How To Track Equipment And Tools Using QR Codes And A Mobile App

What Is The Best Way To Track Tools And Equipment In The QR Inventory Software

The fastest and the most efficient way to track tools and equipment is to use a QR code scanning mobile app. Smartphones are easy to carry around, and many employees already have them. Using a mobile app, company employees can easily track equipment and tools anywhere - on the job sites, in the service trucks, in the warehouse. They can use QR code or barcode scanning to quickly identify an asset, record an asset check out, check in or transfer, and access asset specs in the field. A mobile app has a real time link to the back end cloud software, so all info and updates are real time. All team members can access live tools and equipment location, status and specs, on the office computers and in the mobile app.

Recording assets movement takes very little effort from the field employees and does not distract them from their main job. And since they can use their own smartphones that they are familiar with for tool and equipment tracking, the learning curve is minimal.

Why Do You Need Equipment And Tool Tracking System

Equipment and tool tracking system streamlines the process of borrowing, lending, and renting assets. It increases employees accountability for the tools and equipment they use. With the equipment tracking system you always know where your assets are, who checked them out last, and who is responsible if an asset is damaged or lost.

QR codes and a mobile app makes tool and equipment tracking easy and fast. Company employees scan a QR code, NFC or BLE tag to check out or return an asset. Optionally you can add a checklist to document asset conditions, attach images and collect signatures in the mobile app. A mobile app updates central database in real time, so you always have live info on equipment and tools location and usage.

If you are using Procore - a project management software for construction companies - you will be able to automatically send records on job site deliveries to Procore daily logs using QR Inventory - Procore integration.

How To Track Equipment And Tool In The QR Inventory System - FAQ

Equipment and tool tracking step by step
What tools does QR Inventory software use to automate equipment tracking
Equipment tracking system use cases
How to generate QR code labels for equipment
What do we need to know about equipment management
How to keep track of equipment maintenance
Advanced equipment tracking options
 

Equipment And Tool Tracking In The QR Inventory System Step By Step

What setup steps do we need to complete in the QR Inventory software for equipment and tools tracking?

Here are three steps you need to complete for tracking equipment and tools:

• Step 1. Create transaction types for recording assets re-location, checkout and return. Use the Setup -> Transaction Types link on the QR Inventory software web dashboard to do this. You can create transactions types that you need, for example Check Out, Check In, Lease, Receive, Send To Repair, Discard, etc., etc.
• Step 2. Create custom fields to hold equipment info. If you want field technicians to easily access asset specs on site, create custom fields that will hold this data. Use the Setup -> Inventory & Assets: Custom Fields link on the QR Inventory software dashboard to do this.
• Step 3. Create equipment inspection checklist. 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 app. 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 a mobile app user to take a photo with the smartphone camera and attach to the transaction for visual documentation.

After these three setup steps are completed you are ready to use a QR code scanning mobile app for equipment and tools tracking, in the field, service trucks or warehouse.

How do we record equipment checkout and check in in the mobile app?

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

• 1. Scan a QR code.
• 2. Select action - check out or check in.
• 3. (Optional) Fill out a mobile form documenting equipment conditions.
• 4. Submit to the back end cloud software with one click in the mobile app.

How do we create transaction types for equipment and tools tracking?

You can create transaction types using Setup->Transaction Types link. You need to remember several important things when creating transaction types for equipment tracking:

• Equipment checkout, check-in, lease and return transactions should be of type transfer, not in or out.
• Use Current Location option for the transfer transactions. This way you won't have to select current asset location yourself - a software system will do it for you.
• If you do self checkout for assets, use Self option. With this option a tool or equipment will be automatically assigned to the employee who checked it out.
• Remember that you can record all extra data you need to keep track of when processing a transaction.

How soon an updated equipment status shows up in the online reports?

Updated equipment status, as well as forms completed in the mobile app are updated in real time, and are instantly available to all authorized software users. Software admins can review current assets status and completed forms on the office computers via the web dashboard. Field employee can check equipment location and status in the mobile app.

Can job site technicians sign for the equipment or tool?

Yes, job site technicians can sign for the assets they check out on the smartphone screen. All data collected during equipment checkout, including images and signature, are available in the transaction history reports.
 

What Tools Does QR Inventory Software Use To Automate Equipment Tracking

A QR Inventory software uses modern tools to make equipment tracking process fast and efficient for the field and warehouse employees:

• A mobile app. With a mobile app you can record asset re-location, check out and check in fast anywhere. A mobile app instantly updates equipment record in the central database.
• QR codes. QR codes help you quickly identify tools and equipment, access equipment specs in the field, and record equipment status change. All it takes to record equipment transfer is a QR code scan in the mobile app.
• Mobile forms. You can use mobile forms to record asset conditions at checkout and check in using a smartphone. This option increases employees accountability, and you can fix any damage before the bigger problem happened.
• Cloud software. With the cloud software and central database, all authorized software users can access live assets info.
• BLE tags and IoT gateways. You can fully automate asset tracking using BLE tags and Bluetooth IoT gateway.

 

Who Is Using Equipment Tracking System And What Are The Benefits

Automated equipment tracking system 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 automated equipment tracking system. These are several most common use cases for equipment and tool tracking system.

Construction equipment tracking

Construction companies use equipment tracking system to make sure that tools and machinery that they use on various job sites are always accounted for. Real time assets location and availability reports help construction companies avoid project delays, better plan equipment utilization, and ensure that assets are not misplaced or lost.
You can find more info on the construction equipment tracking in the QR Inventory software here.

Tool tracking for contractors

Field service companies use equipment tracking system to ensure that technicians have the necessary tools before heading to the job site. Digital tools check out and check in ensures that company assets are accounted for, are not misplaced or lost.
You can find more info on tool tracking in the QR Inventory software here.

Asset tracking for property management companies

Property management companies use equipment tracking system to check out tools used on the property maintenance jobs, and ensure that nothing is lost. They can also keep track of the property assets, from appliances to small items, like linen and utensils.
You can find more info on property asset and inventory tracking in the QR Inventory software here.

Office And IT asset tracking

Within an organization, IT departments may have various devices like laptops, tablets, and mobile phones that employees can borrow. Equipment tracking system helps manage the assignment of these devices to users and ensure timely returns.
You can find more info on the office and IT asset tracking in the QR Inventory software here.

Equipment tracking for rental companies

Businesses that rent out assets can use equipment tracking system to keep track of rentals and returns, track demo units, and manage reservations. They can use the system for checking where assets are, how long they have been there, and for rental billing.
You can find more info on rental equipment tracking in the QR Inventory software here.

Lab equipment management

Labs use equipment tracking system to assign equipment to users and projects, and track usage patterns among researchers. The system allows labs to track equipment assignments, calibration and maintenance, and make sure that lab equipment is always in the good shape.
You can find more info on labs inventory and equipment management in the QR Inventory software here.

Medical devices management

Hospitals and clinics have specialized medical equipment that needs to be loaned to patients or staff. Equipment tracking system helps maintain an accurate record of these items and their location. You can use the software system to track medical devices, fill out all required forms in the mobile app, and keep track of devices calibration and maintenance.
You can find more info on managing medical devices in the QR Inventory software here.
 

How To Generate QR Code Labels For Equipment Tracking

What steps should we follow to generate QR code labels for equipment?

In order to create QR code labels for assets, go to the Print QR Codes menu item on the QR Inventory software dashboard. 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 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 equipment tracking system, or use pre-printed QR code labels. You can associate each pre-printed label with an asset in the mobile app.

Can we track assets using existing barcodes?

Yes, you can use existing barcodes or QR codes with the QR Inventory mobile app as long as:

• A unique asset serial number is encoded in the existing barcode or QR code.
• Your 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 what is encoded in your barcodes or QR codes by scanning them with any generic barcode scanning mobile app. If your barcodes do not work you can always generate QR code labels in the QR Inventory software.

Can we bulk generate QR codes for the equipment and tools before we receive them?

Yes, you can use a QR code generation tool in the QR Inventory software 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 system in one step using an Initial Entry transaction in the mobile app.

 

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 you need to enter them into the software system. A QR Inventory software provides multiple options that speed up initial assets entry. If you already have an assets list you can bulk import it into the system. If you do not have a list, you can enter assets into the system manually via the cloud software web dashboard. There is 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 equipment and enter it into the QR Inventory software on the job site using a mobile app.

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 system as assets, not as inventory.
• For the serialized assets, you can enter all info once, and 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 field equipment tracking. Barcode or 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. Use them to label equipment, and enter it into the system on site using a mobile app.

How 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 system manually, you can use Bulk Add Assets for the speedy entry. Bulk assets entry allows you to enter all asset data once, and then scan in serial numbers.

How do we give field technicians real time access to the equipment specs?

You can enter equipment info into the system using Custom Fields. Create custom fields for everything 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 system you will be able to enter values or upload files for all custom fields.
Field techs can access asset data in the field with one QR code scan in the mobile app.

 

How Do We Keep Track Of Equipment Maintenance And Calibration?

Do we need any extra modules for tracking equipment maintenance?

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 relevant form in the mobile app, fill it out and submit to the back end cloud software.
Admin users can review maintenance records via the cloud software web dashboard. Job site employees can review past maintenance and service history in the mobile app by scanning a QR code.

Do we receive preventive maintenance reminders and other equipment related alerts?

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

What equipment maintenance and service reports are available in the QR Inventory software?

A 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 asset has been serviced and which ones 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 where 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 for real time equipment tracking. However, there are also more advanced asset tracking options with higher degree of automation. A QR Inventory software allows you to select the desired degree of tracking automation that fits your needs and budget. The available options, in the order of increasing tracking 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 app.
• 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.