Admin / Owner

Getting started: Admin & Owner guide

Everything an organisation owner or admin needs to set up qr-manager.ai for their team — inviting members, managing roles, configuring folder access, and connecting enterprise features.

Understanding roles

Every member of your organisation has one of four roles. Roles control what each person can see and do.

Role	What they can do
Owner	Full control: billing, settings, SSO, SCIM, all QR codes, members, and reports.
Admin	Same as Owner except cannot change billing or delete the organisation.
Manager	Can see all QR codes in their accessible folders, view reports, manage their team.
Member	Can create and manage QR codes only in folders assigned to their team(s).

Note: Members with no folder restrictions (on a team that has no assigned folders) can see all QR codes in the org.

Setting up your organisation

Upgrade to Pro or Enterprise

Organisation features (teams, member management, folder restrictions) require a Pro or Enterprise plan. Go to qr-manager.ai/upgrade to activate.

Invite members

Go to Org Admin → Members → Invite member. Enter the email address and choose a role. The invite expires after 7 days — resend from the members list if needed.

Tip: Invite users as Membersfirst, then promote to Manager or Admin once they're set up. It's easier to loosen permissions later than to tighten them.

Create folders for your QR codes

From the dashboard sidebar, click New folder. Create a folder hierarchy that matches your team or campaign structure — for example:

📁 Marketing

📁 Q1 Campaign

📁 Events

📁 Operations

📁 Signage

Granting access to a parent folder also grants access to all child folders within it.

Create teams and assign folders

Go to Org Admin → Teams → New team. Add members to the team, then assign which folders the team can access. A team with no folder assignments has unrestricted access to all QR codes.

Warning: Members can belong to multiple teams. Their access is the union of all team folder assignments — if any of their teams is unrestricted, they have full access.

Test access as a member

Use a test member account (or ask a trusted team member) to verify that folder restrictions are working as expected before rolling out to the whole organisation.

Managing members

All member management lives in Org Admin → Members.

Change role: Click the role badge next to a member's name and select the new role.
Remove member: Click the three-dot menu beside a member and choose Remove. Their QR codes remain active.
Pending invites: Shown at the top of the members list. Resend or revoke as needed.

Teams & folder permissions

Teams control which QR codes Members and Managers can see. Admins and Owners always have full access.

Default team

Every new member is added to your org's default team automatically. The default team typically has no folder restrictions.

Restricted teams

Assign one or more folders to a team. Members of that team will only see QR codes in those folders (and their sub-folders).

Multi-team membership

A member on two restricted teams sees the union of both teams' folders. One unrestricted team grants full access.

SCIM groups (Enterprise)

SCIM-provisioned groups from Okta or Entra ID map to teams. User provisioning and team membership are automated.

Reports & analytics for admins

Pro

Owners and Admins have unrestricted access to the Reports page — it shows combined analytics across all QR codes in the organisation.

Filter by date range: 7, 30, or 90 days.
See which QR codes are performing best and drill down into individual analytics.
Export a CSV summary (one row per QR code) or raw scan events for offline analysis.
Managers see only the QR codes in their accessible folders — useful for team-level reporting.

Single Sign-On (SAML 2.0)

Enterprise

SSO lets your team sign in with their corporate identity provider (Okta, Azure AD, Google Workspace, etc.) instead of maintaining separate qr-manager.ai credentials.

Go to Settings → Single Sign-On.
Copy your ACS URL and Entity ID into your IdP's application settings.
Paste the IdP metadata XML (or SSO URL, certificate, and Entity ID) back into the SSO form.
Enable JIT provisioning if you want new users created automatically on first login.
Test with one user before enforcing SSO for the whole org.

Note: JIT-provisioned users are assigned the Member role by default. Promote them from Org Admin → Members after their first login, or use SCIM to automate role assignment.

SCIM user provisioning

Enterprise

SCIM automates creating, updating, and deactivating user accounts when people join or leave your org. Requires SSO to be configured first.

Go to Settings → SCIM Provisioning.
Generate a SCIM token — copy it immediately.
In your IdP, configure SCIM 2.0 with Base URL https://qr-manager.ai/api/scim/v2/Users and the token as Bearer.
Test with a single user or group, then enable for all.

Warning: When a user is deprovisioned via SCIM their session is revoked immediately, but their QR codes remain active. Reassign or delete codes as needed.

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