Equipment Checkout Software System With QR Codes And A Smartphone

Simplify equipment management, monitor assets location and availability with the QR Code based equipment checkout software.


Equipment checkout software streamlines the process of borrowing, lending, and renting assets. QR codes and a mobile application makes the process of equipment checkout easy and straightforward. Company employees scan a QR code, NFC or BLE tag to check out or return tools and equipment. Optionally add a mobile form to document assets conditions, attach images and collect signatures in the mobile application.
Access real time equipment location, availability and usage statistics via the QR Inventory software web dashboard. Use QR Inventory - Procore integration to automatically send equipment job site deliveries to the Procore daily logs.

Equipment And Tools Checkout In The QR Inventory Software System

Automating equipment checkout in QR Inventory software
How does equipment checkout work in the QR Inventory software
Equipment checkout software use cases
QR code labels for equipment checkout and check in tracking
Equipment management and maintenance
Advanced equipment tracking options in the QR Inventory software
 

Automating Equipment Checkout And Tracking In QR Inventory Software

Transform your workflow by automating equipment checkout and check-in process. QR Inventory software has all the features to simplify asset tracking for the field and warehouse employees, make it efficient and real time:

  • A QR code scanning mobile application. Use a smartphone and a QR code scanning mobile application to easily check out and check in equipment.
  • Inspection mobile forms. Fill out mobile forms on the smartphone to document asset conditions at checkout and check-in. Attach images for visual documentation, and collect signatures on a smartphone.
  • Equipment management cloud software. Equipment checkout mobile application is linked to a backend cloud software. All recorded information is sent to the central database in real time, and is available to all authorized software system users.
  • Employees' certification. Manage employees certifications for various equipment types. Ensure that only properly certified employees can check out equipment.
  • Customizable equipment checkout process. Customize all aspects of equipment management process based on your requirements and business workflow.
  • Overdue equipment reminders. Make sure that checked out assets are returned on time.
  • Mobile forms for equipment related paperwork. Fill out all equipment related paperwork: inspections, maintenance, service, repair, etc. using custom mobile forms on a smartphone.
  • Real time equipment reports. Access real time equipment location, availability and completed paperwork via the QR Inventory software web dashboard.

 

How Equipment Checkout Works In The QR Inventory Software

Company employees use a smartphone and a QR Inventory mobile application to check out and check in assets. They can do it in four easy steps:

  • Scan a QR code
  • Select action - check out or check in
  • Fill out a mobile form documenting equipment conditions
  • Submit to the backend cloud software with one click

Questions related to equipment checkout process in the QR Inventory software

What needs to be done to start automated equipment checkout process?
Here are three steps you need to do to set up QR Inventory software for tracking equipment checkout and return:

  • Step 1. Create inventory transactions for recording equipment checkout and return. Use the Setup -> Transaction Types link on the QR Inventory software web dashboard to do this. For the assets, such as construction equipment and tools, you will normally need Equipment Checkout and Equipment Check In transactions. You can also create other inventory transactions as needed, for example for receiving new assets, sending assets to repair, disposing of obsolete equipment, etc.
  • Step 2. Create custom fields to hold equipment information. If you want field technicians to be able to access asset information by scanning a QR code, create custom fields that will hold this information. Use the Setup -> Inventory & Assets: Custom Fields link on the QR Inventory software dashboard to do this.
  • Step 3. Create inspection form. This step is optional. If you would like company employees to complete equipment inspection on checkout and return, create fields that employees need to fill out in the mobile application. Use Setup -> Transactions: Trackable Properties link to do this. You can include free text input fields, selection lists, or image fields. Each image field allows mobile application users to take a photo with the smartphone camera and attach to the equipment checkout or check in transaction for visual documentation.

After these three steps are completed you are ready to use a QR Inventory mobile application for tracking equipment checkout and check in, in the field, office or warehouse.

How do we create equipment checkout and equipment check-in transactions?
Important thing to remember when creating transaction types for tracking equipment checkout and returns:
  • Equipment checkout and check-in transactions should be of type transfer, not in or out.
  • Use Current Location option for the equipment checkout and check in transactions. This way you won't have to select current asset location yourself.
  • If you do self checkout for assets, use Self option. With this option an asset will be automatically assigned to an employee who checked it out.
  • Remember that you can record any additional data for equipment checkout and equipment return transactions.


How do job site technicians check out and check in equipment with a smartphone and QR code scanning?
In order to check out or check in equipment or tools a job site technician logs into the QR Inventory mobile application. Once logged in, he selects whether he is doing equipment checkout or check in, enters additional information if applicable, then scans assets barcodes or QR codes one by one with the smartphone. After everything is scanned, he submits a transaction to the backend cloud software. All assets checkout and check in transactions recorded in the mobile application update the central database in real time.

How soon a new asset location is available in the online reports?
New asset location, and all collected data associated with the checkout or check in are immediately available to all authorized software system users. Administrators can review current assets location and status via the web dashboard, and job site employees - on their smartphones.

Can job site technicians sign for the construction equipment or tool checkout?
Yes, job site technicians can sign for the assets checkout on the smartphone. All data collected during checkout, including images and signature, are available in the transactions history reports of the QR Inventory software.

 

Equipment Checkout Software Use Cases

Automated equipment checkout software can be used with various asset types, such as construction tools and machinery, electronics, vehicles, office equipment, IT devices, audio-visual devices, lab equipment, and more. Many companies in diverse industries can take advantage of the equipment checkout software to streamline and manage the process of lending and tracking assets. Some of the common use cases for automated, digital equipment checkout system include:

  • Construction companies. Construction companies use equipment checkout software to make sure that tools and machinery that they use on various job sites are always accounted for. Having real time construction assets location and availability help companies avoid project delays, better plan equipment utilization, and ensure that construction assets are not misplaced or lost.
  • Field service companies. Companies that dispatch field technicians use equipment checkout software to ensure that technicians have the necessary tools before heading to job sites. Automated asset tracking system ensures that all equipment and tools are accounted for.
  • Property management companies. Property management companies use equipment checkout software to keep track of the tools used on the property maintenance jobs, and ensure that nothing is lost.
  • IT Departments. Within an organization, IT departments may have various devices like laptops, tablets, and mobile phones that employees can borrow. Equipment checkout software helps manage the allocation of these devices and ensure timely returns.
  • Equipment rental companies. Businesses that rent out equipment can use checkout software to monitor inventory levels, manage reservations, and track rental durations.
  • Labs and research facilities. Laboratories or research institutions use equipment checkout software to lend out scientific equipment and track usage patterns among researchers.
  • Medical Facilities. Hospitals or healthcare clinics may have specialized medical equipment that needs to be loaned to patients or staff. Equipment checkout software helps maintain an accurate record of these items and their location.
  • and more...

 

QR code labels for equipment checkout and check in tracking

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

  • 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 tracking equipment checkout and check in

Can we check out equipment using existing barcodes and QR Inventory mobile application?
Yes, you can use existing barcodes or QR codes with the QR Inventory mobile application - assuming that a unique serial number is encoded in the existing barcode or QR code. You also should make sure that existing barcodes are readable with a smartphone camera. There are a lot of different types of 1D barcodes, and not all of them are scannable with the smartphones. You can check if your barcodes are usable by scanning them with any generic barcode scanning mobile application. If they are not usable you can always generate QR code labels for the assets in the QR Inventory software.

Can we bulk generate QR codes for the equipment and tools before we receive them?
Yes, you can use QR Inventory software QR code generation tool to pre-print QR codes with the sequential numbers. Use these QR code labels to label assets when you receive them. You can label and enter a new asset into the QR Inventory software system in one step using an Initial Entry transaction in the mobile application.

 

Equipment Management And Maintenance In The QR Inventory Software

QR Inventory is much more than a simple equipment checkout and check in software system. You can use QR Inventory software for a complete equipment management, maintenance and repairs tracking, recording used parts and materials, creating invoices, and more.

Questions related to equipment management in the QR Inventory software

How do we enter equipment and tools in the QR Inventory software?
In order to track equipment and tools checkout and returns you need to enter them into the software system. QR Inventory software provides multiple options that speed up initial assets entry. If you already have a list of the company equipment and tools in the Excel file, you can bulk import this list into the QR Inventory software. If you do not have a list, you can enter assets into the system manually via the web dashboard. There is also an option for the bulk asset entry, that allows you to enter multiple assets fast, without unnecessary repetitions.
With the construction assets being located at the multiple job sites, you may choose to label the equipment and enter it into the QR Inventory software on the job site using a smartphone.

Is there anything specific we need to know about entering equipment and tools into the QR Inventory system?
There are several important thing to remember when entering or importing assets into the QR Inventory software:
  • Enter equipment and tools into the QR Inventory software as assets, not as inventory.
  • For the serialized equipment and tools, you can enter all information once, and paste a list or scan in all serial numbers. Use bulk asset entry to do this.
  • If assets are already labeled, you can use existing barcode or QR Code labels for the field equipment tracking. Barcode / QR code should have an asset serial number encoded in it.
  • If company assets are not labeled, you can generate QR code labels in the QR Inventory software.
  • You can also pre-print QR codes with the sequential numbers, and use these labels to label equipment and enter it into the system on site using a smartphone. Once you scan a QR code and enter asset into the system, the QR code on the label is permanently associated with this specific asset.


How is bulk assets entry is different from the import?
If you have a list of the equipment or tools, you can import this list into the QR Inventory software using the Import link. If you do not have a list and you are entering assets into the QR Inventory software manually, you can use Bulk Add Assets for the speedy entry of the serialized equipment. Bulk assets entry allows you to enter all the information on the asset once, and paste / scan in / enter serial numbers for the corresponding assets.

How do we give field technicians real time access to the equipment information?
You can enter required equipment information into the software using Custom Fields. Create custom fields for all information you want to keep track of: size, dimensions, manufacturer, warranty expiration, etc., etc. You can also upload specs sheets, pdf documents and drawings.
When entering a new asset into the software you will be able to enter values and / or upload files for all custom fields. You can also add / update values for the custom fields later using an Update Custom Fields link.
Field technicians can instantly access equipment information in the field by scanning a QR code label with a smartphone.

Questions related to equipment maintenance in the QR Inventory software

Do we need any extra modules for tracking equipment maintenance in QR Inventory software?
Yes, for equipment maintenance tracking you need the mobile data collection module. This module allows you to create custom mobile forms for recording equipment service and maintenance. Job site employees scan a QR code label to get a required mobile form on a smartphone, fill it out and submit to the backend cloud software.
Administrators can review maintenance records via the QR Inventory software web dashboard. Job site employees can review past maintenance and service history by scanning a QR code label with a smartphone.

Do we receive preventive maintenance reminders and other equipment related alerts?
Yes, you can opt-in to receive reminders on equipment preventive maintenance, warranty expiration and other important events. You can also receive alerts if data submitted in the inspection form are out of range and require immediate attention.

What equipment maintenance and service reports are available in the QR Inventory software?
QR Inventory software has the following equipment maintenance reports:
  • Equipment maintenance records searchable by multiple parameters, including filtering by submitted data.
  • Customized equipment maintenance reports, where you select what data to display and apply very granular filters. For example you can select all maintenance records submitted during the last month where the measured pressure was above the certain parameter.
  • Statistical / analytical reports on any number of the numeric form fields (e.g. min, max, average pressure for a selected time period).
  • Data distribution on any form field. This report helps you answer questions like:
    • what parts were replaced on the specific equipment type during the last year and which parts fail most often
    • how often an equipment has been serviced and which equipment required most attention
    • what are the most frequent problems
    • which problems re-occur often and what could be the reason
    • how much money did you spend on the repairs each month during the last year, and whre does this trend go
    • when it is time to replace an equipment instead of servicing it
    • etc., etc.
  • Plots and graph help you better understand and visualize collected data.

 

Advanced Equipment Tracking Options In The QR Inventory Software

QR codes is an easy, efficient and cost-effective way to track equipment checkout and returns in real time. However, there are also more advanced asset tracking options with higher degree of automation. QR Inventory software allows you to select the desired degree of equipment tracking automation that fits your workflow and budget. The available options, in the order of increasing of the equipment management automation and the cost, are:

  • NFC equipment tracking. You can use NFC tags on the assets instead of the QR codes. NFC tags allow for the faster scanning with a smartphone, so you can bulk check out equipment and tools in less time.
  • Bluetooth low energy (BLE) asset tracking. With BLE tags you can scan a large batch of assets ready for checkout with one click of a button in the mobile application.
  • IoT asset tracking. IoT option allows you to track assets automatically without any human participation using BLE tags and Bluetooth IoT gateway with edge data processing capabilities.

QR Inventory and QR Mobile Data are brand names of inventory management and mobile forms software by AHG -- a provider of mobile and cloud-based applications for business. Our unified mobile platform improves business operations efficiency by eliminating manual tasks and physical paperwork, while providing a secure cloud storage for the business records, real time access to business data for all stakeholders, comprehensive data reporting and analytics. Headquartered in beautiful Boise, Idaho, AHG software is used to manage hundreds of millions of dollars annually in inventory and assets.

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