Calendar event QR — Delivery workflow

Worked example

Print the date, time and zone as text beside the code, name the file by event and version, and replace old codes when the date moves.

Rename the downloads from chatcument-qr.png, .svg or .webp to something like open-house-qr-v1.png, and keep a note with the exact fields: title, start, end, location and the time zone you meant. Use PNG for flyers made in a layout tool and SVG for a print shop that will scale it to a poster; avoid placing it in a document at a size under 3.4 cm wide for a full record.

Picture a library announcing a book fair on three posters and a handout. Print the weekday, date, time and zone as text near the code on every item, then add the code. When the same fair is repeated next year, build a new code and a new file name instead of editing the old one, so old printouts are never mistaken for the new event.

A common mistake is rescheduling an event and leaving the printed codes in circulation. A static code keeps importing the old time. Cover old codes with a corrected sticker, or print a clear line saying "Updated date: see notice board", and record which print run holds which version of the event.

Before releasing the files, send the PNG to two colleagues and ask each to scan it and read back the title and time shown in their calendar. Store the answers with the files; they double as proof that the record showed the right wall-clock time on the day you exported.

Event title + start and end

Calendar event payload

Treat the printed words as the master and the QR as a convenience that imports once.