Why access alone is not evidence
A latest link proves the document was available. It does not prove the affected operator actually reviewed WI-042 Rev D before the next run. For change-driven instructions, quality and supervision usually want three answers: who had to review it, who opened it, and who acknowledged it.
- Availability shows the file was current — acknowledgement shows who confirmed reading that revision
- Supports audit-heavy acknowledgement processes without pretending to be a training platform
- During incident investigations, acknowledgement records narrow root cause analysis
How audit mode works
In audit mode, the operator enters Operator ID + PIN before the document opens. RevQR keeps first authorized open separate from acknowledgement, so a supervisor can see the difference between "they accessed it" and "they acknowledged it" for the same revision.
- Operator enters ID + PIN on the QR landing page before the document opens
- First authorized open and acknowledgement are stored against the named operator and the resolved revision
- When a latest link resolves to a newly published revision, authentication and acknowledgement can be required again
Due dates and reader groups
When a new current revision goes live, due dates and reader groups turn follow-up into a manageable exception list. Instead of chasing the entire shift, supervisors can focus on the few people still pending or overdue.
- Set a due date per revision — e.g., required readers acknowledge by the published revision's due date
- Assign reader groups so only the relevant operators receive the acknowledgement requirement
- Overdue view lists pending operators with time since publish — no side spreadsheet required
What supervisors need to see
The acknowledgement view should make action obvious. For the current published revision, you want to see who is acknowledged, who is pending, who is overdue, and who opened the file but still did not acknowledge it.
- Per-document view: current revision, required readers, acknowledged, pending, overdue
- Reader-level detail on the current revision: first open, acknowledgement timestamp, and outstanding status
- Those records can be reviewed alongside your QMS or training records
When to use audit mode
Not every document needs named acknowledgement. Quick-reference sheets and low-risk station aids usually work fine with anonymous QR access. Reserve audit mode for process-critical, safety-sensitive, or audit-sensitive instructions where named acknowledgement adds real value.
- Anonymous mode: shared workstations, many scans, no named acknowledgement needed — fast and frictionless
- Audit mode: process-critical procedures, safety-sensitive instructions, and audit-sensitive changes
- Both modes work from the same QR link — switch per document, not per workstation