QR codes: create, customise and export costume labels

What a DanceVault QR code does

Each saved costume can receive its own QR code. Scanning the code opens the correct costume immediately, so your team does not need to search by name or location. Existing QR codes remain valid when you change or reprint a label.

Open the QR label studio

1. Go to Inventory.

2. Select one or more costumes.

3. Click Print QR labels.

DanceVault prepares the QR codes automatically. You can use the studio for a single costume or for a large selection, such as 100 labels at once.

Choose a layout

Start with one of the ready-made layouts: Compact, Standard, With photo or One per page. You can then customise the result to match your labels and printer.

Available layout settings include:

• Paper size: A4 or A5

• Portrait or landscape orientation

• Custom label width and height in millimetres

• Number of labels per page

• QR-code size and position: left, top or right

• Image position: before or after the information

• Text size and label border

Choose which information appears

You decide which details are shown on every label:

• Costume name

• Photo

• Size and colour

• Storage location

• Costume type

• Age group

• Inventory number

The preview updates as you change the settings, so you can check the layout before exporting.

Export labels in bulk

You can export the selected labels in several formats:

• PDF for printing or sharing

• PNG files in a ZIP archive

• SVG files in a ZIP archive

DanceVault shows the progress while a bulk export is being prepared. Large selections are automatically divided across the required number of pages. For example, 100 labels with 12 labels per page produce 9 pages.

Print with a label printer

Enable One label per PDF page (label printer) when your printer expects a separate page for every label. Enter the exact width and height of your physical label. The exported PDF will use those dimensions as its page size, so each costume label is sent to the printer separately.

For the best result, check the printer dialog and select 100% or Actual size. Disable options such as Fit to page unless your printer requires them.

Scan a code

Use the QR scanner in DanceVault or your phone camera. After opening the link, sign in if needed. Your access rights determine whether you can only view the costume or also edit it.

Recommended labeling

• Use one code per costume record, not per individual piece.

• Place a second copy on the storage box or rack when helpful.

• Protect paper labels with a sleeve or laminate.

• Keep the printed costume name or inventory number visible as a fallback.

• Test one label before printing a large batch.

If a code does not work

Check that the costume still exists and that the code is readable. Reprint a damaged label from the costume page or QR label studio. If the page opens but a user cannot edit it, review that person's role under Settings → Team/Roles.