How to move your e-labels to Vinoveo within 24 hours

Changing electronic-label provider is unappealing for a concrete reason: the code already on the glass cannot be rewritten. Even so, most wineries do not migrate the past. They migrate the next print run and the live catalogue. We do that work with no migration charge, and we deliver the new QR files within 24 hours of having the complete data. This note explains what those 24 hours include, what you need to prepare, and what we cannot promise about bottles already on the market.

Migration is the only service we do not charge for. Once the records are in place, use of the platform is the annual subscription of €50, with unlimited dynamic QR codes.

One point, stated plainly. Making a QR that is already printed point to Vinoveo, without reprinting, is free and fits inside those 24 hours only when that QR is dynamic and can be redirected. A static QR is not migrated. It has to be reprinted.

What “within 24 hours” means

The clock starts when the list is complete, not when you send the first email. A complete reference carries the commercial name, the vintage or the lot if you label by lot, the category (still, sparkling, semi-sparkling, liqueur), the volume, the alcoholic strength, the ingredients in the order they must be declared, the allergens, the energy value per 100 ml or the analysis to calculate it (alcohol, sugars, acidity), the languages of the markets where you sell and, if you have it, the current URL so we can compare it with the old record.

With that we recreate each e-label on Vinoveo, aligned with Regulation (EU) 2021/2117, and we return the QR files ready for the printer. If sugars are missing for half the cellar, or the fining agent is not clear, those references fall outside the deadline and the rest goes out. Better to say so on the first day than to promise a closed catalogue with holes in it.

The channel is whichever suits you. You can write to [email protected] with the spreadsheet or an export from the current provider, or create the account at app.vinoveo.com/login and load them yourself if the catalogue is short. On long catalogues it is usually faster if we move them: fewer copy errors on E numbers and on the order of the additives.

What you need to pull from the current provider

Almost every platform lets you export, even if it is a screen you have to copy. Ask for, or download, this:

• The internal identifier and the name the consumer sees. They do not always match, and the one that goes on the e-label is the second.
• The declared composition, not the cellar sheet. The internal sheet mixes practices that are not declared with additives that are.
• The energy value already calculated, and the unit. If you only have the analysis, send the analysis and we calculate it.
• The languages published. If the French record is only half done today, say so. We will not treat a translation you have not reviewed as good.
• The exact URL of the QR, the one that opens when you scan a bottle, not the one for your user inside the application. It lets us check that we do not drop a particular you were already showing.

You do not have to close the old contract the same day. During the overlap the old records can stay up for wine already printed, and the new ones serve what goes on the line. When the last run with the old code has gone out, you can cancel the other service.

The limit of bottles already out

A printed QR encodes an address. If that address belongs to the previous provider, we cannot change the destination from outside. There is no universal divert of every code in the sector. There are three situations, and they should not be mixed when you brief the printer.

The run that has not been printed yet carries the new QR. That is the clean case: from that label on, any correction of sugar, language, or additive is made on Vinoveo and the code on the glass still works. That is why the QR is dynamic.

The run already printed keeps opening the old record, unless the current provider redirects their URLs to the new ones. Some do that for a few months if you ask in writing and the contract allows it. Others switch the record off the day the contract ends. Ask before you cancel, not after. With no redirect, those bottles show the old label until the lot runs out.

A static code, of the kind that carries the content inside the image and not on a server, is not migrated. Another one has to be printed. If your provider sold you a “dynamic QR” but the link is a generic page of the winery with a PDF hung on it, there is nothing to redirect with any guarantee either. The record is rebuilt and the code is changed on the next back label.

How we review the record before we call it done

In those 24 hours we do not just pour fields across. We check energy in kJ and kcal per 100 ml, that the allergens on the glass are also identified, that the ingredient order is descending, and that the page carries no commercial text from the export (tasting notes, scores, a shop link). The Commission has pointed out that fault: the electronic means for the ingredients is not a marketing channel and not a form for capturing consumer data.

If a reference does not add up, we send it back with the specific question instead of inventing a number. A residual sugar copied from another vintage is worse than a day’s delay.

When you sign it off, you download the QR from the account. The file is for the back label. From there the annual subscription covers adding new references, the languages, and the changes. There is no fee per label or per language inside that plan.

A one-day route

In the morning you send the list to [email protected], or you give us the export. By midday the records are in the account, readable on a phone the way a shop scan looks. In the afternoon you correct the two wines that do not sit right and you close. The next day the printer has the PDF or the SVG. If the catalogue runs past a few dozen references, or the analysis arrives in different formats, say so in the first message and we agree which block goes out first. The 24-hour commitment is about complete data, not unopened PDFs. Printed bottles move within that deadline, and we do not charge, only when the QR is dynamic and can be redirected.

Sign-up, even if we do the loading, is at app.vinoveo.com/login. The summary of the offer, with the same deadline and with no migration charge when the dynamic QR can be redirected, is on the migration page. If you only want to check whether your wine falls under the December 2023 obligation, the electronic-label guide is on this blog.