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How to Use QR Codes in Confluence: Complete Guide

· 11 min read
NGPilot
NGPilot
NGPilot

QR codes bridge the gap between physical and digital information. A printed QR code on a poster, equipment label, or business card lets someone open a web page, join a WiFi network, or save a contact without typing a single character. For teams using Confluence as their knowledge base, adding QR codes to pages turns static documents into interactive touchpoints.

The challenge is that Confluence does not include built-in QR code generation. You either use a third-party QR generator website, download the image, and upload it manually — or you install a marketplace app that generates QR codes directly inside Confluence pages. The second option is faster, keeps your QR codes up to date when page URLs change, and avoids juggling image files.

QRCode for Confluence by NGPILOT is a lightweight app that embeds QR codes directly into Confluence pages using a simple slash command. It supports URLs, plain text, email addresses, phone numbers, and any other string. You can customize the size, and the QR code renders inline on your page.

This guide covers everything you need to know: how to install and use the app, what content types you can encode, creative ways teams use QR codes in Confluence, and best practices for making sure your QR codes actually get scanned.

Step-by-step tutorial​

Step 1: Install QRCode for Confluence​

Open the Atlassian Marketplace and search for QRCode for Confluence by NGPILOT. Click Get App to install it on your Confluence Cloud instance. The installation takes a few seconds and requires Confluence admin permissions.

The app is available on the Atlassian Marketplace. Check the listing for current pricing details.

Step 2: Insert the QR Code macro​

Open or create the Confluence page where you want the QR code. Click Edit to enter the page editor, then type /qrcode in the slash command bar. Select QRCode for Confluence from the dropdown. The macro configuration panel appears where you can set the content and size.

Step 3: Enter the QR code content​

In the macro configuration panel, type or paste the content you want to encode. The macro accepts several content types:

  • URLs — Any web address, including Confluence page links, external websites, or file download links
  • Plain text — Short messages, instructions, or identifiers
  • Email addresses — Enter the email address directly
  • Phone numbers — Enter the phone number directly
  • Any other string — Any text content you want to encode

For example, to encode a Confluence page URL, paste the full URL into the content field.

Step 4: Customize the QR code​

The macro gives you a size option:

  • Size — Choose from five sizes: X-Small (compact), Small, Medium, Large (default), and X-Large. Use smaller sizes for inline badges next to text. Use larger sizes for posters and printed signs that need to be scanned from a distance.

Preview the QR code in the configuration panel before saving. Check that the size fits the surrounding content.

Step 5: Save and print​

Click OK to insert the macro, then publish or update the Confluence page. The QR code renders inline on the page.

To print the QR code, export the Confluence page to PDF or print it directly from the browser. You can also screenshot the QR code for use in external design tools like Canva or Adobe Illustrator.

QR code content types reference​

The table below summarizes the content types you can encode and suggested formats for each.

Content typeSuggested formatExampleWhat happens when scanned
Web URLhttps://...https://confluence.example.com/display/DOC/Setup+GuideOpens the URL in the device browser
Confluence page linkFull page URLhttps://your-site.atlassian.net/wiki/spaces/TEAM/pages/12345Opens the Confluence page in the Confluence app or browser
Email addressEmail address textsupport@company.comDisplays the email address for the user to act on
Phone numberPhone number text+18005551234Displays the phone number for the user to act on
Plain textAny textRoom 4B - Capacity 12 - Projector: Yes - Whiteboard: YesDisplays the text on screen

When entering content, use the full https:// prefix for URLs for best scanning results. Shorter content produces cleaner, easier-to-scan QR codes.

5 creative uses for QR codes in Confluence​

QR codes are not just for linking to web pages. Here are five ways teams use QR codes embedded in Confluence pages to connect physical spaces with digital information.

1. Equipment and asset labels​

Print Confluence pages with QR codes and attach them to physical assets. A server rack gets a label with a QR code linking to its configuration page. An office printer gets a label linking to the troubleshooting guide. A warehouse shelf gets a label linking to the inventory procedure.

When someone needs information about that piece of equipment, they scan the QR code and the relevant Confluence page opens immediately. No searching, no guessing keywords, no asking colleagues which page has the right info.

For this use case, use the X-Large size and print the QR code on a durable label or laminated sticker. Make sure the Confluence page is accessible to everyone who might scan it, including people outside your organization if the asset is in a shared space.

2. Event handouts and conference materials​

Print QR codes on event flyers, conference name badges, or table tents that link to session notes, feedback forms, or detailed documentation stored in Confluence. Attendees scan the code during or after the event to access the resources.

This approach eliminates the need to print long URLs on small pieces of paper, which nobody ever types correctly. It also lets you update the Confluence page after the event with additional resources, and everyone who scanned the QR code automatically sees the latest version.

Use the Medium or Large size for event materials. Pair the QR code with a short text label underneath explaining what the code links to, such as "Scan for session notes" or "Scan to leave feedback."

3. Office signage and meeting room displays​

Post QR codes on meeting room doors, in common areas, or at reception desks. A meeting room door sign includes a QR code linking to the room booking page. A kitchen bulletin board includes a QR code linking to the office snack request form. A reception desk sign includes a QR code linking to the visitor check-in page.

This use case works well because Confluence pages can be updated in real time. If the room booking policy changes, update the Confluence page and the printed QR code still works — it always points to the current version.

For signs that will be scanned from a few feet away, use the Large or X-Large size.

4. Onboarding materials for new hires​

Create an onboarding page in Confluence with QR codes linking to key resources: IT setup guides, team wikis, HR policies, benefits enrollment, and the company directory. Print this page and include it in the new hire welcome packet or post it at their desk.

New hires scan each QR code with their phone and bookmark the pages they need. This is faster than sending a long email with 15 links, and it works even before they have set up their laptop and email. The QR codes on the printed page always link to the latest versions of each resource.

Use the Small or Medium size for onboarding sheets that include multiple QR codes side by side. Label each one clearly so the new hire knows what each code links to.

Encode a guest WiFi password, onboarding link, or visitor check-in page URL as a QR code on a Confluence page and display the page at reception or in meeting rooms. When visitors arrive, they scan the QR code and their phone opens the linked page or displays the information.

This removes the awkward interaction of asking for links or typing long URLs character by character. Visitors get the information they need in seconds.

For this use case, use the URL of the relevant Confluence page or resource. Use a Large or X-Large size so visitors can scan from across the room. Place the QR code prominently at eye level.

QR code best practices​

Generating a QR code is easy. Making sure people actually scan it and get to the right place takes a little more thought. Here are six best practices to follow.

1. Always include a text label​

Never place a bare QR code on a page without explaining what it does. People are rightfully cautious about scanning unknown QR codes. A label like "Scan to open the IT setup guide" or "Scan to connect to guest WiFi" tells people what to expect and builds trust that the code is legitimate.

The label should be concise — one line is ideal. Place it directly below or beside the QR code so it is visually associated with the code.

2. Ensure sufficient contrast​

QR codes rely on contrast between the foreground modules and the background. The default black on white works best for reliable scanning. If you print the page, ensure the QR code maintains strong contrast on the printed medium. Light gray on white, or dark blue on dark gray, will cause scanning failures, especially in low light or on low-quality printers.

Test your QR code by scanning it with your phone before printing in bulk.

3. Size the QR code for the scanning distance​

The size of the QR code should match the distance from which people will scan it. A QR code on a business card is scanned from a few inches away, so X-Small or Small works. A QR code on a wall poster needs to be scanned from several feet away, so Large or X-Large is necessary.

As a general guideline, the minimum QR code width in inches should be roughly 0.1 times the expected scanning distance in inches. For example, if someone will scan from 2 feet (24 inches) away, the QR code should be at least 2.4 inches wide. Export the Confluence page to PDF and print at actual size to verify.

4. Test before you print​

Always test the QR code before printing it on physical materials. Open the Confluence page, scan the QR code with your phone, and verify that it resolves to the correct content. Check that the target page loads properly on mobile devices. If you are sharing WiFi credentials, test that the network connection actually works.

Testing takes 30 seconds and prevents the frustration of printing 200 flyers with a QR code that points to the wrong page or a page that returns a 404 error.

5. Use short, stable URLs​

Long URLs create dense QR codes with many modules, which are harder to scan and more sensitive to printing imperfections. If possible, use short URLs. Confluence short links (the type you get from the Share button) are shorter than the full page URL displayed in the address bar.

Also consider URL stability. If you reorganize your Confluence space and the page URL changes, the QR code will break. Use page IDs in the URL (which Confluence preserves during moves) rather than page title slugs (which change when the title changes). Or place the QR code on a parent page that is unlikely to be moved.

6. Keep the QR code area clean​

When designing printed materials, leave white space around the QR code. Do not overlay text, logos, or other graphics on top of the QR code. Do not crop the quiet zone (the white border around the QR code). A cluttered QR code may look fine on screen but fail to scan when printed.

The quiet zone should be at least 4 modules wide on all sides. In practice, this means leaving a margin equal to roughly 10% of the QR code width as empty white space around the code.