# Creating a Consent Request Link with QR Code The HIVO platform allows you to create professional consent forms to manage image usage rights. This guide covers the end-to-end process, including new privacy protections and Facial Recognition Technology (FRT) options. ### Getting Started To begin creating a new consent request link: * Access: From the main navigation bar, select Recognition. * Initiate: Click the "Consent Request Link" button. You will be redirected to the "Consent Request with Recognition" management page.
* Create: Click the "Create Link" button to start the step-by-step process of creating a Consent Request Link with a QR Code.
## How to create and configure a Consent Request Link with a QR code ### 🔹 Step 1: Set up basic details Enter a **Name** for the request link and select at least **one collection**. Consent approvals will automatically apply to assets within the selected collections. ⚠️ People submitting consent may assume it only applies during the event.\ Be clear about how the consent will be used and select only the appropriate collections.
### 🔹 Step 2: Configure link availability * **Start & End Time:** Defaults to the current time and ends tomorrow. Select "Never" for ongoing event usage. * **Max Entries:** Set the expected number of submissions for your use case. * **Notifications:** Admins receive notifications per submission by default; this can be toggled at any time. * **Optionally include a brief introduction** to your guests when visiting the Consent Request Link. * Optionally "**Set resulting Consent Record as the default for the Recognition Profile"** enabled: * Each Recognition Profile (Face) can have only one consent record set as the default at any given time. * When you enable this option in the QR code, any response submitted via that link will automatically set this new consent record as the "Default" status for that individual's face in the system
### 🔹 Step 3: Configure consent settings * Set the usage terms and consent expiration you’d like to appear in the Consent Request form. * Optionally allow recipients to: * Allow recipients to **select usage terms:** When this option is enabled, recipients can **choose how their consent will be used** from a list of predefined usage terms. Instead of applying a fixed usage scope, you allow individuals to: * Select specific purposes (e.g. marketing, internal use, social media, etc.) * Have more control over how their content is used * Allow recipients to **set expiration preferences:** When this option is enabled, recipients can decide how long their consent remains valid. Instead of a fixed expiration date, users can: * Choose a duration (e.g. 30 days, 6 months, 1 year) * Or define their own preferred timeframe (depending on configuration)
### 🔹 Step 4: Privacy & Advanced Options You can now configure additional options to give recipients more control and flexibility: #### 1. Allow recipient to remain anonymous This option allows recipients to remain anonymous when filling out information on a shared Consent link. By remaining anonymous, the user has their privacy protected by limiting the collection of their personal identifying information, while still enabling secure tracking and administration of the consent submission within the platform. * To use this settings, tick on the ***“Allow recipient to remain anonymous”*** option when creating/editing a Consent approval form:
* When this setting is used on a Consent approval form, recipients can opt out of providing information on the first step:
* If a recipient of the link submits the form while remaining anonymous, a Recognition profile will still be created on HIVO, but the profile will be labelled with a unique anonymous ID instead of a name, and a “remain anonymous” metadata entry will be attached to the profile:
#### 2. Allow recipient to skip photo capture This feature allows recipients to proceed through the consent flow without taking or uploading a photo. It provides greater flexibility for privacy-conscious users and supports use cases where photo capture is unnecessary, unavailable, or not appropriate. * To enable this setting, tick on the ***“Allow recipient to skip photo capture”*** option when creating/editing a Consent approval form:
* When enabled, an option appears below the photo capture that allows recipients to skip the capture, instead opting for their consent to be processed without the use of a supplied photo: * **Match profile using ID only:** This will require manual matching of the profile. * **Use photo to match appearances:** This will still require manual matching by an account administrator.
* If this is not selected, users will be required to take a photo (and the two options mentioned above will not be available).
#### 3. Allow recipient to opt in or out of the use of facial recognition technology This feature allows individuals to choose whether they opt in/out of the use of Facial Recognition Technology (FRT) on the photo submitted in the photo capture step. * To enable opt in/opt out, tick on the following option when creating/editing a Consent approval form.
* When this setting is enabled, an opt in/opt out choice is available after a photo is submitted on the photo capture step:
* If the user opts in, a vector of the identified person in the photo is generated upon submission of the form, which can then be used to identify the person in new and existing assets uploaded to the HIVO library. * If the user opts out, the photo will be submitted along with the consent form, but no vector of the identified person will be generated. The Recognition profile created for the consent submission will have the Recognition setting turned off, as well as a metadata entry “frt opt out” added.
### 🔹 Step 5: QR Code Design * Configure the look of the QR code. Optionally include a logo or image from your library. * *Note: Select appropriate colours that ensures QR code readability.*
### 🔹 Step 6: Submit & Share * Click **SUBMIT** to finalise and create the Consent Request Link. * Once created, the consent request link is generated where you can now share the link or simply download the QR code image.
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