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A Collection is a group of Items that share the same set of fields, the same page design, and the same rule for how new Links get created. A Collection is more than a folder. Putting Items in the same Collection is what makes them share a structure — add a “Service Hours” field to the Collection and every Item in it has that field. That shared structure is the point; the grouping is a side effect. Every Item belongs to exactly one Collection. An Item cannot exist without one, which is why creating a Collection is the first thing you do in QRtub.

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What a Collection owns

Five things are set once on the Collection and then apply to every Item inside it: Two of these are defaults rather than rules: scan behavior and field default values can be overridden on an individual Item. The field schema, the link-generation rule and the page template apply Collection-wide.

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What sits outside a Collection

Links live at the team level, not inside a Collection. A Link can be created, printed and deployed before any Item exists, and later assigned to an Item in any Collection on the team. That separation is what makes the print-first workflow possible — and it is also why deleting a Collection does not destroy its Links. Teams own Collections. A Collection belongs to one team, and everything team-scoped — members, billing, reserved numbered link patterns — is shared across all of that team’s Collections.

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Typical Collections

  • Heavy Equipment — fields for serial number, make, model, service hours, site
  • Meeting Rooms — room number, floor, capacity, AV equipment
  • Fire Safety Equipment — type, location, inspection due, certification number
Splitting by Item type rather than by site or client is usually right: Items in one Collection have to make sense sharing one set of fields and one page design.