How to Create a Virtual Meeting Background with a QR Code Using Canva and QRCodeChimp

Remote work and virtual meetings are no longer the exception; they’re the everyday norm. In 2025, 32.6 million Americans (22% of the U.S. workforce) work remotely, and 83% of employees globally say hybrid work is ideal for balancing flexibility with collaboration.

In this environment, virtual backgrounds are more than just aesthetics. They’re your digital real estate for branding and engagement. And by embedding a QR code into your custom backdrop, you can instantly bridge the gap between conversation and action. 

In this article, we’ll explore how to design a virtual meeting background with a QR code using tools like Canva and QRCodeChimp, which will help you create a professional and interactive experience.

Here’s what you need to get started 

A stunning, professional-looking virtual meeting background with a QR code helps you make a solid first impression in your professional space. 

Below are the two user-friendly tools you need to create one. 

Canva: Widely known for its ease of use and plenty of eye-catching templates, the platform enables you to design visually appealing backgrounds for your virtual meetings. 

QRCodeChimp: A leading QR code generator, this platform is trusted by global brands for its advanced QR code functionality, beginner-friendly interface, and highly affordable user plans. QRCodeChimp enables you to create custom QR codes that can be easily embedded in your virtual meeting background. You can even customize the codes to align with your brand logo and personality, turning your background into a scannable branding tool. 

Steps to create a virtual meeting background with a QR code

Here’s your step-by-step guide to creating a QR code-embedded virtual meeting background. 

Step 1: Log in to qrcodechimp.com and head over to the Solutions page. 

Step 2: Create your QR code

Select the QR code solution of your choice, for example, a digital business card. 

Explore our comprehensive guide to digital business cards for detailed steps on creation. 

You may also use an existing QR code from the saved list on your dashboard. 

🤓 Best tip! Add your brand logo at the center of the QR code to boost brand recognition and build more trust.

Step 3: Download your QR code

Once you have saved your digital business card, download the QR code from the dashboard. It is recommended to download the QR code in a PNG file format (suited for Canva designs) and a 1024px QR size. 

Step 4: Now, design your virtual background on Canva

Here’s your quick guide to designing on Canva:

4.1: Sign in to your Canva account. Sign up if you don’t already have one. 

4.2: Click on ‘Create’ at the top of the left-hand navigation bar. 

4.3: Type ‘virtual meeting background’ in the search bar, and you’ll see various options, including ‘Zoom Virtual Background’ and Google Meet Video Background.’ Select the one you need. 

4.4: Now, on the Design tab, you’ll find a wide array of background templates and styles on the left-hand side. Pick a template of your choice. 

4.5: Edit the background. You can add various design elements to make your professional virtual background visually engaging. 

Step 5: Upload the QR code 

Once your background design is ready, you can upload the downloaded QR code onto your design. To upload, you need to:

5.1: Click on ‘Uploads’ on the left-hand navigation bar. 

5.2: Then select ‘Upload files’ and select the QR code you downloaded. The QR image will appear below ‘Images,’ ready for uploading. 

5.3: Drag and drop the code onto your design. Size and position the QR code appropriately, ensuring it blends perfectly with the background. 

🤩 Pro tip! If you have a dark-colored or dark-themed background, it’s better to use a white QR code (with a transparent background) instead. White QR codes stand out on dark backgrounds.

Step 6: Download your Canva design

Click on ‘Share’ at the top-right corner, select ‘Download,’ select file type and size, and finally download the design. 

Your virtual meeting background with a QR code is ready for use. 

Step 7: Now, upload your virtual background to any meeting platform you choose—Google Meet, Zoom, or Microsoft Teams. 

For example, let’s walk through the simple steps to uploading your virtual meeting background on Google Meet.

7.1: Join or start a meeting on Google Meet. 

7.2: Navigate to the center of your screen, and you’ll see a “Backgrounds and effects” icon. Select it. 

7.3: Now, under “Blur and personal backgrounds,” you’ll see an icon for “Add your own personal background.” Click on the icon and then select your downloaded virtual background from File Downloads. 

Voila! Your custom background with a branded QR code is now uploaded to your meeting platform. 

Best practices for incorporating QR codes into your Canva design

📌 Position the QR code correctly, ensuring it is visible and doesn’t interfere with your face or the background elements. 

📌 Ensure the QR code is optimally sized to maintain scannability, even when it’s reduced in size on-screen during a video call. The following are the recommended QR code sizes for different platforms: 

• Zoom (at least 5 x 5 cm or 2 x 2 inches on-screen)
• Google Meet (3.8 x 3.8 cm or 1.5 x 1.5 inches on-screen)
• Microsoft Teams (4.5 x 4.5 cm or 1.75 x 1.75 inches on-screen)

📌 Ensure high color contrast between the QR code and its background for better readability. Avoid patterns or gradients for the background. Consider creating a white QR code with a transparent background for a dark-themed meeting background. 

📌 Always use a high-resolution format, such as PNG or SVG, for the QR codes. It is recommended to use the PNG format for Canva designs. 

📌 Avoid over-customizing or over-styling the QR code, as it could impact its scannability.

📌 Add clear, compelling CTAs like “Visit My Portfolio” or “Scan to Connect” near the QR code to prompt instant viewer action.

📌 Before applying the virtual background on your meeting platform, test the QR code by scanning it from multiple devices (smartphones, tablets) to ensure it is scannable.

Why you should use a virtual meeting background with a QR code 

A QR code on your virtual background isn’t just a design upgrade; it’s a smart way to bolster your brand’s presence during online meetings and conferences. 

Here’s how this robust tool helps. 

✅ Enhanced professionalism 

QR codes add a tech-savvy look to your meeting background, enhancing professionalism and brand image.

✅ Effortless brand visibility

A QR code-embedded virtual background helps with passive brand promotion. Your branded QR code in the background subtly highlights your brand while you’re presenting at the meeting, encouraging participants to scan for instant engagement.  

✅ Quick, seamless information sharing

A quick scan can direct participants to your company website, personal/company contact details, work portfolio, social media links, and more. For instance, if you’re a company executive looking to share your digital business profile with clients or employees during an online meeting, link the QR code to your digital business card. 

Here’s a glimpse of some other QR code solutions that can be used for virtual meeting backgrounds.

QR code solution	Purpose
URL QR Code	Directs participants to a website, blog, or a custom webpage. Ideal for general promotions or portfolios.
Multi-URL QR Code	Lets you share multiple links (websites, social profiles, videos, etc.) through a single QR scan. Ideal for showcasing diverse resources in one place.
Digital Business Card QR Code	Shares your complete digital business card with contact details, social media links, professional portfolio, and more. Ideal for professionals, executives, and entrepreneurs looking to network seamlessly during virtual meetings.
Social Media QR Code	Links to all your social media profiles for easy, instant connection and networking. Ideal for personal branding and business networking.
Product QR Code	Redirects to a dedicated product page where participants can view product details, specifications, pricing, etc. Ideal for product promotion.
PDF QR Code	Offers instant access to downloadable resources, including eBooks and how-to guides. Ideal for corporate training sessions.
Event Ticket QR Code	Provides event information and streamlines registrations/sign-ups for swift and smooth entry. Ideal for forthcoming webinars and conferences.
App Download QR Code	Links to the App Store or Google Play Store for instant app downloads. Ideal for new app launches or tech product demos.
Form QR Code	Directs participants to a form where they can submit inquiries, feedback, or registrations. Ideal for collecting responses during meetings or webinars.
Google Calendar QR Code	Lets participants add events directly to their Google Calendar with a single scan, ensuring they never miss important dates. Ideal for promoting upcoming webinars, meetings, and conferences.

✅ Enriching experiences

By adding a QR code to your virtual background, you add a layer of user interactivity and engagement. This QR code, when scanned, directs participants to engaging content that delivers dynamic and enriching experiences. 

Conclusion 

As we increasingly adopt a hybrid work mode today, your virtual background is more than decoration—it’s a stage for connection. By embedding a QR code, you transform it into an interactive touchpoint that promotes your brand, shares resources, and drives action without breaking the flow of your meeting. 

With simple design tools like Canva and QRCodeChimp, creating a sleek, branded background takes minutes. It’s a small change that elevates professionalism, signals tech-savviness, and leaves your audience with something memorable—long after the meeting ends.

Ready to upgrade your meetings? Start designing your QR-powered virtual background today and turn every conversation into an opportunity.

Frequently asked questions