Sizes and colours under one passport

One passport, many barcodes

A model passport holds the product information that every size and colour shares: composition, care, origin, documents. Each size or colour keeps the barcode printed on its own label. PassportCraft stores those barcodes as entries under the passport, so one passport serves the whole size run and counts once against your plan.

This is different from serial numbers. A Serial Number on a passport identifies one physical item and encodes as /01/{GTIN}/21/{serial}; a size or colour identifies a version of the model and encodes as /01/{its own GTIN}. The two are separate fields and separate concepts. If each unit of your product needs its own record, use the serial number as described in GS1 Digital Link explained.

Sizes and colours are available on Textile / Apparel and General Product passports. Adding or removing them needs the editor role or higher. Viewers see the list with the note "You can view these entries. Ask a workspace owner for editing access."

Step 1: Choose Multiple sizes or colours

In the editor's Product basics chapter, the barcode field opens with the question "Does this product come in multiple versions?"

• One version keeps a single GTIN field for a product sold as one thing.
• Multiple sizes or colours opens the Sizes and colours sheet, where each size or colour gets its own barcode. The GTIN field goes away, because every barcode now belongs to a size or colour.

If you already entered a barcode in the GTIN field, it is waiting in row 1 of the sheet. Give it its size or colour in the same row, so you never type the same barcode twice.

Choosing Multiple sizes or colours saves nothing by itself. Until at least one size or colour is added, the passport opens as One version again next time. Once one is saved, One version is greyed out and the field reads "Remove every size and colour to go back to one version."

Step 2: Add sizes and colours

The sheet holds one grid with three columns: Barcode (GTIN), Size and Colour. It works the same for one entry or a whole size run. It reads: "Paste rows from a spreadsheet or upload a CSV. Add up to 1000 entries at a time."

1. Give each size or colour one row. Enter the barcode as printed under it: 8, 12, 13 or 14 digits with the check digit. Enter the Size, the Colour, or both; at least one is needed, each up to 70 characters.
2. Type into the cells, paste rows from Excel or Google Sheets, or click Upload CSV for a .csv file under 1 MB. Keep the columns in the order barcode, size, colour; a gtin,size,colour header row is optional. Format the barcode column as text so leading zeroes survive. Tab moves across, Enter moves down, Alt + Enter adds a line break inside a cell, and Add row appends a row. Edit pasted text shows the raw rows if the columns or quotes need repair; Show as table returns to the grid.
3. Fix any row the grid flags. Problems are listed under "Fix these problems before adding entries (N)." with the row number, and the Add N entries button stays disabled until the list is empty. A row that exactly matches a saved entry, same barcode and same size and colour, is marked Already added and is skipped rather than refused.
4. Click Add N entries. The rows are saved together: if any row is refused, none are added, the message names the row, and your cells stay in place for correction. Success shows "N entries added."

The grid flags a row when its barcode is invalid, when it has neither a size nor a colour ("Provide a size, a colour, or both."), when its barcode repeats another row or a saved entry ("This barcode is already used by another size or colour of this product."), or when its size and colour repeat one ("Another barcode already covers this size and colour. Each one needs its own."). It also stops a batch that would take the passport past 2,000 entries. A barcode already saved with a different size or colour is a conflict, not a repeat: correct the row or remove the saved entry first.

When you click Add N entries, two more refusals can come back. "This barcode belongs to {product}." means another passport in your workspace owns the barcode; Open passport takes you to it. "This passport can hold up to 2000 entries. Remove an entry or create another passport." means the passport is full.

A barcode with no size or colour yet

Once a product has sizes and colours, every barcode belongs to one of them. If the passport still carries a barcode of its own that no size or colour uses, Product basics lists it first, marked No size or colour yet.

On a draft, the row reads "Every barcode belongs to one size or colour. Give this one a size or a colour, or remove it." Click Give it a size or colour to open the sheet; when the grid is empty, the barcode is already in row 1. Once you add it, it is listed as that size or colour. Click Remove it to take the barcode off the passport, for example when it was entered by mistake.

On a published or deactivated passport, printed QR codes may already carry that barcode, so neither button appears and the row reads "Printed codes find this product by this barcode, so it stays. Add its size or colour in the table." Add a row with that barcode and its size or colour in the sheet, and the barcode is listed as that entry.

Saving, counts and removal

Passport fields autosave as you type. Sizes and colours do not: they are saved when you click Add N entries, and the notice confirms it. If you close the sheet with rows still in the grid, they stay there for the rest of your editor session, unsaved. The sheet cannot be closed while a save is in progress.

Once saved, the count appears in three places. Product basics shows N saved variants as equal cards, searchable when there are more than twelve, with "This passport holds the shared product information. Each size or colour below has its own barcode." above them; that count also includes a barcode with no size or colour yet. Manage sizes and colours reopens the sheet, whose list counts saved entries only, with a search box and pages of 25. The Passports page shows an N variants badge on the product, which opens the full-page version of the sheet's list.

To remove an entry, click its trash icon in the sheet, check the barcode, size and colour shown under "Remove this entry?", and click Remove entry. Removing an entry does not change the passport or any other entry. If the passport also carries that barcode as its own, the barcode stays on the passport and appears as No size or colour yet. Removing every entry makes One version available again.

Step 3: Download one QR code per barcode

QR codes for sizes and colours live in Review & publish. The section is headed N variant QR codes.

1. Click Download codes to expand the list.
2. Choose the File format: SVG · print for labels, PNG · image for digital use. Export options sets the SVG size and PNG resolution, as described in Downloading and printing QR codes.
3. Click Download all (N) for a ZIP of every entry, or tick rows and click Download selected (N). For lists over eight rows, a search box and Select this page help you pick; Clear selection returns to all. Each row also has its own Download SVG or Download PNG button.

The ZIP is named after the product, for example linen-shirt-variant-qr-codes.zip. Inside, one image per entry is named after the product, size, colour and barcode, and manifest.csv lists each filename with its barcode, size, colour and the URL encoded in the code. Open the CSV with the barcode column set to text so leading zeroes are kept. "Your QR codes are ready." confirms the file was built.

What a scan shows

Every entry's QR code encodes passportcraft.com/01/{that entry's GTIN}, or the same path under your own domain once it is live. Scanning it opens the shared passport with the scanned size and colour named in the identity block, for example Size L · Ivory, and shows that barcode as the passport's GTIN. Nothing about the shared information changes between sizes, so you edit it once.

Publishing with sizes and colours

Publishing needs a barcode, as for any passport, plus every field marked To publish. For a product with sizes and colours, one saved entry is enough; the passport does not need a barcode of its own. With no barcode at all, Review & publish lists GTIN among the fields still needed to publish.

If entries change while a publish is in progress, publishing stops with "Sizes or colours changed while you were reviewing. Review them again before publishing." and the passport stays a draft; click Publish again. Publishing and unpublishing apply to the passport and all its entries at once; see Publishing a passport.

If your workspace has an assistant connected, it can read the list and add entries to a draft from the values you give it. Each such entry is marked Written by your assistant, or with the assistant's name, such as Written by claude.ai. When you click Publish, those entries are listed for you to check before they go live. The assistant can neither remove entries nor publish. The same list and additions are available through the API.