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Victorian Government QR Code Service FAQs

Frequently asked questions for businesses using Victorian Government QR Code Service.

Changes to restrictions in metropolitan Melbourne and regional Victoria

The Victorian Government has announced the further easing of COVID-19 restrictions from 11:59pm Thursday 17 June.

For a detailed overview of the changes, see the Table of Restrictions (PDF) at the bottom of the Statement from the Acting Premier

Summary

  • All workplaces are now required to undertake electronic record keeping using the Victorian Government QR Code Service through the Service Vic app. To find out more about the Victorian Government QR Code service go to QR code app and digital record keeping for contact tracing.

  • The information is stored in a secure repository for the Department of Health to access in the event of a COVID-19 outbreak.

  • The Department of Health will be in touch with them regarding next steps.

  • Venues must make reasonable efforts to ensure that visitors can use the free Victorian Government QR Code Service, even where a visitor cannot access the system on their own device for some reason (for example, they do not have a mobile phone).

    This could include assisting visitors to check in electronically using Kiosk check-in. In exceptional circumstances where such an approach is not practicable or where there is a technical access issue, an alternative record-keeping approach (including pen and paper) must be used as a last resort back-up.

  • No. The service is free, including QR code posters sent to businesses.

  • No. It is mandatory for customer-facing industries to use the free Victorian Government QR Code Service. The list of the industries can be found at Checking in with QR Codes.

    Venues and facilities currently using a Victorian Government Application Programming Interface (API) linked digital record keeping system must switch to the Victorian Government QR Service. For instructions on how to switch, please go to QR code app and digital record keeping for contact tracing.

  • After entering all the required information about their business or venue on the registration page, their QR code poster(s) will be sent to the email address they nominated. This can take up to 15 minutes.

  • Their unique QR code poster(s) will come as separate downloadable PDFs, which they can print out in black and white or colour. Make sure they display posters at the entrance to a venue or space so that people can check in before entering. Posters should also be displayed in prominent places within the location/s they will be used.

    If they have multiple venues, the right posters must be displayed for each site. It is a good idea to test the print quality of each poster before they display it. They could laminate the posters or printing onto cards to make them last longer.

  • Yes. Businesses or venues should direct customers or visitors to the QR code poster and encourage them to register their attendance using that method.

    The business record keeping requirement applies to anyone attending a facility. This might include staff, customers, maintenance and delivery workers. 

  • If a person required to register their attendance is unable to scan the QR for any reason, a business may like to consider one of the following:

    • Ask the person to visit Service Victoria, How to check-in and follow the instructions.
    • Offer to scan the QR code on their own device (e.g. tablet or smartphone) and enter in the person’s first name and contact number on their behalf. We recommend not handling another person’s device.
    • Make a service available for people to use (like an iPad), or provide a pen and paper for manual record keeping if electronic record keeping is temporarily unavailable. We have a record keeping template they can use to write down customer details. They must keep these records for 28 days.

  • Businesses can suggest that customers download the Victorian Government’s Service Victoria app, which is available in app stores. This way, they can store their details to save having to re-enter their name and number every time they visit a business or venue which is required to use a Victorian Government issued QR code.

  • Posters can be printed in black and white or colour. Make sure they check the print quality of their poster(s) before displaying by scanning with their own device. They could consider laminating the posters or printing on cards to make them last longer. Posters should be available so that people can check in on entry to a venue. Consider displaying multiple posters at the door or on tables and asking customers to check in when they sit down.

  • They should place posters in obvious positions at the location, store, or venue that they apply to.

    Posters must be visible to all customers or visitors.

    If they are using a digital display, it must have a continuous power supply (i.e. not be a battery-operated display screen).

  • Share the need for record keeping with every person that attends your business/venue. These records will help with any future contact tracing that may be necessary in slowing the spread of COVID-19) and businesses are required to keep records of every person that attends the venue.

    Businesses or venues should explain how to scan the QR code, via a smartphone camera or QR code scanner app.

    Be prepared to help those who may be unfamiliar with QR code technology. If a customer or guest needs help, remember to remain COVIDSafe.

    If someone cannot register their own attendance via QR code, offer Kiosk check-in. Providing a pen and paper for manual recording keeping is okay if electronic record keeping is temporarily unavailable – for example, an internet outage.

    Include their first name, family name, phone number, time and date of visit and retain for 28 days. We have a record keeping template they can use to write down customer details.

  • All businesses must have a COVIDSafe plan for onsite operations.

    The primary contact details they provide must include a mobile number that is easily reachable.

    They can learn more about Creating a COVIDSafe workplace or they can contact us about coronavirus (COVID-19).

    To keep their business or event location COVIDSafe, they must:

    • keep 1.5 metres distance from others wherever possible
    • carry a face mask unless you have a lawful reason not to
    • practise good hygiene
    • keep good records and act quickly if staff become unwell
    • avoid interactions in close spaces
    • create workforce bubbles if it's a business

Reviewed 18 June 2021

Coronavirus Victoria

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If you suspect you may have COVID-19 call the dedicated hotline – open 24 hours, 7 days.

Please keep Triple Zero (000) for emergencies only.

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