended paper size and avoid scaling that makes the code smaller than planned.
5. Check the encoded information. Scan the print and verify the destination, network name, or contact details. If the code leads to a long or outdated link, replace it with a shorter current address and generate a fresh code.

If the same print scans on one phone but not another, try a larger code and simpler colors. Camera focus, lens condition, glare, and phone camera software can all affect scanning. Do not judge the print only from a close-up scan on the phone used to create it.

Keep guest access private

A printed QR code is visible to anyone who can reach it. Put a Wi-Fi code inside the apartment rather than in a public-facing window or listing photo. Use a separate guest network if available, and change its password when you need to end access. For a guide or contact page, review what personal details the page exposes before printing its link.

For a Wi-Fi code, remember that a network login page may still ask guests to accept terms or sign in after scanning. Test the full connection process, not just whether the camera recognizes the code.