QR Code Generator for Teams: Workspaces and Roles

Printed QR codes outlive the meeting where someone made them. A month later, a designer, a copywriter, an intern and a client may all need to touch the same code. Sharing one login is the fast way to start. It is also the way most teams get into trouble.

This page explains how KeptLink team workspaces work. You will see the four roles and what each one can do. You will see how agencies keep clients apart. You will also see how the plans compare with others.

Why teams need workspaces instead of shared logins

Many teams start with one account and one password. That works for a week. Then the problems show up.

• Sign-in checks stall everyone. If the account uses a two-step code, the code goes to one phone. Everyone else waits for that person.
• Nobody knows who has access. When a freelancer leaves, you have to change the password for all.
• Everyone has full rights. A person who only needs to look at scan numbers can also change a printed link.

Shared login	Team workspace
One password for everyone	Each person has their own login
Anyone with the password can change anything	Roles set what each person can do
Removing a person means changing the password for all	You remove one person and the rest keep working

A workspace is the shared place where your team keeps its links and QR codes. In KeptLink, each person joins a workspace by invitation. You choose a role when you send it. An invitation expires after 48 hours, and you can send it again.

When you do not need a team at all

Start by asking if you need a dynamic code. A dynamic code is a QR code whose link can change after you print it. A static code always opens the same link and cannot be edited.

If you print one link that will never change, and you do not need scan reports, a static code is enough. KeptLink’s free static generator does not need a team plan or any seats. Read static vs dynamic QR codes for the details, or make one with the URL QR code generator.

You need a team workspace when several people manage links that will change, or when other people need to see the results.

Roles: Owner, Admin, Editor and Viewer

A role is a set of rights. It decides what a person can see and do. KeptLink has four roles, and the rules are checked on the server each time someone makes a request. Hiding a button is not the only guard.

What the person can do	Owner	Admin	Editor	Viewer
See links and analytics	Yes	Yes	Yes	Yes
Create, edit, archive and delete links	Yes	Yes	Yes	No
Use bulk upload	Yes	Yes	Yes	No
Add and change custom domains	Yes	Yes	No	No
Invite people, change roles and remove people	Yes	Yes	No	No
Manage API keys	Yes	Yes	No	No
Add client workspaces	Yes	Yes	No	No
Manage billing	Yes	No	No	No
Transfer ownership or delete the workspace	Yes	No	No	No

A few rules keep this tidy:

• You can invite people as Admin, Editor or Viewer. The Owner role is passed on only by a transfer of ownership.
• You cannot give someone a higher role than your own.
• Nobody can change their own role.

Pick the role by the work

Think about the job, not the job title. Here are three common cases.

A conference team. The event manager is the Owner. An outside designer needs to create and update codes for badges and booth signs, so they are an Editor. A sponsor only wants scan totals, so they are a Viewer. The sponsor can check results all day and cannot touch the link.

A university communications office. Student workers help with orientation guides and event signs. Give the staff coordinators the Admin role, so they can invite and remove people. Give the student workers the Viewer role if they only need to look, or the Editor role if they build codes. Review the list at the start of each term.

A franchise brand. The marketing lead is the Owner. Store managers who only need scan numbers for their location can be Viewers. They cannot restyle a code, delete one, or change a domain.

app.keptlink.com

Client workspaces for agencies

An agency has a different problem. It needs to keep each client’s work apart. In KeptLink, you do this with client workspaces.

You have a top workspace for your agency. Under it, you add one workspace for each client. Each client workspace has its own links and its own analytics. You can invite the client as a Viewer, so they see results, or as an Editor, so they can also create and edit links. A client sees only their own workspace. They cannot see your agency workspace or the other clients.

Some details matter when you plan:

• Only one level exists. A client workspace cannot have its own client workspaces.
• Only an Owner or an Admin of the top workspace can add a client workspace.
• Your Owners and Admins are added as Admins in each new client workspace. Access is always listed on the Members page. Nothing is hidden or inherited.
• Access is per workspace. If you remove a person from your top workspace, you also need to remove them from each client’s Members page.

Say you run an 8-person agency with 15 clients. You need 16 workspaces, which is your top workspace plus 15 clients. That fits the 25 workspaces on Business, and it does not fit the 3 on Pro. Seats are counted as distinct people across the top workspace and all its client workspaces. Your 8 staff use 8 of the 10 Business seats. Plan for clients you invite, because they take a seat too.

If you are an agency, the agency page shows the full setup.

Branded domains for each workspace

A custom domain is your own web address for your links, like go.yourbrand.com. People see your name instead of a generic one.

In KeptLink, you add a domain to a workspace, and that workspace uses it for its short links and QR codes. An agency can give each client their own address. Only an Owner or an Admin can add and change domains. Editors and Viewers cannot.

Workspace	Example domain
Client A	go.clienta.com
Client B	scan.clientb.com

These are only examples. To set up a domain, you add two DNS records at the place where you manage the domain name. Then you select Verify. KeptLink also checks the records on its own every 10 minutes, and then gets the security certificate for the domain. The guide to custom domain setup walks through each step.

Plan the number you need. Pro includes 1 custom domain. Business includes 10. They are counted across your top workspace and all its client workspaces, so 10 domains do not mean 10 per client.

How multi-user plans compare

Seats are only part of the story. Compare people, workspaces and edit rights together. The prices below were taken from each company’s pricing page on 2026-10-17.

Plan	Price	Users	Workspaces and access
KeptLink Pro	$29/month, or $24/month billed annually	3	3 workspaces
KeptLink Business	$69/month, or $55/month billed annually	10	25 workspaces
Bitly Premium	$199/month	1	Group permissions are on Enterprise
Uniqode Plus	$99/month billed annually	3	No sub-organizations
Uniqode Business+	$399/month billed annually	5 or more	Sub-organizations
QR Code Generator PRO Professional	$49.99/month billed annually	5	Two access levels for the whole account

Bitly’s Core ($10/month billed annually), Growth ($29/month) and Premium ($199/month) plans each list one user. Bitly shows group permissions, user management and activity logs on custom-priced Enterprise plans. See Bitly’s pricing page.

Uniqode lists sub-organizations on Business+ or Enterprise. Sub-organizations are separate spaces for clients or teams. See Uniqode’s pricing page.

QR Code Generator PRO’s Professional plan includes 5 users and 250 dynamic codes. Its permissions are limited or extended for the whole account. No separate client workspaces are listed.

Before you choose any tool, ask three things:

1. Can every person who needs access get a seat?
2. Are there enough workspaces for each client?
3. Can a client read reports without being able to change links?

For KeptLink prices on all plans, see pricing.

Protecting printed codes from edits

A wrong link affects every printed item that uses the code. Packaging, flyers, signs and business cards are already in people’s hands. You cannot patch paper.

Roles are your main safeguard. Give the Editor role only to people who should change links. Give everyone else the Viewer role. A Viewer has no way to change a destination. Keep the Owner and Admin roles to a few trusted people.

KeptLink does not have a separate approval step or a lock on one link. So agree on the process within your team. A simple one looks like this:

1. Draft: build the code and the page it opens.
2. Proof: check the code in the print proof, and scan it with two phones.
3. Print: send the files to the printer.
4. After print: name one person who may edit that link, and tell the others it is off limits.

Edits do not reach scanners right away. A change normally goes live within about 1 to 2 minutes, so check the code again after you edit it.

Plan changes are a separate worry. Codes created on a paid plan keep redirecting after you cancel, unless they are blocked for safety or you delete them. Editing and the other paid features need a plan. Read do QR codes expire for what this means in practice.

Getting started

Begin with your team size, your client count and your domain needs.

Included	Starter	Pro	Business
Price	$10/month, or $8/month billed annually	$29/month, or $24/month billed annually	$69/month, or $55/month billed annually
Seats	1	3	10
Workspaces	1	3	25
Links	100	500	5,000
Custom domains	0	1	10

Starter is for one person. Pro suits a small team or a freelancer with a couple of clients. Business suits an agency or a larger team. The free trial has one seat and one workspace, so team features need a paid plan.

A setup order that works:

1. Create your account. You become the Owner of your workspace.
2. Add your custom domain if you use one, and set up its DNS records.
3. Invite your team from the Members page. Pick a role for each person.
4. If you are an agency, add a client workspace for each client. Invite the client as a Viewer or an Editor.

Before you move an existing campaign, write down its code type, its current link and where it was printed. A static code cannot be edited, so a printed static code stays as it is. For a new dynamic code, make the code once, then edit the destination as often as you need.

You can see every plan and its limits on the pricing page. For deeper reading, see dynamic QR codes and QR code tracking.