QR codes in guest rooms: how to make them useful for guests
Practical tips on placing and designing QR codes in rooms so guests actually use them.
Why QR codes in the room
QR codes save staff time and improve guest experience. Instead of calling reception or searching for information, a guest can scan the code and get an answer right away. This works for Wi-Fi information, breakfast orders, housekeeping requests, and information about local attractions.
But a QR code that no one scans is just a black square on the wall. The guest must notice it, understand why it's needed, and want to use it.
Placement: visible but not intrusive
First problem: the guest doesn't see the QR code. Second problem: they see it but don't understand what it is.
Place the main QR code at eye level when the guest enters the room or sits on the bed. Good locations:
- On the wall near the entrance, next to an information sign
- On the desk next to the phone or remote control
- On the bedside table door
- On the bathroom mirror (for information about amenities, housekeeping requests)
Additional codes can be placed near specific objects. For example, a QR code for air conditioner control on the air conditioner itself, or a breakfast order QR code on the room desk.
Avoid placing codes on the floor, ceiling, behind furniture, or in places where the code might be covered by curtains, towels, or other items.
Design: add context
A black square without a label might be mistaken for a printing defect or error. Always add text next to the code.
Example labels:
- "Scan to order breakfast"
- "Room information and services"
- "Request housekeeping"
- "Question about your room? Contact us"
- "Wi-Fi and password"
The text should be in the language of most of your guests, or preferably in two languages. The font should be clear and the size large enough to read from one and a half meters away.
Add a visual symbol next to the text: a phone for service requests, a cup for breakfast, a question mark for information. This helps the guest understand the code's purpose even if they don't read the language.
Size matters
A QR code that's too small is hard to scan. Minimum size: 4 by 4 centimeters. Better 5 by 5 or 6 by 6 centimeters, especially if the code is more than one meter away.
Test scanning from the distance at which the guest will scan it. Use several phones of different models and different scanning apps. Some older smartphones scan more slowly.
Contrast and print quality
A black code on a white background scans best. If you want to fit the code into the room design, make sure the contrast is sufficient.
Check these options:
- Black code on white background
- Black code on light gray background
- Dark code on light background
Avoid light code on light background, dark on dark. Don't print the code on a photo or complex background.
Print with a quality printer. A blurry, streaked, or smudged code won't scan. If printing on plastic or glass, use special inks that don't fade in sunlight.
What should open after scanning
This is critical. The guest scanned the code and needs to get a result within two seconds. If the page loads slowly, the code doesn't work, or leads to wrong information, the guest won't scan codes in your hotel again.
Check:
- The link works on mobile internet and hotel Wi-Fi
- The page loads in two to three seconds
- Content is readable on a smartphone screen (doesn't require zooming or horizontal scrolling)
- Information is current and complete
- If it's an order form, it's simple and quick (no more than three fields)
For codes that lead to support chat, make sure staff responds within two minutes. If the guest writes and there's no response for half an hour, they'll be disappointed.
Where not to place QR codes
Don't put codes in visible places if they lead to broken links, outdated information, or complex forms. This is worse than not having a code at all.
Don't place codes where they're easily damaged: on door handles, on the floor, near the bathroom sink.
Don't use the same code for different purposes. The guest scanned a code expecting Wi-Fi information but got a breakfast order form. This creates confusion.
Staff training
Staff should know which QR codes are in the room and what they're for. When a guest asks how to order breakfast, the employee should say:
"You can scan the QR code on the desk in your room or call us at 101."
This reminds the guest about the code and shows that staff knows about it and supports its use.
Testing and updates
After placing the codes, ask a few guests to scan them and give you feedback. Ask:
- Did you notice the QR code in your room?
- Did you understand what it was for?
- If you scanned it, did everything work?
Check the links once a month. Make sure they still work, the information is current, and the server hasn't gone down.
If a code isn't being used, check: maybe it's not visible, the text is unclear, or the information on the page isn't useful.
Practical checklist
- Code is placed at eye level, in a place where the guest will definitely notice it
- Text next to the code explains its purpose in the guests' language
- Code size is at least 5 by 5 centimeters
- Contrast is sufficient for scanning
- Print quality is good, with no blurring or streaks
- Link is tested on several smartphones
- Page loads quickly and is readable on mobile
- Information is current and useful
- Staff knows about the codes and mentions them to guests
- Codes are checked once a month
QR codes work when they solve a specific guest problem and work reliably. If a code leads to a broken page or useless information, it's better not to place it.
If you use chat for guest support, remember that QR codes in rooms are usually scanned in the first hour after check-in, when guests have questions. Make sure someone is answering messages at that time. Xplai can help: it's an AI assistant for hotels and apartments that responds to guests in their language and passes requests to staff as tasks.
