Who makes codes
Choose who in your organisation can make QR codes, give them allowances, approve tracked codes before they go live and ask for brand templates.
Agoo is in early access. This page describes the feature as it ships to early-access organisations; screens are illustrative.
Owners and Admins always make and manage every QR code. In Console → Settings → QR codes, they decide who else can, and how.
Who makes codes
Choose one:
| Choice | Who can make codes | Plan |
|---|---|---|
| Owners and Admins only | Codes stay with the people who run Agoo for you. The default | Every plan |
| Chosen roles | Also the roles you tick: Site admins, Receptionists, Security leads, Guards, Hosts, Employees or Auditors. For example, your receptionists | Every plan |
| Chosen people | Also the people you name, found by searching your directory | Growth and above, or Advanced QR |
| Everyone who signs in | Anyone in your organisation, for their work | Growth and above, or Advanced QR |
Everyone shares your organisation's tracked codes. Plain codes are unlimited for everyone.
How codes are made
On Growth and above, or with the Advanced QR add-on, three more settings apply to everyone except Owners and Admins:
- Tracked codes each person may have: an allowance from your organisation's tracked codes, so one team can't use them all. Leave it empty for no limit of their own. Archiving a code gives its place back.
- An admin approves tracked codes first: new tracked codes wait in QR codes → Waiting until an Owner or Admin approves them. Plain codes don't wait.
- Codes use a brand template: everyone chooses one of your brand templates, so every code looks like yours. Save a template first; while this is on, you can't delete your last one.
Approve codes
When codes are waiting, Owners and Admins see how many next to QR codes in the menu.
Open QR codes → Waiting
Open the code to check where it goes and how it looks.
Approve or turn it down
Approve puts it live at once. Turn down stops it; add a Note to tell its maker why. Until it's approved, scanning it says it isn't live yet; once turned down, it says it has ended.
When approval is on, a code restored from Archived by anyone other than an Owner or Admin waits for approval again.
Everyone who can approve codes is emailed when one is waiting, with a link to it, and the person who made it is emailed the decision, with your note.
Who sees what
| Person | Sees | Changes |
|---|---|---|
| Owners and Admins | Every code and its scans | Every code, Settings → QR codes and brand templates |
| Auditors | Every code and its scans | Nothing, unless their role is chosen to make codes |
| Anyone else who can make codes | The codes they made, and their scans | Their own codes, while they can still make codes |
If your organisation stops letting someone make codes, their codes keep working, and Owners and Admins manage them.
When someone leaves
When you deactivate someone in Console → People, their codes become the organisation's. They keep working, and show The organisation as their owner. Owners and Admins can change, pause or archive them. A Staff card for that person stops showing their details.
After a move to a lower plan
Settings above your new plan stop applying, and nothing stops working:
- Chosen people and Everyone who signs in stop applying, so only Owners and Admins can make new codes until you choose roles instead.
- Allowances, approval and required templates no longer apply to new codes.
- Every code already made keeps working, tracked or plain. See Your tracked codes never stop working.
Every change to these settings, and every approval, is recorded in the audit trail.