Collaboration Basics

This page explains how teams work together in BaseQR—who can see and do what, how to invite teammates, and practical guidance for working safely on live campaigns.

• Access scope — Access is at the organization level. Campaign-level restrictions are not supported.

• Default visibility — New campaigns are visible to all users in the organization.

• Ownership — Admin is the owner of campaigns; ownership transfer is not supported.

BaseQR supports two roles designed for fast, low-friction collaboration:

• Admin — Organization-wide control. Can invite and remove users, assign or change roles, delete campaigns, and perform all actions available to Users. Intended for team leads and administrators who manage access and structure.

• User — Day-to-day operators. Can create campaigns and QR codes, run bulk imports/updates, edit destinations and UTM parameters (including live codes), toggle Active/Inactive, and export assets and reports.

Both types of users can edit all campaigns in the organization; there is no read-only mode.

• Who can invite — Admins only.

• How invites work — Send an email invitation and assign a role during invite; Admins can adjust roles later.

• Seats — Seat availability is plan-based. When seats are full, new invitations are blocked until a seat is freed or the plan is upgraded.

o Free — 1 seat (individual evaluation and small pilots)

o Pro — 5 seats (small teams coordinating across a few campaigns)

o Enterprise — 10 seats (larger teams; SSO available)

See Plans & Billing for details.

• Creation — Either Admins or Users can create campaigns and their first QR code.

• Editing live codes — Both roles can change destinations and UTM parameters at any time. Because changes take effect immediately, align with your team before updating high-visibility campaigns.

• Status control — Both roles can toggle QR codes between Active and Inactive to control availability during and after promotions.

• Bulk operations — Both roles can run bulk imports/updates to create or modify many codes at once. Use the downloadable Bulk Import Template (link placeholder) to ensure required fields are present.

• Campaign Naming Standards — Use the recommended naming pattern so campaigns are easy to find and report on at scale. See Campaign Naming Standards (link placeholder).

• What to include in the campaign description (recommended, not required):

o Goals and KPIs — State the goal, a scan target in BaseQR (Total Scans), and the GA4 conversion events you will track. Example: “Goal: drive app installs; Target: 5,000 scans in 6 weeks; GA4: email_signup, trial_start.”

o Locations and placements — List where the code will appear so sizing, QA, and timing are correct (for example, print postcards, retail endcaps, event badges, DOOH billboards, digital banners). Example: “Retail endcaps (national), shipping inserts (US), event signage (June).”

o Audience/regions and UTM plan — Identify who and where you’re targeting, then define a simple, consistent UTM pattern so GA4 reporting aligns with BaseQR scans. Example: “Audience: US shoppers; Regions: Northeast + Midwest; UTM: source=retail, medium=endcap, campaign=2025_q2_eventseries, content=variant_a.”

• Inviting partners — Admins may invite external users (any email address) as Users within their account. Ensure sufficient seats are available; teams can collaborate in-product without exporting assets.

• Scope — External Users have the same permissions as internal Users; campaign-specific restrictions are not supported.

• Asset export — Admins and Users can export QR assets as SVG, PNG, or JPG.

• Report export — Admins and Users can export analytics as CSV, Excel, or PDF. Exportable categories include Total Scans, Device Breakdown, Location Breakdown, and Time Patterns.

• Data sharing — Use BaseQR scan reports together with GA4 dashboards to present a complete view of performance, from scan volume to on-site behavior.

• Alerts — In-product notifications (for example, scan spikes) are not available at this time. Establish an internal review cadence and use GA4 reporting to monitor activity.

• Service status — For platform availability, see Uptime Status (link placeholder).