Zensai Scanner Administrator Guide

Introduction

This guide covers two tasks performed by an LMS admin:

Configure the Scanner. Enable the Scanner per environment, set access rules, apply branding, and manage signing secrets in Automation Center.
Generate QR codes. Produce QR codes and shareable links for users and certificates from the Scanner Admin page.

In some organizations, the same person performs both tasks; in others, tasks are handled by different LMS admins.

Configure the Scanner in the Automation Center

All configuration is done in the Automation Center > Scanner. Changes take effect for all users of that environment immediately (some values are cached for up to 30 minutes on the scanner side).

Prerequisites

An active Automation Center license for the tenant.
The LMS admin role in the Learn365 environment you want to configure.

Settings page

Go to the Automation Center > Scanner > Settings. The Settings page opens.

General

Enable scanner. Set this toggle to Enabled to switch the feature on for this environment. When set to Disabled, disabled, anyone opening a scanner link sees a "not currently active" message.

Access

Access mode. The toggles here control who can see scanner results.

Public - anyone with the link can verify. With this radio button selected, anyone who has the URL can view the result and no sign-in is required. This is the default and recommended setting for most use cases, such as event badge scanning or open certificate verification.
Private - requires authentication. Viewers must sign in with their Microsoft organizational account before the result is shown. Select this radio button if results should be accessible only to authenticated members of your organization.

Link format. The toggles here control how user and certificate IDs are embedded in URLs. This option is available only in private mode.

Token - embed encrypted ID in URL (recommended). With this radio button selected, the user or certificate ID is signed with the active secret and embedded as an encrypted token. The URL doesn't expose the raw ID and cannot be forged. Deleting the signing secret invalidates all links it signed.
Direct - use ID directly. Select this radio button to place the raw object ID in the URL as a plain query parameter. This method is simpler, but links remain valid indefinitely regardless of secret rotation.

The settings page shows a live preview of the URLs generated in each mode.

Branding

App title. Enter the title you want to show in the browser tab and page header. The default is Zensai Scanner.

Logo image URL. Enter or paste the URL of a logo image you want to display in the header. This must be publicly accessible (HTTPS). The default is the Zensai icon.

Stylesheet URL. Enter or paste the URL of a CSS stylesheet you want to apply to the scanner page. This allows for full visual customization. This must be publicly accessible (HTTPS).

Controller message. Enter a text message you want to show in the certificate view under the "Information for Controller" heading. This is intended for the controller; the person who is verifying the certificate, who may be from another organization, for example, the event organizer or compliance auditor. Use this field to provide any instructions they need.

Display settings

The checkboxes here control the sections and fields that open on the scanner page. All options are enabled by default.

User view

Show user profile section. Displays the Profile section with the learner's personal details.
Show certificates list. Displays the Certificates section.
Show skills list. Displays the Skills section.

Certificate view

Show course description. Displays the course description below the title.
Show certificate PDF download. Displays an inline PDF preview and download link.

User fields (these apply to learner information in both the user view and certificate view)

Show name. Display name.
Show email. Email address.
Show job title. Job title.
Show city. City.
Show country. Country.

Result filtering

By default, the scanner shows all certificates and skills for a user. You can restrict results to specific dimensions. When any filter is set, only items matching all selected dimensions are shown; items with no category or tag assignment are hidden.

Certificate course categories. Applies to the Certificates section.
Certificate course tags. Applies to the Certificates section.
Skill categories. Applies to the Skills section.

Leave all pickers empty to show everything.

Select Save.

Secrets page

Go to the Automation Center > Scanner > Secrets. The Secrets page opens.

Secrets are only relevant when Link format is set to Token. Each QR code generated in Token format is signed with the currently active secret. The scanner validates incoming tokens against any non-deleted secret, so old links remain valid after a rotation until you explicitly delete the old secret.

Secret management

The Active secret is shown here.

Rotate secret. Generate a new, random signing secret. The secret becomes active immediately. The previous secret moves to the Secret history section at the bottom of the page. Existing QR codes keep working until the previous secret is deleted.

Use custom secret. Enable this toggle if you want to enter your own Custom secret value instead, then select Set custom secret to generate it.

Secret history

This section shows historical secrets.

Restore. Reactivates a previous secret. The previously active secret moves to the Secret history section.

Delete. Permanently removes a secret and invalidates all links it signed.

IMPORTANT

Deleting a secret permanently invalidates all QR codes and links that were signed with it. This action can't be undone.

The secret key value of the active secret is shown in full so it can be used in other systems that call the scanner's QR generation API directly, for example the Certificate Builder.

Generate QR codes on the Scanner Admin page

QR codes are generated from the scanner's own admin page, which is separate from Automation Center. The admin page is available at https://compliance.365.systems/scanner/Admin

Access the Generate QR Code page

The Generate QR Code page is typically reached by navigating to your organization's scanner URL and appending /Admin, or through a link provided by another LMS admin. You will be prompted to sign in with your Microsoft organizational account if you are not already authenticated.

You must have the LMS admin role in Learn365 for the relevant environment. If your account doesn't have this role, you will be redirected to an access denied page.

If your organization has multiple Learn365 environments, a tab bar at the top of the page lets you switch between them. Environments that have not been enabled in Automation Center settings are grayed out and can't be selected.

Generate a QR code for a user

1. Select the For a User tab. This is the default.

2. In the Search by name or email field, enter the first few characters of a learner's name or email address. A drop-down list of matching users opens.

3. Select the required user from the list. The search field clears and the QR code is generated immediately. The QR code image is displayed along with a text field showing the full URL. You can:

Download PNG. Saves a raster image of the QR code.
Download SVG. Saves a vector image, better for print.
Copy URL. Copies the direct link to the clipboard so you can share it without a QR image.

Generate a QR code for a certificate

1. Select the For a Certificate tab.

2. In the Find user field, search for and select the learner. The Search by course title field opens below.

3. Search for and select the certificate. Once selected, both search fields clear and the QR code is generated immediately.

The output is the same as for a user QR code: PNG, SVG, and a URL you can copy.

Distribute QR codes

There is no single required method. Common approaches include:

Print on a badge or certificate. Embed the PNG or SVG in a Word or PDF template.
Include in email. Attach the PNG or paste the URL as a hyperlink.
Display on screen. Use the PNG in a slide or digital display at an event.
Share the URL directly. The URL itself works as a verification link without the QR image.

Troubleshoot

This section gives information about what might cause links to stop working, together with solutions.

The Enable scanner toggle was disabled in the Automation Center > Scanner > Settings.
Set the toggle to enabled..
The signing secret was deleted.
Generate new QR codes with the current active secret.
The user was removed from Learn365.
The scanner will show the following message: "The specified user could not be found".
The organization's Automation Center license has lapsed.
Contact Zensai Product Support. For more information, see this article.

Self-service QR codes on the My QR Code page

In addition to admin-generated QR codes, employees can generate their own personal QR code by signing in to the scanner directly.

How it works

Any employee can navigate to the scanner's /Me page, sign in with their Microsoft organizational account, and immediately see their own QR code. The code is equivalent to one generated from the Admin page; it encodes the same scanner URL in the same Token or Direct format configured in Automation Center Settings.

No admin action required. Employees access the page independently.
Guest accounts are blocked. Only members of the organization's own tenant can use this page. Users who have been invited as guests from another organization are not permitted.
Signing secret is auto-provisioned. If Token mode is configured and no active signing secret exists, one is generated automatically the first time any user visits /Me. This is the same behavior as the Admin page.

Configuration

No separate configuration is required. The My QR Code page uses the same settings as the admin-generated codes:

Access mode and link format. Go to the Automation Center > Scanner > Settings.
Branding (app title, logo, custom stylesheet). Applied to the /Me page in the same way as the Scanner index page.
Signing secrets. Shared with admin-generated Token-format codes.

Direct employees to the page

Share the /Me URL with employees. The typical format is: https://compliance.365.systems/scanner/Me

Remember to replace the host with your organization's regional scanner URL, if applicable.

Employees can bookmark the URL or use the Add to Home Screen feature on their phone to create a one-tap shortcut. Sessions persist for up to 90 days before re-authentication is required.

Where to find more information