Forum Discussion
Integrate QR or Barcodes into Excel for Ongoing Data Entry into a Single Row?
As we continue to streamline data collection processes, I’m exploring whether it’s possible to use QR codes or barcodes to simplify and automate Excel-based data entry. Specifically, I’m curious if there’s a method that allows multiple scans—each representing a different datapoint—to populate and update a single row over time, rather than creating new rows for each scan.
This would be especially useful in scenarios like tracking lab testing, equipment checkouts, or multi-stage workflows where data accumulates progressively. Has anyone implemented a system like this using Exce or any other tools? What hardware or software integrations (e.g., barcode scanners, mobile apps, Excel add-ins) have worked best for you?
4 Replies
Integrate QR or Barcodes into Excel for Ongoing Data Entry (No Code Needed)
Content:
You can use QR or barcode scanners in Excel without any coding. Here’s a simple setup:
✅ How It Works
- Use a scanner that behaves like a keyboard (USB or Bluetooth).
- Scan the item’s ID first to select the row.
- Move the cursor across columns and scan data points one-by-one. Excel enters scanned data into the active cell.✅ Excel Sheet Setup Tips
- Format your sheet as a Table.
- Freeze the top row for clarity.
- Apply filters or conditional formatting to highlight current row.
- Train users to scan the ID first, then fill in fields by scanning in order.
- Optionally, use one input cell and encode data as “ID | Field | Value”.✅ Recommended QR Code Generators (No Scan Limits)
- QR Code Generator
- QRCode Monkey
- Scanova
- QR Code Maker by Simple Design Ltd
- Zint Barcode Studio (Offline)✅ Hardware & App Options
- USB or Bluetooth scanners: Zebra, Honeywell, or generic
- Mobile apps work too if hardware scanners aren't available⚠️ Limitations
- Manual navigation between cells required (unless using formulas or VBA).
- Works best when data is scanned in a consistent order.I'm happy to share an Excel example that uses formulas to automatically route data.
Thank you for your insight! I understand why this method would not work in equipment checkout scenarios, as we would lose chain of custody.
However, another use case is that I'm looking to collect data over time—specifically, when a test is completed on a sample and the results are recorded. I’d like to use a prebuilt column for each test, and instead of overwriting previous data, I want to append new information and results to the same row for each sample. In this use case, I am trying to assign a single row to a sample, and utilize a barcode or QR code to return to that row for data entry.
I still would recommend a new row for each new set of data. To add columns for an indeterminate number of tests would be to create a set of data harder to summarize. This might be different if you know that you're always going to have precisely NNN tests and results, but even then, I will submit that a single row per test result (within any given compound or product that is being tested) will be far more conducive to reliable summaries. You just need to make sure to have unique identifying codes for each compound or product (whatever the entity is that's being tested).
And -- as someone who's also worked in connection with quality control of pharmaceutical products -- there's always going to be a time when an anomalous result or two will need to be investigated: "what were we doing differently THAT time?" This kind of investigation would be easy with a record that notes date and time. As noted before, it would also take advantage of Excel's marvelous abilities to analyze data at the macro- as well as at the micro-level.
The question of barcode or QR code is a separate question. I've never worked with those, but would be totally surprised if that's not been resolved. I'd ask my suppliers of lab equipment to find that solution, My expertise is more in database design, and that's where I'm coming from with my recommendation.
Let me respond solely on the question of whether "there’s a method that allows multiple scans—each representing a different datapoint—to populate and update a single row over time, rather than creating new rows for each scan?" and respond by saying that, IMHO, that would be a terrible solution even if possible.
Why? Because, based on experience as the director of a major corporation's database on one set of transactions -- checking in, checking out, moving things around, new locations, whatever -- you will want to be able to recreate history. Not always. But sometimes. And tracking current status by simply updating a single row--new location, new aisle, new shelf, whatever--totally eliminates the ability to track history, while not gaining anything.
Tracking changes in location, or whatever, by entering date (and, if such level of granularity is needed, time) allows you at any time to create a "snapshot" of where that equipment is or was at the designated point in time. And it can provide history when needed.
In short, you'd be far better off creating a transactional database recording each movement, each change of status or workflow, with a new row...and using that history of changes to get your snapshot of current OR past status on an ad hoc basis as needed.
