How to Add a Custom Image QR Field and Use It in Signatures

Summary

This guide will show you how to:

• Create a custom image field for QR codes.

• Upload QR code images for employees (individually or in bulk).

• Insert the QR code into your email signature template.

• Understand how scanning the QR code saves contact info to a mobile device.

This is ideal for organizations that want recipients to quickly save staff contact details by scanning a code directly from the email signature.

Step 1: Create a Custom Image Field for the QR Code

1. Log in to your Xink Admin Portal.

2. Go to Preferences > Fields.

3. Click Add Field.

4. Choose Image as the field type.

5. Name the field something like QR Code.

6. Click Save.

You’ve now created a new image field that can be populated with each employee’s QR code.

Step 2: Add QR Codes for Employees

Option A: Add QR Code Individually

1. Navigate to the EMPLOYEES menu.

2. Select an employee from the list.

3. In the employee details pane, find the QR Code field (the one you created).

4. Click Upload and choose the QR image file (usually PNG or JPEG).
   
   

5. Click Save.

Repeat for each employee who should have a QR code.

Option B: Bulk Upload via Excel

1. Go to EMPLOYEES > Click the '+' button.
   
   

2. Download the Excel Template.

3. In the template, locate the column labelled after your QR Code image field.

4. In that column, insert image URLs for each employee’s QR code.

   • Ensure the images are hosted on a public server (e.g., your company CDN or image hosting service).

5. Save the file and upload it using the Import from Excel feature.
   
   

Xink will pull in the images and populate them into the appropriate employee fields.

Step 3: Add the QR Image to the Email Signature Template

1. Go to SIGNATURES > Select your template.

2. Click Edit Template.

3. Choose Insert Field > Select your QR Code field.

4. Resize or position the QR image as needed in the template layout.

5. Click Save & Preview to confirm the correct placement.
   
   

6. Publish the updated email signature.

Step 4: How QR Codes Work for Recipients

Once the QR code is in place:

• Recipients can scan the QR code directly from your email signature.

• If your QR code is a vCard or similar format:

  • Their smartphone will automatically open the Contacts app.

  • The contact details (name, phone, email, etc.) are pre-filled.

  • They can save the contact with one tap.

To ensure this works:

• Use a QR code generator that outputs a vCard or MeCard format.

• Test on iPhone and Android to confirm compatibility.

  
  

✅ Final Tips

• Test with a few employees first to ensure proper display and scanning.

• Make sure image URLs used for bulk uploads are permanent and not access-restricted.

• Add a Call To Action next to the QR image (e.g., “Scan to save my contact details”).

Related Guides

• How to Create Custom Fields in Xink

• Using Excel to Import Employee Data

• Best Practices for Signature Layouts