The benefits of using QR codes for asset tracking include an easy scanning with a smartphone, on site asset information access with one QR code scan, real time data exchange with the central database and organized digital documentation. Tracking assets with QR codes is a cost-effective and easy to implement solution that provides real time assets visibility to all authorized employees.

Asset Tracking In The QR Inventory Software

Benefits of using QR codes for asset tracking
How to create a QR code for an asset
How to track assets and equipment using QR codes
Using QR code for asset information access
Using QR code for equipment maintenance tracking
Using QR code vs barcode for asset tracking
Using QR code vs RF tags for asset tracking

Benefits Of Using QR Codes For Asset Tracking

Five benefits of using QR codes for asset tracking and management are:

1. QR codes are scannable by a smartphone. Field technicians can easily track assets anywhere by scanning a QR code label with a smartphone. Field employees can use their own devices (smartphones running iOS or Android or tablets) that they are already familiar with.
2. On site asset information access with the QR code scan. Field technicians can access all information on the asset that they need to do their job with a QR code scan. The information can include equipment specifications, documentation, images, drawings, instructions, manuals, and more.
3. Real time assets visibility. Smartphones provide an immediate connection to the backend cloud software, so all authorized employees have an access to the up-to-date information.
4. Organized digital documentation. Asset tracking and management documentation is securely stored in the centralized cloud location. No manual entries or double entries into the different software systems are required. Authorized users of the asset management software system can access asset tracking information from anywhere via the web dashboard.
5. Low cost and easy to implement asset tracking solution. QR code asset tracking is easy to implement and is cost-effective as compared to more advanced asset tracking solutions, such as BLE asset tracking, RFID asset tracking or GPS asset tracking.

How To Create A QR Code For An Asset

In order to create QR code labels for your assets, go to the Print QR Codes menu item. From there you can select the desired option for creating QR codes for the assets:

Click generate a QR code link to generate and print a QR code for the specific asset.
Click bulk download and layout to generate QR code labels in bulk.
Select zip archive download option for downloading a zip archive with generated QR code labels and print offline on a label printer.
Select laid out labels download option for downloading ready to print pdf with QR code labels. You can print these labels using sheet labels and a regular office printer.

You can generate QR code labels for the assets that you have already entered into the QR Inventory software, or use pre-printed QR code labels. You can associate each pre-printed label with an asset in the mobile application. To do it, scan a QR code on the label with a smartphone and select an asset that you want to associate with this QR code from the list.

Questions related to creating QR codes for assets

Can I use existing QR code labels, or manufacturer's barcode labels for asset tracking?

You can use existing QR code labels for asset tracking. QR code labels generated outside of the QR Inventory software should have a unique asset ID / serial number encoded in them. You can also use manufacturer's barcode, as long as it has an asset serial number encoded in it.

Do I need to purchase a special label printer for printing asset tracking QR code labels?

You do not have to purchase a special printer to print QR code labels. You can use any label printer and the roll labels, or a regular office printer and the sheet labels. You can also order pre-printed weather-proof permanent QR code asset tracking labels from us.

Can we use the same QR code for the customers and for the internal asset tracking?

You can use the same QR code for the customers and internal asset tracking if a url encoded in the QR code has a unique asset ID. In this case, if a customer scans a QR code with a generic mobile application, (s)he will see a web page devoted to the scanned asset. An employee who scans the same QR code using a QR Inventory mobile application will be able to perform asset tracking tasks.

Should we reprint a QR code when asset information changes?

There is no need to reprint a QR code if you change asset information. All information is dynamically fetched from the central database, and is always current.

How To Track Assets And Equipment Using QR Codes

In order to track assets and equipment in the field using QR code scanning, you need:

Label assets with the QR codes, and enter them in the QR Inventory software.
Scan a QR code with a smartphone to record asset check in, check out, transfer or delivery.
Review current asset location and movement history in the QR Inventory software reports.

Questions related to asset and equipment tracking with QR codes

Can company employees access real time asset location or there is a delay?

Asset tracking information recorded on the different smartphones by company employees updates the central database on the remote cloud server in real time. There is no delay in the asset status update. All relevant information is immediately available to the authorized software users, on the mobile devices in the field and computers in the office.

Can we record additional asset tracking information?

QR Inventory software give you an option to specify what additional asset tracking information you want to collect when recording an asset relocation in the mobile application. You define what information to collect via a cloud software web dashboard. After scanning an asset QR code, company employee will be able to specify all required information in the mobile application. You will access collected asset tracking information in the reports.

In addition to recording text-based information for assets transactions, you can add images taken with a smartphone camera and collect signatures.

What asset tracking hardware should we use for QR code scanning?

Company employees can use their own smartphones or tablets for QR code scanning. A QR Inventory mobile application is available for all mobile devices, smartphones and tablets, running Android or iOS. If you prefer to use hand-held barcode scanners, you can use bluetooth barcode scanners connected to a smartphone, and / or any type of a barcode scanner connected to the computer. You can also use company issued android smartphones, or mobile computers running Android OS.

How do we scan an asset QR code with a smartphone?

You will use a QR Inventory mobile application for scanning QR code labels. A mobile application is available for Android and iOS, and allows you to save money on purchasing asset tracking hardware. If you need to scan QR codes in the poorly lit areas, you can configure a mobile application to turn on the flashlight during the scan.

How do we scan an asset QR code with the barcode scanner?

You will need a barcode scanner which is capable of scanning 2D barcodes. If you mostly do asset tracking in the field, a smartphone would be a better choice for processing asset transactions. Therefore you will need a bluetooth barcode scanner that can be connected to a smartphone.
A QR Inventory mobile application for iPhone or iPad is natively integrated with the Socket Mobile line of bluetooth barcode scanners. An Android mobile application will work with any bluetooth barcode scanner.
If you mostly do asset tracking in the office environment, then you can process asset transactions on the office computer. You can then use any barcode scanner that can be put in the HID mode and can be connected to a computer, either via USB or a bluetooth.

Can we use QR codes for entering new assets into the software

If you are just starting an asset tracking process and do not have an assets list, you can enter existing assets into the software fast using a mobile application and QR code scanning. You can use pre-printed QR code labels to label the assets, then scan a QR code with a smartphone and enter asset information in the mobile application. From this point a QR code will be associated with the asset you scanned.

Using QR codes For Asset Information Access

Field employees often need to review asset or equipment information. QR codes give field technicians this option. By scanning a QR code with the QR Inventory mobile application field technicians can access all equipment information they need to do their job. The information may include equipment specifications, data sheets, images, drawing, manuals, operating instructions, etc., etc. You control what information field technicians can access via the administrative interface of the cloud software.

Questions on using QR Codes for asset information access

How do I control what information is accessible with a QR code scan?

You control what information is accessible via a QR code scan using asset and inventory custom fields. Custom fields can include all kinds of information: text based, images, pdf documentation, etc. After you create custom fields, you will be able to enter relevant information in these fields, upload images or pdf files - and field technicians will access this information on their smartphones by scanning a QR code.

Using QR code for equipment maintenance tracking

Using QR codes is not limited to asset location tracking. You can use QR codes for tracking assets maintenance, service and repair, and fill out all other types of the asset related paperwork on a smartphone.

Questions related to using QR codes for equipment maintenance tracking

How do we use QR codes for asset maintenance tracking?

A QR code scan identifies an asset and ensures that a field technician does not make a mistake by entering the asset serial number manually. Once a technician scans a QR code on the asset, he can proceed with filling out a maintenance or service form on a smartphone. A completed form will be linked to the scanned asset.
You can also use QR code scanning to fill out information in the form if applicable. For example you can scan in serial numbers of parts used for equipment repair, etc.
You can find more information on using QR code scanning and mobile forms for asset maintenance tracking here.

What kind of mobile forms for asset tracking and paperwork can we create?

You can create mobile forms for any type of asset related field paperwork, not just for tracking equipment service and maintenance. Some of the examples are:

Quality control forms
Inspection checklists
Product testing
Safety inspection
SOP checklist
and more...

Here you can find more information on digital papework solutions.

Using QR codes vs barcodes for asset tracking

If your assets or equipment come with the manufacturer's barcode, you may be able to use it for asset tracking, and skip re-labeling assets with the QR codes. The important thing to keep in mind though - manufacturers' barcodes may have SKU encoded in them, and not the asset serial number. This means that assets of the same type will have the same barcode, and you will not be able to tell them apart. If this is the case, then labeling assets with the QR codes that encode asset serial number is required.

Questions on QR codes vs barcodes for asset tracking

Does QR Inventory software generate barcodes and QR codes?

QR Inventory software generates only QR codes. If your assets and equipment are not labeled, use a QR code generation and printing tool to generate QR codes for your assets and equipment. It will only make sense to use barcodes instead of QR codes for asset tracking only if your assets are already labeled. In this case you can skip re-labeling and use existing barcodes, assuming that a barcode encodes a unique serial number for each asset.

Is there an advantage of using QR codes vs barcodes for asset tracking?

If your assets are not labeled, QR codes will work better. QR codes can be scanned more reliably with a smartphone camera. Even if a part of a QR code is damaged you may still be able to scan it, due to built-in error correction capabilities of QR codes. It may only make sense to use barcodes if your equipment is already labeled with them.

Using QR codes vs RF tags for asset tracking

QR codes help you automate asset tracking tasks in the way you could not before. Company employees can easily track assets relocation, access asset specifications and documentation, record asset maintenance in the field using a smartphone and QR code scanning. The link to a backend cloud software provides live access to the collected data to all authorized asset tracking software users.
However, asset tracking automation does not stop at QR codes. Various RF tags (such as NFC, RFID, BLE) provide even higher degree of asset tracking automation. These tags can be used by the technician with a smartphone to do bulk scanning of assets, instead of scanning a QR code on each asset separately. BLE and RFID tags can also be used with an IoT gateway, that allows for a completely automated asset tracking without any participation of the company employees.

Besides QR codes and barcodes a QR Inventory software supports NFC tags and BLE tags. Here is more information on the Bluetooth asset tracking in the QR Inventory software. You can use a smartphone for Bluetooth asset tracking with bulk scanning, or use a Bluetooth IoT gateway for a completely automated asset tracking system.

QR Code Asset Tracking Software And Mobile Application