Printing a record gives you a physical copy of its key fields, along with a timestamp and a QR code. Whether you need a hard copy for compliance, collaboration, or note-taking, it only takes a few clicks.

1. Open a record

In any collection, click a record to open its detail view.

Click the options menu (⋯) in the top-right of the record.

3. Select Print

You'll see a Print Preview showing the record's fields, a QR code, and a date/time stamp. If your organisation has document templates set up, you can switch from the default Summary template to one of these.

4. Print or save as PDF

Click Print to open your computer's print dialog, or choose Export → as PDF for an electronic copy instead.

Why print your records?

Have a customer sign a printed copy for an audit or compliance record.

Stick a printed equipment label - with its unique identifier - on a piece of machinery.

Print a non-conformance report, built from a document template, to tag a quarantined product.

Mark up or annotate a printed copy during a team meeting.

2. QR codes and scanning

Every printed "Summary" record includes a QR code that links directly to the digital record in Kinabase, so scanning it opens the record instantly - no searching required.

1. Print the record

Follow the steps in Printing records above. The Print Preview always includes a QR code.

2. Scan the printed code

Scan the code with your phone's camera or a dedicated QR scanner to open the record straight away.

Scanning into a linked field

You can also use QR scanning as a data-entry shortcut: scanning the printed QR code of one record fills in a link to it from another record, instead of searching a long dropdown list. This is a per-field option on any linked Field

Field

A single piece of information stored on every record in a Collection, such as text, a number or a date, similar to a column in a spreadsheet.

, not a general record action.

1. Turn on QR scanning for a field

Go to Configure → Fields, open a linked field (for example, an "Equipment" field on a Repairs collection), and turn on Use QR Code Scanning.

2. Scan while adding or editing a record

A QR icon appears next to the field. Click it to open your device's camera, then scan a printed record's QR code - the link fills in automatically, with no typing needed.

Why use QR scanning?

Workers scan a machine's QR code to log a repair against it, without searching a long dropdown.

Quickly check stock levels by scanning a pallet or product label.

Technicians get instant access to job details by scanning a record's code out in the field.

3. Zebra label printing

If Kinabase detects a Zebra label printer connected to your device, the print dialog offers a Zebra Printer option alongside the standard one, for printing compact ZPL labels rather than a full-page summary. You can adjust DPI, Top Offset, Left Offset, Black Threshold, Print Rate, Darkness and Quantity before printing.

This is the only barcode-style output in Kinabase - there's no barcode reader on records. To scan data back in, use the QR code on a printed record or a QR-enabled linked field, as described above.

Best practice tips

Print clear, high-contrast QR codes so they scan reliably.
On a factory floor, consider laminating labels or using plastic sleeves to protect them.
Reprint a record if critical fields change - a printed copy doesn't update itself.

Printing records and scanning their QR codes bridges your online data and offline workflows - for compliance paperwork, warehouse labels, or just a tangible reference in a meeting.

Need more help? Ask your System admin, or contact our support team via Help & Support.

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Printing and Scanning Records

1. Printing records