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Ethan Widen edited this page Jun 13, 2026 · 1 revision

Teams

Teams let you group QR codes under a shared organization so multiple people can manage them together.

What Is a Team?

A team is an organization or group that owns one or more QR codes. Teams can be:

  • Public — visible to all admin users
  • Private — only visible to team members and admins

Each team has:

  • A name and optional description
  • A city association
  • Optional prefill messages (which can be locked to prevent member edits)
  • A list of member users with roles (Admin or Member)

How Teams Are Created

Automatically (via WooCommerce)

When a customer purchases a tree product and enters a team/organization name (instead of selecting "Individual"), the plugin automatically creates a team with that name and assigns the QR codes to it. If a team with that name already exists, the QR codes are added to it.

For individual purchases, a private personal team is created for that buyer.

Manually (via Admin)

  1. Go to QR Tracker → Teams.
  2. Click Add New Team.
  3. Fill in the team name, description, city, and privacy setting.
  4. Save.

Team Roles

Role Permissions
Admin Full access to the team — edit settings, manage members, update QR codes
Member Can view and update team QR codes but cannot change team settings or membership

Managing Team Members

From QR Tracker → Teams, click a team to open it. You can:

  • Add WordPress users as admins or members
  • Remove users from the team
  • View current member list

Prefill Messages

Teams can set a prefill message that auto-populates the message fields for QR codes in the team. Optionally, you can lock the prefill to prevent members from overriding it on individual QR codes.

Team Management Link

Non-admin team members (and purchasers who aren't WordPress users) access their team via a management link — a signed URL sent in the welcome email or access approval notification. The link:

  • Does not require a WordPress account to follow
  • Prompts the user to log in or create an account if needed
  • If the user has no team access, shows a form to request access

Access Request Workflow

When someone follows a management link but doesn't have access to the team:

  1. They click Request Access on the management page.
  2. An email is sent to users with the qr_tracker_review_qr_access_requests capability.
  3. The reviewer can Approve or Deny the request.
  4. The requester is notified by email of the outcome.
  5. If approved, the user is added as a Member of the team.

Team Statistics

Each team page shows:

  • Total number of QR codes in the team
  • Aggregate scan counts
  • Links to individual QR code reports

Deleting a Team

Deleting a team does not delete the QR codes — it only removes the team association. QR codes become unassigned and remain in the system.

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